- Paperless 3 0 1 – Digital Documents Manager Training Course
- Paperless 3 0 1 – Digital Documents Manager Training Software
- Paperless 3 0 1 – Digital Documents Manager Training Courses
- Paperless 3 0 1 – Digital Documents Manager Training Courses
The truth is, going paperless can actually help you to become more compliant. Paper processes expose your company to potential liability due to lack of security or lost paperwork. On the other hand, electronic document management software possesses security measures and other features that ensure vital information is protected. While your employees are preparing their documents and files for entry, you need to find the right digital document management system to aid the process of going paperless. There are many digital document management systems out there to choose from, so you need to research and compare your options before making a decision.
A document management system is an important part of a paperless home office. Like paper, digital or electronic documents need to be stored so they can be retrieved and used as needed. To have an effective paperless office, you need a system to manage these necessary documents.
However, no office can be completely paperless. Some documents must remain on paper meaning that your home office can only be paper-less. And many of us simply remain more comfortable using paper to do some of our work. So any document management system you put together has to manage the mix of electronic and paper for a 'paper less' office.
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As designed for large companies, document management systems turn paper into digital images as PDFs that can be stored electronically and, with some software, searched or edited. These systems also can improve electronic filing, retrieving and secure access to information -- and they can be very costly.
However, at its simplest, a document management system consists of a scanner and software that convert paper documents to electronic PDFs. And you can get less expensive software to make PDFs searchable and editable. Here are several options:
- PDF Transformer Pro from ABBYY (for PC only; under $100) will allow you to create PDFs and convert the images to searchable files.
- Acrobat Professional 8.0 from Adobe (for PC or Mac; about $400) creates PDF files, automatically recognizes text with optical character recognition (OCR) and can save the editable PDF files into programs like Microsoft Word.
- NeatShoeBox (for PC only; about $200) scans documents like receipts and business cards, pulls off key information and then exports the data to applications like Quicken and Microsoft Excel and Outlook.
You'll need to develop your own system for managing electronic files. Here are a few suggestions:
- Create an online filing system as you would for paper in a filing cabinet. Use file and document names that will be easy to find and remember.
- Use the 'print to file' option to save electronic documents from outside, like e-mails or online statements, to their correct electronic files.
- Back up your files regularly, probably at least weekly, to a CD or USB flash drive.
- Make a master list of file folders that you can refer to.
- End the year by reviewing your files. Trash any that you no longer need, move files that are going to storage (like the year's invoices) to a CD and set up new files for the new year.
Keep in mind that you'll also have to maintain paper files and weed through them at the end of each year, although these files should be much smaller than before. These documents include notarized documents and materials you need to prepare your taxes.
While you may be tempted to scan your receipts and toss the paper originals, don't do it, says Barry Steiner, a Chicago CPA and former IRS agent. You may need them as proof for a tax audit. Steiner recommends keeping all bills, invoices, receipts and canceled checks related to deductible expenses for three years after filing tax forms. At that point, he says, shred them to prevent identify theft [source: e-mail interview with Barry Steiner].
As Abigail Sellen and Richard Harper, the authors of The Myth of the Paperless Office Icab 5 9 20. point out, no office can be completely paperless. 'Rather than pursuing the ideal of the paperless office, [people] should work toward a future in which paper and electronic document tools work in concert,' they write in the book [source: The Myth of the Paperless Office by Abigail Sellen and Richard Harper, MIT Press, 2001, page 21].
For more information on paperless offices and related topics, check out the links below.
Related HowStuffWorks Articles
Paperless 3 0 1 – Digital Documents Manager Training Course
More Great Links
Training Services
In this training, participants will learn how to minimize paper. Companies have the opportunity to create improved efficiency and productivity as well as support sustainability initiatives. Some people waste as much as 25% of their day searching for information - both in paper and digitally. Paper is the number one material thrown away and also one of the biggest polluting industries. The typical U.S. office worker uses about 10,000 sheets of copy paper each year. With the current projected document growth this increase is expected to double in the next two years.
Through easy and simple paperless offices steps, offices can reduce their paper consumption immediately by 20-30%. Participants will learn how to reduce this amount of paper by becoming more organized electronically with improved data and information management. Ideas will also be introduced on how to minimize copies, printing and duplication in the office.
