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The Paperless Home Office

The Paperless Home Office . Ditching the File Cabinet. “MYTH”. The Myth of the Paperless Office by Abigail Sellen and Richard Harper Companies going “paperless” without clear direction or culture change. Reading long documents, reviewing, and collaboration. Legal burdens.

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The Paperless Home Office

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  1. The Paperless Home Office Ditching the File Cabinet (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  2. “MYTH” • The Myth of the Paperless Office by Abigail Sellen and Richard Harper • Companies going “paperless” without clear direction or culture change. • Reading long documents, reviewing, and collaboration. • Legal burdens. (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  3. Paperless Home Office • Capture • Archive • Retrieval (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  4. The Process • Make decisions on-the-fly. • The daily toss. • Weekly scanning. • Scan, confirm, shred. • Frequent Backups. • Easy Retrieval. (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  5. Must-Have Tools! • A Scanner • Preferably one which can scan to a USB drive or media card. • With a sheet feeder. • A Shredder • An External Hard Drive • Adobe Acrobat Pro. • Backup software and Search Software (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  6. Capture • What to Keep in Hard Copy? • Licenses and OSHA • Medical/Veterinary • Hard drive recovery procedures • Big-ticket returnable/warranty purchases (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  7. Electronic Copies • Taxes • User Guides • Receipts for Business • Invoices to Clients • Statements and Bills (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  8. Don’t Keep: • User guides/Quick Starts • Maps and directions • Lists • Grocery receipts • Coupons • Ads • Magazines/Newspapers (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  9. Archive • Store documents by: • Date (YYYY / MM) • In Email (no need to sort) • Type (Receipts/YYYY/MM) • Project (Workbook/) • Client (WebWorks/) (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  10. Hybrid Archives • Type AND Date (Receipts/YYYY/MM) • Client AND Type (Webworks/Contracts) • Etc. • Everything has a meaningful filename! • “Costco-HardDrive.pdf” not “Costco.pdf” unless you only go there once or twice a year. (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  11. Retrieval • Mac: Spotlight • Windows: Google Desktop or Windows Desktop Search • Linux: locate and updatedb (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  12. Collaborate and Review • CMS tools • Word Markup • Compare Documents This is where to use paper! (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  13. Reading Long Documents • We do read online! • Adobe PDFs • eInk devices (Kindle, Sony) • Audiobooks • Other eBooks (phones, PDAs) (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  14. First Steps • Take out your wallet or purse. • Throw away anything you don’t need. • Scan/Shred the rest. • Go forward, not back. • Tackle the backlog in 10 minute increments over the next few weeks. (c) 2008 Stephanie Bryant. stephanie@mortaine.com

  15. Questions/Help Stephanie Bryant Mortaine Publications, Inc. http://www.mortaine.com 605-413-4531 stephanie@mortaine.com (c) 2008 Stephanie Bryant. stephanie@mortaine.com

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