Technology & Social Media Going paperless - tackling filing

Not sure if this should go in the living room...However, here it goes..

I'm not a fan of filing. Recently @Simon Hampel posted about duplex sheet feeding scanner. Any idea about which ones are reasonable to get? They range from $250 to $4k+

I need to document a system as well to file these to follow for all filing...Plus the backup on some sort of clouds.

I feel as if I'm drowning in paper.

 

Its then probably the time to hire an assistant

 

This one looks good: Brother ADS-2100e ADF A4 Document Scanner | Officeworks

Edit: Not wireless!

 

If you have procedures in place its not too hard to remain paperless. I have four baskets in my office property, personal, business and joint. Estatements from the bank are a godsend. As I said though if you don't stay on top of it it can go pearshaped very quickly

 

We just use our laser printer/scammer/copier/fax.

I prefer an all in one eg. Lexmark or Epson ink jet

 

Both of my businesses are paperless and my personal stuff as well. I scan everything that doesn't come electronically - except those big loan booklets.

The key to keeping track is the naming of the files. For property related stuff just put the street name and what it is and then date.
"Smith Repairs Dec15.pdf"

 

Hi Terry,

Does your scanner do pdf? Do you name the file on the machine or the PC? Which machine do you use?

 

Our scammer just auto labels so you can rename the file.

Saves as pdf or jpg.

 

Sana I think you can get paperless system software for each profession. We use a paperless system (almost) for property management. Each scanned document goes into a file specific for a particular tenant, property or landlord and there are sub-files ie routine inspections, water invoices etc within each file.

The software is subscription based and our scanner/photocopier is a large commercial one.

I think there are different software programs and specific attachments for photocopiers that relate to that software that make things easy for each industry.

 

Need to file our own stuff....It's in folders at the moment..

 

I would think most do PDF or jpg. Or you can down load software which does it. I use a hp officejet pro 8600. Cost less than $200 and is a photocopier, scanner and fax as well. I name the file on the computer.

But for printing I use another one which cost me less than $50 fujixerox laser printer. You don't want to print on a inject.

 

Nothing to scan... everything paperless. Property, shares, banks, they don't post me anything anymore, except for share offers and chess statements. Surely most of the stuff you get can be sent online instead ? Makes it easier.

 

Is your scammer Nigerian too?

 

Our scanner is part of our printer. We bought an A3 Multi Function printer as we needed A3 for architectural plans more and more and it had the double sided scanning as well.

I use icloud and I have a folder per company and then sub folders per property and then another subfolder for each tax year. You can put the tax year at any level really but I like it this way. I also have an icloud folder that I share access with my accountant and I dump the relevant tax year folders (or data from it) in it when it comes time for tax.

I will scan via the printer but also use an iphone/ipad app called CamScanner CamScanner Free| PDF Document Scanner and OCR on the App Store which is pretty good. I use that for all my receipts and non standard sized items.

To reduce paper I also sign documents where I can by annotating the document on my ipad with software called Notability. If the file has been sent to me via email and is a pdf I import it into Notability and sign it (and enter any details I want by typing or writing with my stylus). Then save the file and email the file back. I also annotate and markup architectural files this way too so i can explain changes required to builders/draftspeople.

 

We are paperless. We use year month day for naming so that you can sort numerically easily eg 151225 Smith St - LTR - Tenant.

use box.com for online storage. Accounting folders shared with book keeper and accountant etc

use asana.com to manage tasks

 

Can anyone suggest good scanners for bulk? One of my 2016 goals is to get all our old business receipts and paperwork scanned - close to 30 binders plus a filing cabinet

 

This $299 all-in-one laser and fax will do duplex scanning - Brother MFC-L2740DW Wireless Mono Laser Multifunction Printer | Officeworks

For those wanting something basic and cheap just to get started, this will do single sided document feeder scans, only $16 on sale now. It's a fax too. - HP Officejet 2620 All In One Printer - Printers & Scanners - Printing, Ink & Paper - Cameras, Printers & Stationery | Harvey Norman Australia

For phone scanning, Microsoft Office Lens is good too. Free to use, and no watermarks.

 

I use Kodak i1120 for duplex scanning. Nice and compact.

Most things including PMs I have asked for digital / email only to minimise the work.

Dropbox for filing.

Folder structure has 2 components.
1. Perpetual forever structure.
This has suborders for each property that has:
-settlement
-finance loan docs
-refinances (with year subfolders)
-anything else that is not annual

2.Financial year based structure. Eg filing 2005-2006. Subfolders of this are:

-Properties
--property1
---expenses
---statements

-Finance
---Credit card
---Mortgages
---Transaction

-Tax return

-Utils and Home

-Work related expenses

-Misc

-Superannuation


Then I use another structure for Projects/Renovations/Acquisitions/Due diligence with spreadsheets and templates etc.


I really think a folder based system is best and being stuck with a software program (like evernote) is a pain and introduces too many problems and restrictions. With a folder based system I can change cloud provider any day seamlessly. KISS principle.

 

Do you then store it locally? And back up to cloud? Can't leave it in email alone - how do you find it otherwise?

My X-mas day has been spent....FILING