Paperless Filing System

A paperless filing system sounds so futuristic doesn't it? You may think it's not possible, but it IS... just about. Efficient paper storage is the cornerstone to an organized home office. Most papers these days can be stored electronically, and the IRS recently changed the law to include a scanned copy of a receipt as proof of purchase rather than the paper copy.

You can drastically reduce paper storage and all of that paper clutter by using some paperless office software to scan, recognize and file more than 90% of all of your home office papers! Client records? No problem! Family bills? No problem! Tax returns and receipts... also, NO PROBLEM!

Here's a step by step guide that I wrote to help you break the paper habit and move to a paperless filing system! It's a 24 page e-book that shows you how to change from a paper filing system to all digital. I also show you how to back up and encrypt your digital files, safely, and securely. You DO NOT need to be a techie to do this! Go here to order!

So, why did I say, "just about"? Well, there are some papers you'll need to keep actual paper copies of, such as birth certificates, passports, wills and deeds, but putting them into a paperless filing system makes great sense too, because they can be backed-up and secured more easily! Even after saving all of those "have-to-save's" above, you can reduce your paper files by at least 90%.

I reduced a *stuffed* 4 drawer filing cabinet to about 6" worth of files! It is so nice to be free from all of that paper clutter, and the whole family appreciates it!

A good electronic filing system also has excellent paperless office software that "reads" all of the papers you scan into the system, using a powerful technology called Optical Character Recognition (OCR). So, after you scan in your files using a scanner, you'll be able to search FOR ANY WORD within any of those paper documents. Once your documents are scanned and backed up, you can get rid of SO MUCH PAPER.

A paperless office also needs a good backup plan. Your documents will be stored electronically, so you've got to make sure they're properly backed up! Click here to learn how to backup computer files easily and safely. It's so simple!

Here's the general plan:
Paper in an electronic office

Decide if paper is useful
Decide if you need to save it - or is a copy good enough?
Scan the useful stuff
File the paper where originals MUST be maintained (birth certificates, etc.)
Back up your data
After you have CONFIRMED your files are backed up, shred the paper copies where originals aren't needed - this is MOST paper!

Of course, the red rectangle above, "Paper Enters Office" needs to be seriously defended! You can make sure that most junk mail doesn't come into your office in the first place. Here are some great home office ideas for reducing your junk mail in your paperless office!

As you move to a paperless office, your electronic inbox needs protection too. It is important to follow these guidelines for reducing spam and junk email to keep your home office organized!

Once again, here's my link to my e-book that leads you step-by-step through how to set up a paperless filing system.

Back to more paper file organization tips!