What is “Paper-Free”?<\/h2>\n\n\n\n
Paper-free is the concept that a workspace can be free of paper and rely on digital documents and processes. Paper-free is also aesthetic – no more filing cabinets, printing hard copies for records, or saving old documents in a physical space. It is a means of opening up space and getting rid of clutter. Technology supports searching and accessing important information from anywhere, at any time.<\/p>\n\n\n\n
For many, going paperless is a stance to protect the environment by reducing the consumption of paper products and the subsequent processes of recycling or trash collecting.<\/p>\n\n\n\n
What it isn’t<\/h3>\n\n\n\n
Going paperless in your home or workspace does not mean you will never interact with paper products again. It is the reality that paper is a major medium for communication. You will still receive paper in the mail. You will sometimes need to print and sign important documents.<\/p>\n\n\n\n
Being paper-free isn’t about having no shred of paper in your home. It is about reducing your dependency on paper and finding digital alternatives to access information.<\/p>\n\n\n\n
Tools You’ll Need<\/h2>\n\n\n\n
Before embarking on your paper-free journey, you’ll want a few tools to get you started:<\/p>\n\n\n\n
A Computer<\/h3>\n\n\n\n
You don’t need a dedicated computer for scanning, but you will want a place to start uploading files. If you have a laptop, it will provide you the flexibility to scan and import documents from anywhere!<\/p>\n\n\n\n
A Scanner<\/h3>\n\n\n\n
There are a lot of scanners on the market. Some integrate with note-taking apps, making your import process easier. Others allow you to scan multiple pages, or front and back, with the push of one button. This can save you time by making the process somewhat hands-free.<\/p>\n\n\n\n
There are also scanners that are bluetooth, portable, or extra small. It is important that you find one that fits your needs. For example, if you have a lot of 8.5″x11″ multi-page documents you may want a feeder instead of a flatbed scanner.<\/p>\n\n\n\n
For more information on choosing a scanner, check out this list<\/a>.<\/p>\n\n\n\n This isn’t required, but very helpful. If you are scanning documents and saving as PDFs, you can keep them on your computer in the folders your computer likely has already.<\/p>\n\n\n\n However, there are many benefits to having a note app or cloud-based software:<\/p>\n\n\n\n Here are some so software options we recommend checking out:<\/strong><\/p>\n\n\n\n Evernote<\/strong><\/p>\n\n\n\n This is the go-to for Office Otter, and holds a special place in our heart. Evernote has a robust list of features and provides a great way to organize documents. <\/p>\n\n\n\n The most impressive feature is its ability to scan and read PDFs – making it easier for you to search for the content you need!<\/p>\n<\/div><\/div>\n<\/div>\n<\/div>\n\n\n\n OneNote<\/strong><\/p>\n\n\n\n A top contender, especially for PC users, is OneNote. This application comes standard on any Microsoft Office package<\/a>. Arguably, it has more features than Evernote with its ability to act as a digital notebook in both function and form. <\/p>\n\n\n\n Draw, highlight, add tabs or chapters – this application is great for tablet users. Plus, OneNote can be backed-up with the Microsoft OneDrive cloud system.<\/p>\n<\/div>\n<\/div>\n\n\n\n Google Drive<\/strong><\/p>\n\n\n\n If you have a Google \/ Gmail account, you have access to Google Drive. This is the online file database with a limited amount of free storage each month. <\/p>\n\n\n\n This is a great option if you are also looking for software to create documents. Integrates with Google Docs, Sheets, and Slides.<\/p>\n<\/div>\n<\/div>\n\n\n\n Dropbox<\/strong><\/p>\n\n\n\n A big hitter in the cloud-storage market, Dropbox has been around for years. With their tight security measures and massive server capacity, Dropbox has become an enterprise icon for businesses looking to support remote employees. <\/p>\n\n\n\n Depending on the plan you sign up for, this may also be the most expensive option.<\/p>\n<\/div>\n<\/div>\n\n\n\n You will want to sort your paper workflow as you go. Having a few bins or cardboard boxes can be helpful. This doesn’t need to be fancy – and we don’t recommend going out and buying bins specifically for this purpose.<\/p>\n\n\n\n The first step for going paper-free is to create a station or system for processing paper in your environment. This means having a place to put paper that needs to be processed, and then paper that has already been processed.<\/p>\n\n\n\n Where to set up this station<\/strong><\/p>\n\n\n\n We recommend placing your station in a workspace, near your desk or a table. Having it visible during your regular activities reminds you to work through paper processing.