Comments on: Paperless Office – The Components

By: Mark Shead

Mark Shead — Thu, 16 Dec 2010 14:40:08 +0000

It is still pretty necessary if you send anything through the mail.

By: Kathy Ink

Kathy Ink — Thu, 16 Dec 2010 06:07:35 +0000

Remove the printer. This is the one machine that people will seek paper for. It is not a difficult process to manage your content electronically and printing should be used sparingly.

By: Patrick from Efact Paperless Office

Patrick from Efact Paperless Office — Wed, 15 Dec 2010 16:20:45 +0000

One thing I think it is worthwhile to note in terms of encryption is that the PDF format has several encryption options built in — 128 bit AES encryption works with most versions of Adobe going back many years; 8.5 and newer now have AES-256 but these are only compatible with the newest versions of Adobe so you may have trouble trying to open them in another system.

By: Matt

Matt — Fri, 15 Oct 2010 09:12:18 +0000

Paperless offices do work if you think and plan your system as you would any other best practice options. In order to be successful and protect your intellectual data daily back up of information storage is a minimum requirement once you have made the transition. Like all system the transition is often the most difficult and requires often a dual process whilst ironing out any problems.

By: Personal outsourcing ideas | Productivity501

Personal outsourcing ideas | Productivity501 — Tue, 08 Jun 2010 17:02:15 +0000

[...] Filing – If you haven’t gone paperless. [...]

By: Mark Shead

Mark Shead — Mon, 05 Apr 2010 17:15:39 +0000

gif or png are good formats to use for signatures because they usually won’t produce artifacts like JPEGs. I suppose you could use a loss-less TIFF format as well.

By: john

john — Mon, 05 Apr 2010 17:08:44 +0000

Hey Mark… Actually I did find that post after I posted. Nice tutorial. Unfortunately a signature that I have used for years seems to be a little hard to clean up. It has white specs all around the edges. Probably because it was done at low Rez with a fax machine. I tried also selecting by color but it’s still rough around the edges. I can’t tell if “Gimp’s” tool set is the same as Photoshop but it looks pretty close so I will keep futtsing around with it. So is GIF the best format to use?

By: Mark Shead

Mark Shead — Mon, 05 Apr 2010 13:39:24 +0000

John - Check out our post on How to Make a Scanned Signature for steps to get the transparent background.

By: john

john — Mon, 05 Apr 2010 09:31:44 +0000

How did you make the background transparent on your signature?

By: Mark Shead

Mark Shead — Mon, 19 Oct 2009 01:34:15 +0000

@Zach – I can give out my fax number and people can use their fax machine to send me something. They don’t have to know that the fax actually gets delivered as a PDF to my email inbox. For them it is just a fax number.

By: Zach W.

Zach W. — Mon, 19 Oct 2009 01:19:43 +0000

@Nick Hebb

Nick,

I wouldn’t get rid of a physical fax machine entirely. Especially in businesses which evolve slowly (such as the legal field). Some people, although the number is dwindling fast, still want to “fax over something” and don’t know how to use a computer.

I’ve moved onto scanning and digital signatures, but I leave an old school option available just in case.

By: Nick Hebb

Nick Hebb — Sun, 04 Oct 2009 10:12:16 +0000

I got rid of my fax machine and just use a fax to email service and PDF editing software (PDF Annotator in my case). It eliminates the need to scan documents since I don’t deal with hard copies other than the faxes I used to get. For digital signatures, I do the same as someone mentioned above – use the PDF editor to insert a scanned image with transparent background.

By: Fall Cleaning & Organizing : Productivity501

Fall Cleaning & Organizing : Productivity501 — Wed, 16 Sep 2009 18:01:26 +0000

[...] it may be time to get rid of some of the older ones to make things easier to find. Even with paperless digital files, there are times where it makes sense to delete or at least archive off the older files to reduce [...]

By: Dave E

Dave E — Fri, 28 Aug 2009 12:39:16 +0000

I was scanning documents, and still do some. However, one finds, particularly with share portfolios here in Australia, you can get PDF versions emailed to you. I am hoping for bank statements as pdf soon.
But I try to get a pdf version from the inistution where possible so I do not have to a scan it
Some scans take up space; I examine the paper statement/etc and often will record the relevant details on notepad and save that. Make a very small file so no hassle to back up.
One thing: make sure you have heaps of email space for unforeseen pdf docs!

By: Healy

Healy — Mon, 03 Aug 2009 16:20:43 +0000

Bella, Pixily.com has an integration with Evernote where you can send your paper to Pixily in pre-paid envelopes and then have them scanned and OCR’ed and then access them both online at Pixily’s site and also through Evernote. It’s proved to be a very popular combination of services. I know the team at Pixily well and they are helping a lot of people manage their paper.