Technology has made it possible for people to store massive amounts of paperwork and other information on a small computer hard-drive that takes up less than a foot of space. However, documents that haven’t been created on a computer must be scanned in order to create a digital file of the content.
There are many benefits you can realize by scanning and storing your important documents on a computer such as fast retrieval and the ability to store a document online. Being able to retrieve documents quickly is important so computer systems allow you to create folders and subfolders to help you organize content. In fact, you can create a full-fledged virtual filing cabinet right on your computer.
Another major benefit you’ll realize by scanning your documents is increased security. Paper documents are vulnerable to fire and water so it’s somewhat risky to maintain physical copies of documents without having a digital version. If you already own a computer, you only need to purchase a scanner to help you begin creating digital copies of your documents.
Document scanning and archiving isn’t as expensive as it sounds. For example, you can purchase a scanner for less than $30 online. Most scanners sold today are plug-n-play computer peripherals which means you don’t have to install any software. You simply plug the scanner into a USB port and you can begin scanning your documents immediately.
Before you begin scanning your documents you should create folders on your hard drive to organize the content. Begin by creating topic folders with names such as ‘Finances’, ‘Letters’, ‘Insurance’. Then create subfolders inside the main topic. For example, inside the finances folder create several subfolders such as bank statements, investments, phone bill, etc.
The better organized you are at naming and storing your files, the faster it will be to retrieve documents when you need them. Once you’ve scanned and filed a document, you may not need to view it for a few years or longer so it’s important that you create a filing system by topic.
When naming your documents try to think about a search term you would use to find it, and give it that name. Or at least incorporate the name in the document. Let’s say you want to file a document that contains information about a vendor you hired for a birthday party for your son. You can store the file inside the finances folder, but be sure to incorporate the words ‘birthday party’ so you can find the document faster.
You may not remember the name of the vendor a few years from now, but you’ll remember you hired him or her for your son’s birthday party. It’s okay to get creative when you name your folders and subfolders. Most computers allow you to search inside specific folders so you can find documents faster.
You may be interested in this product:
The ScanSnap iX500 provides PC and Mac users an effective way to greatly reduce paper clutter, storage space, and security risk associated with unmanaged paperwork at home or office. For even greater accessibility and usefulness, users can scan documents directly to an iOS or Android mobile device or tablet.
Compact Color Duplex Scanner for Mac or PC
- One button searchable PDF creation
- Advanced paper feeding system
- Blazing 25ppm color scanning
- 50-page Automatic Document Feeder (ADF)
- Built-in GI microprocessor
- PC-less scanning to iOS and Android mobile devices
- Comes with Adobe® Acrobat® X Standard for Windows®
- Faster searchable PDF creation
- More Quick Menu Productivity
- Enhance productivity with Fujitsu service and support