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Paper is wildly inefficient. It’s not searchable, short of rifling through big stacks of long-forgotten documents trying to find that one piece of paper you remember collecting 18 months ago.

Can’t you imagine the feeling of freedom that comes with a paperless office? Ready to experience it yourself? Let’s get started. Here are five tools you can use to stay paperless:

1. DocuSign
One of the biggest sources of needless paper are contracts, and there’s no reason you have to keep them once you’ve signed them. I mean, there is a reason: it’s a legal document that binds you and the co-signer to specific terms and deliverables. However, there’s no reason to keep a printed copy when an electronic copy will suffice. DocuSign works on all kinds of devices and web browsers. Whenever someone sends a contract, you can open it in DocuSign, drop in the .jpeg and the date, and save it to Dropbox.

2. Evernote’s Scannable app
Sometimes people will hand you a document you need to keep, whether it’s a worksheet, important memo or a meeting agenda. Random notes and memos make it hard to maintain a paperless office. Evernote’s Scannable app converts your documents to PDF and then stores them later. Evernote then runs OCR (optical character recognition) on the document and converts it to actual text so you can search for it later. You can also use Scannable to scan business cards and convert them to Evernote documents. And as an added bonus, you can set it up so Evernote will send your contact information and basic LinkedIn details back to the person whose card you just scanned.

3. IFTTT
The only problem with scanning business cards via Scannable is that you can’t always push that contact information back out to where you want it. For example, there’s no elegant solution to push newly scanned business cards to Google Contacts on an iPhone. Combining that with workflow automation tools like If This Then That (IFTTT) can help you out. If you just use iOS contacts or have an Android and Google Contacts, you can save your scanned cards more easily.

4. OneDrive, Google Drive and Dropbox
Of course, all documents require storage, even when you’re running a paperless office. You can’t just keep them all on your laptop, because 1) it’s going to get full, and 2) you need a backup solution anyway. A cloud storage service like Microsoft OneDrive, Google Drive or Dropbox is the answer. Microsoft OneDrive is a cloud-based service included in Office 365 that provides you the flexibility to keep your files synced in the cloud. All of these cloud-based services enable you to share documents with other people, give them editing or read-only access, and store important documents there indefinitely.

5. Evernote
A lot of people swear by Evernote for managing large tasks, keeping track of to-do items, and basically operating their entire lives. Beyond a paperless office, this app can help with a couple of things. For one, you can keep all of your notes in a single location and add to them whenever you think of something because the notes all sync to different devices. Second, you don’t have to keep a lot of documents on your laptop, which aren’t always accessible and can clutter up your hard drive.

There are plenty of corporations that are implementing a paperless office and storing documents in the cloud. They print things as needed, but scan and store important documents in a cloud server so authorized people within the company can access them.

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Published: Thursday, July 16, 2020 9:40 AM
Category: WebHosting GoDaddy

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