Tidy Tuesday Tips - Go Paperless

Once again, it's Tidy Tuesday! Today, I would like to share a few tips to help you get started in your transition to a paperless office and household. Reducing the amount of files and paper you have laying around eliminates clutter and gives you a more seamless workspace. Yes, going paperless requires you to rely on technology more, but with constant technological evolution - it's inevitable that eventually, computers, scanners, USB flash drives, and the like will have to become your best friend. Why not make the transition now?

Let's get started!

If you do not already own the following, it will definitely be a wise long-term investment to maintain a paperless environment:

• Computer
• Scanner
• Shredder
• Recycle bin
• USB flash drive - 2GB, 4GB, or 8GB depending on the data load

1. Go paperless

Each bill you receive monthly paper statements for - go to your account online, find the "go paperless" link and click it! Eliminate unecessary mail. If you have been paying the same bill for years, you do not need paper clutter reminders. You know when your bills are due and typically, how much they will be. Everyones' monthly responsibilities are different, therefore, if you have a substantial amount of bills and notices each month, take time to write them on your calender (i.e. May 15 - Sallie Mae: $600) or switch to email reminders. If you choose the latter, be careful to not transform paper clutter into email clutter.



Photo from http://www.officedepot.com/
Ativa® LD60 6-Sheet Cross-Cut Shredder
http://bit.ly/f8NOLK

 2. Sort through all paper files, bills, and scattered documents.

Shred all outdated documents you will not need in the future that contain your personal information. (i.e. electric bill from 2007, 2003 W-2, old notices, credit card offers, etc.) Remember to recycle all shredded documents!

3. Categorize remaining documents.

Create temporary neat piles for the remaining files. (i.e. Car Insurance, Tax Forms, Tuition Receipts, Student Loans, Discover Card, Electric Bill, Mortgage Lender, and the list goes on) Remember, the remaining documents should be current and most likely needed for near-future reference.

4. Create e-folders.

Under the "my documents" section on your computer, create a "new folder" for each category created in the previous step.

5. Scan and save

Once all of your folders are created and labeled, begin scanning each document and saving the uploaded dcoument to the appropriate folder. During this process, it's a great idea to convert all documents to a PDF file. You can learn more about how to convert by clicking here. This can be a bit tedious but remember, you're not trying to create a paperless environment overnight. It's a process. Throughout the scanning process, remember to intermittently stop and back up all files to your USB flash drive.

 6. Back up all files

It is extremely important to invest in a USB flash drive. You can find them just about anywhere from Walmart to CVS. I carry one on my keychain. Upon completion of scanning and converting all documents to PDF's, insert flash drive into the USB port, and back up all important data. Trust me, you'll be glad you did.



Until We Blog Again....



CEO, Organize N Refine