Technology & Social Media Going paperless - tackling filing

Thanks Dan. Do you have enough space on Drop Box or do you go with monthly access...

Also do you trust leaving your personal docs on drop box? What if they were wiped out - pun intended?

Also, is this wireless or do you need to use USB?

 

I have the annual. 1 terabyte for $99. Useful as I use it as my folder structure for photos, videos and every other thing really.

If Dropbox docs are wiped out its not an issue as it's just a synchronised copy of my computer so they should still be locally ther. Unless they are wiped out by me deleting then syncing
They have an option for restoring files too you should look at.

If you have multiple computers they will all sync.

But you're right it's wise to take precautions. As a backup I zip all my filing folders monthly and put in google drive so if dropbox AND my computer was wiped I could always go back to my zip backups.

There is another thread on this but I know many are fine with Google drive. Some apps integrate better with one or the other, but I also prefer the way Dropbox syncs efficiently.

For wireless I assume you mean the scanner?
Its USB. The wireless ones are too large for me. There may be better scanner options out there for sure, but this is what I've used though it's few years old now.

 

Thanks @DanW. Two days on it's all looking under control. Will look into scanning in the near future!!

I saw the epson portable one is good to take around. But it's slow. So the one you have is quite decent. What did you pay for it? I think most decent ones range around $399+

 

Was between 400-500, and depreciate it in tax return

Also for small docs on the road I use the app called CamScanner this is great to create pdf from your camera. Have even sent signed contracts like this

 

Ta. Yeh use Cam Scanner and find it really handy!

 

I just store locally and back up to a couple of external drives, no cloud.

 

+1 for this method
Also use off site storage for one HDD and put the other in a fire proof locked box.
Scan any receipts or other documents on a daily or weekly basis as time permits.
Organise the properties into folder "trees" to reflect the different properties lease, income, expense and general documents.
I use .pdf for all the documents and have .jpg colour pictures of certificates, titles and important documents.

The first time implementing this system took a while to scan everything and place it into the folders but certainly better than a stack of manila folders.
I can get any information I need when travelling as well using a partitioned, encrypted 1Tb portable hard drive.
Using an Epson printer/scanner now as the Canon unit failed.....

But still have to keep land titles and such in a safe place......and it builds up over time.

 

I use a Canon MX926
But instead of using the Canon software, I use NAPS2 (Not Another PDF Scanner 2)
The B&W Scanning of NAPS2 comes out better than Canon Software.
NAPS2 can scan blue ink under B&W mode where as the Canon Software can't.

That said, if i have bulk papers, I just stay back at work and use the work scanners. Feed about 100+ pages and duplex scan it while I continue doing my work. Its night time, so majority of people have gone home anyway.

 

We looked into multiple devices for this process in our business and settled on portable, USB dependant (no A/C power adapters required) , fast and convenient, up to 600dpi, multiple save formats, and can scan any length receipt or document in a relatively short period of time.
This is what we got:
FUJITSU Image Scanner ScanSnap S1100 - Fujitsu Australia

Our team has one each and we use Dropbox for business (paid service) for filing all relevant receipts, documents, bank statements, ITRs, etc, basically anything you want archived.

You can easily use the personal Dropbox version for this as well.

If this tool broke or malfunctioned I would go out tomorrow and buy another one without hesitation.

Hope this helps with your research.

 

Depending upon how much there is to be scanned, you might want to consider a commercial service eg: scanning

 

I do it the old fashioned way...paper translated to spreadsheets.

Scanning is a PIA...

 

What about when your lender asks you for a million supporting docs? Takes only 2 minutes to reply to my brokers requests since going digital.

 

Yes...I simply load the rental statements scan and email in this instance....

 

I've used a Scansnap s1500 for a fair while now, absolutely fantastic.

 

That's a great unit, more for desktop use which is where it shines, gotta love anything scansnap.

 

Still takes me at least 30 mins to consolidate all the documents in order and meaningful PDF's so there aren't 100 PDF documents, only 5 or so (PPR Loan, Loan #1, Loan #2, Rental, Payslips etc).

How do you take only 2 mins? What's the trick?

 

Not sure how you get 100 pdf docs to sort through? The answer why it's quick may just be my folder structure?

Broker would normally ask for latest 2 payslip, last month's rental statements and then the details of the property being purchased for valuation.

Clicking on each property folder I can grab the pdf rental statements very quick. Payslips too.

Loan statements I've only needed to get for a refinance.

PS none of these are scanned stuff, as all these come electronically.
But for Sash I assume if he gets electronic he must have to print it for his physical filing system?

 

Can I suggest scan bot app on phone . Takes a photo of receipts and you can load to any cloud based platform . You can rename pdf on phone or upload and rename on computer. Super easy and a great way to file receipts. So easy you can scan receipt whilst waiting for coffee and throw away receipt before leaving venue !
Jeremy

 

Thanks guys. Really helps. @Investig8 - is that something you use on a daily basis for all documents?

@charpj - thanks. What app is that?

 

App is called 'scan bot'. Go to Google play go buy
Jeremy