<\/p>\n\n\n\n The process of scanning papers can take months, depending on how much time you have to dedicate each week. Therefore, we do not recommend converting your living room into a station unless you don’t have much paper to process. <\/p>\n\n\n\n Setting the station up in a way that majorly disrupts your life will leave you feeling frustrated and overwhelmed.<\/p>\n\n\n\n Have “bins” for storing your various stages of paper.<\/em><\/p>\n\n\n\n This is the activity of going paper-free. You will be taking items and papers from your inbox, and processing through the various steps of scanning and to bins.<\/p>\n\n\n\n When you take an item out of the inbox bin, make a choice of where it needs to go. Ask yourself the following questions, in order, moving down the list:<\/p>\n\n\n\n Tips for sorting papers:<\/strong><\/p>\n\n\n\n This step isn’t very exciting. We highly recommend setting up a temporary scanning station in front of a Netflix enabled device.<\/p>\n\n\n\n READ: How to import documents scanned documents into Evernote<\/a><\/strong><\/p>\n\n\n\n Tips for scanning papers:<\/strong><\/p>\n\n\n\n When you are done scanning a document, decide where it needs to go next (filed away again, shredded, or recycled) and move to the appropriate bin.<\/p>\n\n\n\n Open the folder or notebook where all your scans are saved. The SCANNED FOLDER, mentioned above.<\/p>\n\n\n\n One by one, rename the file (if not previously named in Step 3), and then move it to the folder or notebook that is appropriate. Continue until your SCANNED FOLDER is empty.<\/p>\n\n\n\n READ: How to Organize Evernote for Ultimate Productivity<\/a><\/strong><\/p>\n\n\n\n We recommend doing this step in batches as well. At some point, you may find you need a change of pace from scanning or shredding. This is another activity that can be done on a laptop in front of Netflix.<\/p>\n\n\n\n Tips for digital organization:<\/strong><\/p>\n\n\n\n Once you have scanned your whole life into a digital platform (yay!) you will likely find that there are still some papers you can’t part with. These will be the items you put in your “to file” pile.<\/p>\n\n\n\n This pile may include movie ticket stubs from a first date, child’s artwork, or important documents like a birth certificate.<\/p>\n\n\n\n Only you can decide what you should keep. However, if you find you are adding a lot of things back into the “to file” pile while sorting, go back through after you have finished processing all your other paperwork. Treat this pile like an inbox and make the decision again whether to keep or recycle. You may find that some things aren’t as important the second time around. Or, you may find that your child’s artwork can be scanned and treasured as a desktop background for years to come without the need to take up space in your cabinet.<\/p>\n\n\n\n Take time to physically organize the remaining items. If it is sentimental, add it to a box and label it “Memories” so you can go through it from time to time. For things like marriage licenses and birth certificates, we recommend putting them in a fire box so they are secure in case of an emergency. Copies of insurance policies and contracts can be saved in a small filing box.<\/p>\n\n\n\n Don’t be discouraged when you realize that the stream of paper doesn’t seem to end. You will still get the mail or have contracts to sign. Paper is a major medium for communication in our society.<\/p>\n\n\n\n Here are some ways to maintain a paper-free space:<\/strong><\/p>\n\n\n\n Enjoy a tidy home and office!<\/p>\n\n\n\n Featured photo by Andrej Li\u0161akov<\/a> on Unsplash<\/a><\/p>\n\n\n\n <\/p>\n","protected":false},"excerpt":{"rendered":" Clear out space and ditch old files with a process that integrates technology to help you preserve and quickly access the information you need.<\/p>\n","protected":false},"author":2,"featured_media":10000,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[97,75],"tags":[113,112,111,110],"yoast_head":"\nDocument Organization Software or Note App<\/h3>\n\n\n\n
![\"\"](\"https:\/\/officeotter.org\/wp-content\/uploads\/2019\/03\/Evernote-Logo-for-Website.png\"){kind=logo}
<\/a><\/figure><\/div>\n\n\n\n![\"\"](\"https:\/\/officeotter.org\/wp-content\/uploads\/2020\/04\/OneNote-Logo-1024x415.png\"){kind=logo}
<\/a><\/figure><\/div>\n\n\n\n![\"\"](\"https:\/\/officeotter.org\/wp-content\/uploads\/2019\/03\/Google-Drive-Logo-for-Website.png\"){kind=logo}
<\/a><\/figure><\/div>\n\n\n\n![\"\"](\"https:\/\/officeotter.org\/wp-content\/uploads\/2020\/04\/dropbox_2017_logo.png\"){kind=logo}
<\/a><\/figure><\/div>\n\n\n\nBins or cardboard boxes<\/h3>\n\n\n\n
The Process<\/h2>\n\n\n\n
Step 1: Create Physical Station<\/h3>\n\n\n\n
Step 2: Sorting Papers<\/h3>\n\n\n\n
Step 3: Scanning Papers<\/h3>\n\n\n\n
Step 4: Digitally Organize<\/h3>\n\n\n\n
Step 5: Physically Organize<\/h3>\n\n\n\n
Maintenance of Paper-Free<\/h2>\n\n\n\n
![\"\"](\"https:\/\/officeotter.org\/wp-content\/uploads\/2020\/04\/Going-Paper-Free-Steps-683x1024.png\")
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