However, at its simplest, a document management system consists of a scanner and software that convert paper documents to electronic PDFs. And you can get less expensive software to make PDFs searchable and editable. Here are several options:
- PDF Transformer Pro from ABBYY (for PC only; under $100) will allow you to create PDFs and convert the images to searchable files.
- Acrobat Professional 8.0 from Adobe (for PC or Mac; about $400) creates PDF files, automatically recognizes text with optical character recognition (OCR) and can save the editable PDF files into programs like Microsoft Word.
- NeatShoeBox (for PC only; about $200) scans documents like receipts and business cards, pulls off key information and then exports the data to applications like Quicken and Microsoft Excel and Outlook.
You'll need to develop your own system for managing electronic files. Here are a few suggestions:
- Create an online filing system as you would for paper in a filing cabinet. Use file and document names that will be easy to find and remember.
- Use the 'print to file' option to save electronic documents from outside, like e-mails or online statements, to their correct electronic files.
- Back up your files regularly, probably at least weekly, to a CD or USB flash drive.
- Make a master list of file folders that you can refer to.
- End the year by reviewing your files. Trash any that you no longer need, move files that are going to storage (like the year's invoices) to a CD and set up new files for the new year.
Keep in mind that you'll also have to maintain paper files and weed through them at the end of each year, although these files should be much smaller than before. These documents include notarized documents and materials you need to prepare your taxes.
While you may be tempted to scan your receipts and toss the paper originals, don't do it, says Barry Steiner, a Chicago CPA and former IRS agent. You may need them as proof for a tax audit. Steiner recommends keeping all bills, invoices, receipts and canceled checks related to deductible expenses for three years after filing tax forms. At that point, he says, shred them to prevent identify theft [source: e-mail interview with Barry Steiner].
As Abigail Sellen and Richard Harper, the authors of The Myth of the Paperless Office Icab 5 9 20. point out, no office can be completely paperless. 'Rather than pursuing the ideal of the paperless office, [people] should work toward a future in which paper and electronic document tools work in concert,' they write in the book [source: The Myth of the Paperless Office by Abigail Sellen and Richard Harper, MIT Press, 2001, page 21].
For more information on paperless offices and related topics, check out the links below.
Related HowStuffWorks Articles
Paperless 3 0 1 – Digital Documents Manager Training Course
More Great Links
Training Services
In this training, participants will learn how to minimize paper. Companies have the opportunity to create improved efficiency and productivity as well as support sustainability initiatives. Some people waste as much as 25% of their day searching for information - both in paper and digitally. Paper is the number one material thrown away and also one of the biggest polluting industries. The typical U.S. office worker uses about 10,000 sheets of copy paper each year. With the current projected document growth this increase is expected to double in the next two years.
Through easy and simple paperless offices steps, offices can reduce their paper consumption immediately by 20-30%. Participants will learn how to reduce this amount of paper by becoming more organized electronically with improved data and information management. Ideas will also be introduced on how to minimize copies, printing and duplication in the office.
Learning Objectives
Understand the Challenges of Paper Use
- Understand the challenges of using paper
- Understand the environmental impacts of using paper
- Learn about the cost and efficiency benefits of reducing paper
- Understand the reasons why users still print documents
Ways to Reduce Paper
Paperless 3 0 1 – Digital Documents Manager Training Software
- Understand what to keep or recycle with existing paper files
- Understand how to utilize Microsoft applications to reduce paper
- Learn how to reduce paper through better electronic organization of documents
- Discover other electronic ways to manage and process information instead of through paper
- Understand basic printer and scan functions options to reduce paper
- Gain strategies on tracking meeting notes electronically
- Learn easy and simple paper reduction measures in the office
- Review of key office paper policies to reduce paper consumption
Paperless 3 0 1 – Digital Documents Manager Training Courses
Using Technology Tools
- Learn about applications that can improve efficiency and reduce paper
- Gain strategies in using mobile devices to reduce paper
Seminar Length: 2-4 hours
Class Size: 10-30 participants
Materials: 25 page workbook provided
Seminar Location: On-site at company
Equipment: LCD projector