Blog: Technology As An Organizing Tool
To Scan or Not to Scan... that is the Question
February is Archive Your Files Month, and since you've hopefully filed away all your paperwork from last year, it's the perfect time to think about what you're going to do with your old files. If you're thinking about scanning them, there are a few things you should consider.
There is no question that there are benefits to scanning. For one thing, electronic files take up next to no space, as compared with paper files. In addition, electronic files can be indexed, allowing for rapid retrieval of information.
Before you get all excited and start making plans for all the space you're going to free up, keep in mind that in some cases, you still have to retain your original paper files, even once you've scanned them into electronic format. Be sure to check the tax laws where you live, as well as any requirements related to your industry or profession, to avoid problems down the road.
In addition, scanning can be a very time-consuming process. Do you (or your staff) have time to do it, or will you need to bring in outside help? Are you prepared to devote time to learning how to operate the equipment and use the software?
Can you afford the equipment? A high speed scanner with a sheet feeder is an absolute must, and they can be quite costly. Unless you plan to start scanning all paperwork going forward, you may want to explore the possibility of renting a high speed scanner as needed.
If the only copy of your documents is electronic, you'll want to be sure that the information is secure and that you have a reliable back-up system.
Although you may be dreaming of a paperless office, make sure that you cover all these bases before moving forward.
posted on: 2/21/2008 8:30:00 AM by Janet Barclay
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Technology As An Organizing Tool
by Janet Barclay
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Janet Barclay is a Master Virtual Assistant and the founder of Organized Assistant. Specializing in supporting entrepreneurs in the Organizing and Career Services industries, Organized Assistant provides top-notch Internet marketing services to business owners of all shapes and sizes.
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