Paperless Office - Scan Forward
The easiest way to begin a paperless office is to implement a "scan forward" approach. The idea is simple: purchase a scanner, and then pick a cut-off date, after which all new documents will be electronic.
The benefit to this approach is that you only scan existing paper records if they're used. If documents don't get scanned after a year they can be archived or destroyed.
Choosing a Scanner
For obvious reasons, the scanner is the most important component to a paperless office setup. Look for a scanner with the following options:
- ADF - Automatic Document Feeder/Automatic Sheet Feeding. Using a flat bed scanner is tedious since you will have to manually swap out the paper.
- Duplex - In addition, you want a scanner with duplex -- the ability to read both sides of documents. Some software packages are smart enough to merge two one sided scans into a single pdf file, but it is way more convenient if your scanner does this automatically.
I can't tell you how nice it is to load up the scanner with a 25 page, double-sided document and walk away.
I could only find two scanners with these features in my budget: the HP N6010 ScanJet (poorly rated on Amazon) and the Fujitsu S500M.
I ended up purchasing the Fujitsu S500M ScanSnap. It is a duplex, color scanner capable of 18 pages per minute. So far it works wonderfully, even with credit card receipts.
Choosing Shredder
I wouldn't waste too much time dickering about which kind of shredder is best. The following features are pretty much a necessity for me:
- "Confetti" cut. Smaller pieces are better.
- The ability to shred credit cards and CDs, and eat staples. If you can shred a credit card, a few sheets of paper won't bother it.
Also, unless you want to shred as you go, I suggest staged shredding. I have a plastic file box that I dump papers to be shredded. When it gets full or enough time goes by, I shred them at one sitting.
How to Begin
Next, start to define and create your own process for dealing with paper. I would suggest something similar to what I do.
I now open my mail next to a 50 gallon trash can. I try to throw away as much as possible. Envelopes, catalogs, flyers, brochures and advertisements are immediately and automatically thrown away. The application part of the credit card solicitations are separated to be shredded. Roughly 90% of my mail now ends up immediately in the trash or shredded.
Next take the remaining paper and decide what to do, and then take action. I view each piece of paper on my desk is something I haven't done yet. When it is done, it is in the trash or shredded.
- Scan an pay bills and invoices (I usually scribble the date and check # before scanning);
- Bank statements and credit card statements should be scanned and reconciled immediately.
- For magazines, I will take some time to read them, or set them aside. I started putting a purge date on the front with permanent marker. If I don't read them within two weeks they are gone.
Also, for reciepts:
- The IRS says you don't need receipts for purchases under $75. B.S. Scan them in and save them. One day you may (possibly) thank me.
- Every business purchase receipt is scanned in and organized after I purchase.
- Other receipts, grocery, gas, restaurant, credit card receipts are thrown away unless it is a major purchase or a reimbursable expense.
Labels: Business, Consulting, mISV, Startup, Time Management
