I'm Going Paperless, Kinda...

Discussion in 'Community Discussion' started by Huntn, Feb 8, 2013.

  1. Huntn, Feb 8, 2013
    Last edited: Feb 8, 2013

    macrumors G3


    May 5, 2008
    The Misty Mountains
    When I look around my office I see stacks of paper. I realize when doing bills, where I usually bog down is at the end and filing bills into individual folders. I don't ever seem to catch up. I'm trying a new approach by purchasing a Fujitsu Scansnap document scanner. It's a little more expensive, but I really like that it scans both sides and does multiple pages in a batch.

    I'm making sure I have everything on my computer's main hard drive is backed up with Time Machine. I'm scanning everything and keeping the last two years just cause I'm chicken to shred it all. :p However, I'm outright shredding more than I used to. The difference is that before where a document was being filed, now it's being stuffed into an expanding document file folder thingy, kind of like a neat version of one of those paper stacks that used to sit on my desk. These documents are only to be pulled out as a last resort, otherwise I'm looking at .pdfs.

    I realized how hard it was for me to give up the paper, especially the paper bills that more or less reminded me something needs to be payed. I've got electronic reminders set up in my online banking. Hopefully this will go well. :)

    Any suggestions?

  2. macrumors Penryn


    Jul 11, 2003
  3. macrumors member

    Jan 25, 2012
    Sounds like you're right on track. In hindsight, I wish I would have gone the Fujitsu instead of the Neat route but I've been doing it for nearly 2 years, very slowly, I might add and still have piles of paper. Good luck!
  4. macrumors 68040


    Dec 19, 2004
    I wonder how much time you will save.

    Since you will need to
    - Scan the document
    - Wait for the computer to process it
    - Verify the computer got everything (especially multiple page documents)
    - Name the file
    - Locate the correct directory and save the file
    - After saving open in a PDF viewer to verify the save file
    - Shred the original

    Instead of
    - two hole punch (if you bother)
    - locate the file folder and file it away (this can be very quick if you have a chart of accounts with account number and an alphabetized master list sticking to or by your file cabinet.
  5. macrumors 6502a


    Jul 11, 2010
    Georgia, USA
    I'm an auditor working in a public accounting firm that does all of our audits paperless. I love it, and I don't know how anyone does it any other way. Everything's so much more convenient having everything stored on our network instead of hawking down binders pull of paper documents.

    Each accountant in charge of their own jobs has the scanner like you're referring to. I don't know if there are different models or what, but ours are awesome.
  6. Huntn, Feb 8, 2013
    Last edited: Feb 8, 2013

    thread starter macrumors G3


    May 5, 2008
    The Misty Mountains
    Piece of paper demanding payment, yes on a piece of paper of all things. :p

    For whatever reason, it's filing the paper that is bugging me. In contrast, scanning it takes about 5 sec per sheet (double sided) and it batch copies. Naming it is a few seconds more. The big savings is that since I'm not relying on individual folders to file stuff, (which has really become a chore to me), I can just stuff them in my document binder in the order that I do them. Pay-scan-stuff, instead of pay and dig my way to the back of the drawer looking for the right binder to put it in.

    When I got way behind and had about 6 months of bills stacked up, I had to allow the time to arrange them by vendor, which was time consuming taking up the majority of my office floor, and then I had to go file each mini-stack. The other nice thing is the ease of looking up a document electronically instead of thumbing through a stack of paper looking for the right one. I can't guarantee it will work out, maybe it's just a tech gimmick, but I'm hoping I'll be more motivated to keep the office clutterless. :)

    Great to hear! :)
  7. macrumors G5


    Aug 1, 2004
    St. Louis, MO
    Why do you still need a paper bill in the first place? Couldn't you just sign up for paperless billing and save a few trees? Most places should let you download PDFs too if you really want to save them.

