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

move out cleaning service Lake Forest ..

In The News:

A third-party dental marketing agency's unsecured database exposed millions of patient profiles with personal information that could be exploited for identity theft and insurance fraud.

New York-based Aircela unveils refrigerator-size device that converts air and water into fossil-free gasoline, with initial deployments planned for 2025.

Your home address is easily accessible on people finder sites, putting you at risk for stalking and identity theft, but data removal services can help protect your personal information.

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

Robot combat evolves at Unitree's Iron Fist King event as G1 robots face off in China, featuring knockouts, precise strikes and agile machines that can perform side flips.

Take control of your digital privacy with actionable tips like Facebook privacy checkup, location tracking management and data removal services to protect your personal information.

Smart TVs and streaming devices manufactured in China are being compromised by BadBox 2.0 malware before users even power them on; infections have been detected in 222 countries.

The lightweight, 15-pound Tenniix tennis robot mimics pro playing styles like Nadal and Federer, using AI trained on 8,000 hours of professional tennis data.

Oak Ridge's uranium enrichment facility supports America's AI ambitions amid concerns that China's aggressive nuclear reactor construction could give it an edge in powering data centers.

Facebook scam ads now leverage AI and deepfakes to create convincing celebrity endorsements, targeting specific demographics with sophisticated schemes.

Apple unveils iOS 26, macOS 26 Tahoe and iPadOS 26 with translucent Liquid Glass design at WWDC 2025, featuring ChatGPT integration as competitors advance rapidly.

The Atom Touch prosthetic arm combines an AI neural interface with EMG sensors, allowing amputees to control individual fingers with precision at an affordable $25,000.

Aspen officials aim to have crews on the scene within five minutes — something they say would be nearly impossible without precise location data the AI technology gives.

Tech expert Kurt “CyberGuy" Knutsson says iPads are usually secure, but hackers can access them. Spot warning signs early to protect your data.

Tech expert Kurt Knutsson reveals how to easily move photos and videos off your iPhone or Android to securely protect your favorite moments.

The Social Security Administration is launching digital SSN access this summer. Tech expert Kurt “CyberGuy" Knutsson helps you learn how to use it and protect your identity.

Glide underwater with CudaJet and make the ocean your playground. Kurt “CyberGuy" Knutsson discusses the redesigned tech that might be your next big thrilling adventure.

Protect yourself from login alert scams with five security steps, including avoiding suspicious links, checking account activity and enabling two-factor authentication

Skip the usual Father's Day gifts with personalized ideas for tech enthusiasts, home brewers, pool owners, seniors, outdoor lovers and privacy-conscious dads.

DMV text scam alert: Fraudsters impersonating motor vehicle departments nationwide are sending threatening messages about unpaid tickets and tolls to steal your information.

Fox News' AI Newsletter brings you the latest on this rapidly evolving technology.

E-BAR, MIT's mobile robot, provides physical support for seniors with handlebars that follow from behind, helping prevent falls while maintaining dignity for aging adults.

AI is changing everything – now, we can even use it to generate video. I tried OpenAI's Sora and Google's Veo – here's how they measure up against each other.

Five simple phone setting tweaks that make your device work harder for you, from automatic text message deletion to scheduled focus modes.

Android users can save time with 10 simple automations, including automatic battery saver mode, location-based Wi-Fi settings and scheduled "Do Not Disturb" mode.

Creating a Paperless Office

Small Business