How to Create a Paperless Office

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Create an environmentally-friendly office that keeps your life and files organized and manageable.

Step 1: Back up existing files
Back up your existing files by saving everything on your hard-drive to an external hard-drive.

Tip
If you don’t have an external hard drive, you can use online storage or CD-ROMs

Step 2: Create document folders
Create document folders with the same titles as those in your filing cabinet.

Step 3: Scan hard-copy documents into .doc or .pdf files
Scan existing hard-copy documents as .doc or .pdf files and place them in folders.

Tip
Scan only what you’ll need going forward. Many of your old files might never be used, and can be weeded out as new documents come in.

Step 4: Regularly scan new documents
Routinely scan new hard-copy documents that come to your office, and save them to your electronic filing system.

Step 5: Install fax software
Install fax software onto your computer. Generate faxes from your computer, and take incoming faxes electronically.

Step 6: Back up regularly
Back up your files regularly to an external hard drive, an online internet back-up, or CD-ROM. Initiate nightly automatic backups.

Did You Know?
Did you know? A study has indicated that producing one metric ton of virgin paper in North America produces over four metric tons of carbon dioxide.