    I don't get a paper bill for anything anymore. Haven't missed them one bit.
  8. macrumors 6502a

    Mar 13, 2012
    I have no suggestions . But good luck and I hope everyone does this to help save the environment .
  9. macrumors 65816


    Mar 8, 2009
    Same here - I think all my bills are paperless, and have been for a few years. As well as bank statements, credit card statements. I though that was the norm? :confused:
  10. macrumors G3


    Aug 24, 2009
    Sounds like more trouble than its worth if you ask me, but I agree that paper invoices can take up a surprisingly large amount of room when you've got a good collection of them going.
  11. Guest


    Sep 19, 2011
    Ohio, United States
    It's hard to know what to suggest since I'm not there. But definitely moving to paperless invoices is a good start. They could just email you a PDF invoice for their services. In fact, depending on the clout of your organization, if they don't have that type of service, I would basically demand it or tell them you'll have to factor this type of thing in when renewing supplier contracts.
  12. thread starter macrumors G3


    May 5, 2008
    The Misty Mountains
    I'm slowly heading in that direction... Right now taking care of the backlog.
  13. macrumors P6


    Aug 17, 2007
    Agreed. I'm going to start doing this as well.
  14. macrumors 65816

    Zombie Acorn

    Feb 2, 2009
    Toronto, Ontario
    Till your filing cabinet is full, in comparison you could have a thumb drive with the equivolent.
  15. macrumors 68000


    Sep 9, 2010
    's-Hertogenbosch Netherlands
    I went paperless 2011.
    I did find a fun fact the last Government department here to go paperless was the VROM.


    Yes you've guessed it the the Ministry of Milieu, the reason they were so busy supervising everybody else that they forgot them selves.:D
  16. macrumors 68000

    Apr 25, 2012
    I agree.

    I get 2 paper bills anymore, my rent and one credit card that won't let me sign up for paperless (but I can pay electronically and get a PDF of my statement). The only other mail I get is EOB's for health insurance when they pay out for something (I think this can be changed to paperless also) and junk mail. I suppose for this reason I could stop visiting my mailbox every day.
  17. macrumors 65816

    Grey Beard

    Sep 10, 2005
    The Antipodes.
    Going paperless

    If you want to seriously go paperless, you could invest in a bidet.

  18. thread starter macrumors G3


    May 5, 2008
    The Misty Mountains
    Do they include warm water?
  19. macrumors 6502a


    Jul 11, 2010
    Georgia, USA
    Yes, we have one in my house. You still need something to dry off :cool:
  20. macrumors 65816

    Mar 31, 2012
    I have gone paperless with as much as I can, some bills still come in the mail (they have no way to pay other then check or money order, yeah, they need to enter this decade) I rather not have a bunch of bills and statements, most can be looked up online.
  21. macrumors 65816


    Apr 7, 2008
    Flea Bottom, King's Landing
    A few years ago a tree fell and killed my dog.:eek: [Capt Kirk voice] I've never trusted trees and I never will. I can never forgive them for the death of my dog.:p[/Capt Kirk voice]

    In all seriousness. I don't even bother with paperless billing as well. I have automatic payment for my utilities and credit cards. And a lot of the places I go e-mail my receipts. I keep track of everything in a spreadsheet. Come tax time, it only takes me 30 minutes to complete my taxes.:cool: Noice.
  22. macrumors 601


    Aug 14, 2008
    Dallas, Texas
    Can you or anyone else who has experience expound on this? What advantages does the Fujitsu have over the Neat. I've been thinking lately about getting a good scanner for multiple uses including what Huntn is doing.
  23. macrumors newbie

    Jan 31, 2013
    Santa Ana, CA
    I used to be really bad about remembering to pay my bills on time. It wasn't a matter of not being able to pay them, it was remembering to pay them that was the problem. Now I have all my bills set up on auto-pay through my bank. So I can't even tell you when my bills are due, they just get taken right out of my account and I haven't had to pay a "late fee" in a long time.
  24. macrumors 603


    Sep 7, 2006
    Texas, unfortunately.
    Some of us don't always have enough in our accounts every month for every bill. :p (half-joking.)
  25. macrumors 6502

    Nov 25, 2012
    How about in your toilet? Are you also going to be paperless?

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