Home
>
Small Business
>
Creating a Paperless Office

Creating a Paperless Office

When working from home, it is usual to find that you have your office in an area that is not very big, such as a box room or even in the corner of the kitchen. When your business really takes off, you will begin to discover that your work area starts to get swamped by paperwork and that you are running out of storage space.

An excellent solution to this is to aim towards having a paperless office. Obviously, certain documents must be kept for legal and tax purposes, but take a look around you and ask yourself, "Just how much of this paper do I need to keep?"

The first task is to go through your paperwork and decide what is for the bin. Base your decision on whether you are ever going to need that document again. This is slightly different to documents you know you will never READ again, because most businesses are required by law to retain certain paperwork for official purposes, for example, certain receipts and leasing agreements.

Secondly, decide what you want to be able to access in future but don't require the information to be on paper. This is the main group of documents that are heading towards your scanner. Items in this category would include letters between you and your customers, brochures, price lists, business cards, etc.

Your third task is to seperate all official, legal, tax, etc documents you must keep. Basically, you should consider if these documents are possibly going to be required by a lawyer, tax inspector, customs officer or the police. If you are not sure then it is better to err on the side of caution and keep it.

EQUIPMENT NEEDED

On the assumption that you already own a computer, what other equipment are you going to need?

Proper filing boxes for the "keeps". Office supply stores stock a wide variety of storage options. Label your boxes and files properly so that you can access information held in them easily. You could also consider asking your lawyer, accountant or bank to store the more important items for you. This is a good option for the very important documents, but you may be charged for the service.

A scanner. Scanners are relatively cheap and are much cheaper and smaller than a filing cabinet. Systematically work your way through your files and scan the items in the second category. REMEMBER TO BACKUP ALL YOUR SCANS! Most recent computers will have a CD-Writer. They are a cheap and quick way to make a permanent, digital record of your files. As with your filing boxes, clearly mark your CD with a guide to the information it contains.

A paper shredder. AFTER YOU HAVE MADE BACKUP COPIES of the redundant paperwork, shred all your unwanted paperwork to keep it away from prying eyes. You can use the shreddings on a compost heap, if you have one. They are excellent to mix in with grass cuttings!

Allan Cowley is a Life Coach working with clients throughout the world. He provides online coaching in self improvement, goal setting, time management and small business development. For a free online life assessment with no obligations, you can contact Allan on his website at:- http://www.uk-success-coach.com/contact-online-life-coach.html

Beecher limo rentals ..

In The News:

If you do not want Facebook to have automatic access to your private photos, follow our tips to protect yourself. Kurt “CyberGuy" Knutsson shows you how.

Kurt “CyberGuy" Knutsson goes into detail about Apple’s recent iOS update that allows iPhone users to instantly translate spoken language simply by using the Action Button.

Safeguarding your digital life with a reliable physical backup isn't just a precaution, it's a necessity. Kurt “CyberGuy" Knutsson provides the essential backup checklist.

Kurt “CyberGuy" Knutsson reveals how a Redditor exposed false recycling claims at their apartment, highlighting a report that only 21% of U.S. recyclables are processed.

Kurt "CyberGuy" Knutsson offers a travel toolkit featuring five technology tools to help you with booking flights and hotels for your summer vacation.

The bubble behind the clock on your iPhone can appear in different colors. Kurt "CyberGuy" Knutsson explains what each of those colors mean.

Scammers are using the power of artificial intelligence to mimic voices of people and are using the fake voices to commit crimes, like kidnappings.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

Tech guru Kurt "CyberGuy" Knutsson explains the science behind the Invisibility Shield, a 6-foot shield that makes people become invisible.

The International Olympic Committee on Friday announced plans to use AI in various Olympic aspects, including athlete identification, training and judging.

Tech guru Kurt "CyberGuy" Knutsson explains an easy trick to avoid squinting while working or surfing the web by zooming in on your personal computer.

Streaming giant Roku has recently been targeted by a pair of cyberattacks, and the company confirmed over a half million Roku accounts were compromised.

The Land Aircraft Carrier combines an all-terrain, six-wheeled vehicle with a two-seat aircraft, which features electric vertical takeoff and landing.

The European Union has sent TikTok a "request for information" on the video sharing platform's newest app, TikTok Lite, under the Digital Services Act, with the aim to clean up social media.

Stay up to date on the latest AI technology advancements and learn about the challenges and opportunities AI presents now and for the future.

The FBI is warning the public about a recent phishing scam via text that claims its targets owe money in Pennsylvania for unpaid road toll charges.

Your Apple Music settings may be revealing to your contacts what you're listening to. Kurt "CyberGuy" Knutsson explains the process to change those settings.

Learn how to secure social media accounts, implement legacy contacts, and create a digital estate plan to protect your online assets from 'ghost hackers' after your death.

A ported phone number scam is leading to more people having their identities stolen by sophisticated scammers. Kurt “CyberGuy" Knutsson tells you what you need to know.

The Great Pacific Garbage Patch, a vast marine debris vortex, is being tackled by The Ocean Cleanup’s innovative technologies. Kurt “CyberGuy" Knutsson explains.

Discover easy solutions to tame autocorrect frustration on iOS and Android devices. Turn off, customize and add personal touches to your typing experience.

Kurt “CyberGuy" Knutsson reveals the six top things to do right now before it’s too late: Tech and life choices that can keep your safer on and offline.

Kurt “CyberGuy" Knutsson shows you some simple steps to discreetly hide apps or an entire app page on your iPhone for decluttering or confidentiality.

The ambient light sensors on smartphones may be turned into cameras, according to researches at MIT. This could pose a threat to people's privacy.

The Autonomous Road Repair System from tech firm Robotiz3d uses artificial intelligence technology to locate potholes and promptly seal them.

Creating a Paperless Office

Small Business