(c) 2008 Stephanie Bryant. [email protected]
“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. [email protected]
The Process• Make decisions on-the-fly.
• The daily toss.
• Weekly scanning. – Scan, confirm, shred.
• Frequent Backups.
• Easy Retrieval.
(c) 2008 Stephanie Bryant. [email protected]
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. [email protected]
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. [email protected]
Electronic Copies• Taxes
• User Guides
• Receipts for Business
• Invoices to Clients
• Statements and Bills
(c) 2008 Stephanie Bryant. [email protected]
Don’t Keep:• User guides/Quick Starts
• Maps and directions
• Lists
• Grocery receipts
• Coupons
• Ads
• Magazines/Newspapers
(c) 2008 Stephanie Bryant. [email protected]
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. [email protected]
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. [email protected]
Retrieval• Mac: Spotlight
• Windows: Google Desktop or Windows Desktop Search
• Linux: locate and updatedb
(c) 2008 Stephanie Bryant. [email protected]
Collaborate and Review• CMS tools
• Word Markup
• Compare Documents
This is where to use paper!
(c) 2008 Stephanie Bryant. [email protected]
Reading Long Documents• We do read online!
• Adobe PDFs
• eInk devices (Kindle, Sony)
• Audiobooks
• Other eBooks (phones, PDAs)
(c) 2008 Stephanie Bryant. [email protected]
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. [email protected]
Questions/HelpStephanie Bryant
Mortaine Publications, Inc.
http://www.mortaine.com
605-413-4531
Top Related