Best Practices paperless office - Establish a standard naming convention for your paperless office

!9# Best Practices paperless office - Establish a standard naming convention for your paperless office

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The concept of the paperless office is a reality. And with today's technology is cheaper and easier to reach even a small home office. To maintain the success of "paperless office", it is important for you to establish a simple naming convention for all your electronic documents. If you follow a well-defined naming convention, it is easier to find documents, use again and again and stay paperless office.

A naming convention is simply a well-structuredIt set the standard for electronic documents. Keep things simple and you can understand logically, so all the others and that the documents are easily accessible, and follow your naming guidelines.

For example, a simple and logical name are the bills for your home:

[Date]. [Company]. [Type]. Pdf

With this convention, you can share your captured "bill" statements have the following fileName:

2010_01_01.ComEd.bill.pdf 2010_01_15.Verizon.bill.pdf 2009_12_15.Verizon.contract.pdf

Immediately, only to look at the file name, you can say that these documents are the electricity bills and telephone bills. You can also immediately identify the dates for each statement invoice. In the last example, you can quickly see that this is the agreement "contract" with your phone service.

This is just a simple example of a naming convention. WhenDefine your own naming standards, maintain a structure that best support as you think and organize your office.

And not for the stress on your naming structure perfectly at first. The nice thing about a paperless office with all your documents in electronic format (copy) files on your computer you can easily change your standards and naming tree of folders in the future.

I recommend the "data" used in the first part of the file, andFormat as [YYYY_MM_DD]. Use the full [four-digit year], then [two-digit month] and [two-digit day]. Following this special format for dates before all the file names, then you have the opportunity to view the file, the type of "name", so you have another way to get your documents quickly chronologically within each folder .

How to develop and maintain your paperless office for the simple naming convention, along with a logical and well-defined"The tree of folders" will go a long way to keep your electronic documents organized and efficient.

Best Practices paperless office - Establish a standard naming convention for your paperless office

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Two key to the paperless office

!9# Two key to the paperless office

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If you're like many entrepreneurs, you've heard of the "paperless office" - but for you it is more a dream than a reality. You want to free up the space currently occupied by the file cabinets. You mean that jumble of pages on your desk.

From time to time - - unfortunately the process has been ineffective for many years under a paperless office was a difficult, expensive e. Expensive software, scanners, clumsy, and exceptions to-many-to-the-paperless-rulemeant that it creates a lot of money to spend on an electronic storage - only to discover that you had to keep the physical files at all, because it really easier to locate the old files and documented.

Fortunately, advances in hardware and software have finally solved this problem. Today is an effective, affordable paperless office available to anyone who needs it. Two tools, in particular, to enable this - the Fujitsu S1500 and Google DesktopEnterprise.

Let's take a look at the two and how to make life much easier:

The Fujitsu S1500 1: For a number of years Fujitsu has already smaller, economic, personal scanners sheet with an attribute Killer - are working. This is a dream come true for all the days of banging my head against the wall just to remember a simple task such as preparing to make a digital copy of a two-page document. The Fujitsu S1500 is excellent - fromscans both sides of the leaf at the same time. In addition, the software that comes with the scanner so you save a trouble-free scanning documents as searchable.PDFs. This is important to use the spare key for your paperless office ...

Google Desktop 2 Enterprise: A lot of people use Google Desktop, but many are not familiar with the great advantage of his older brother. The Enterprise version is still free - but you can index files stored on a network drive. This means thatYou can save PDF files, searchable enterprise data store, and everyone in the office can look at them as they tried to Google. Need MasterCard statement for October 2007 are available? How about the hand-out that the industry attended the seminar before three months? If you remember the identifying information from any part of the document, drag the Google Desktop for Enterprise from the network drive.

This is the holy grail that many companies paperlessThe owners are looking for - a simple and effective way to store their documents in electronic format, and still be able to find them in an instant. Technology has finally caught up with both our imagination and our business needs.

Two key to the paperless office

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