Use computer hardware and software to transition to a paperless system.
Paper accounts for a large percentage of energy consumption and waste. Each year, homes and businesses in the United States consume an estimated 85 million tons of paper and paperboard. Practice waste prevention and energy efficiency by transferring to a paperless system. This will help achieve significant environmental benefits. Also, in addition to saving trees and reducing trash, there are organizational benefits to a paperless system. Valuable storage space can be freed up by eliminating paper from daily tasks. It can also prompt the use of hardware and software that is often under-used.
Instructions
1. Use online banking and establish accounts to pay monthly bills and expenses. When possible, opt to receive bills in the same paperless manner.
2. Create files on the computer for each major expense in need of documentation. These will likely include such categories as "utilities," "clothing," "business meals," and "entertainment."
3. Attach a scanner to the computer and scan important paper documents. If the scanner is not equipped with OCR (optical character recognition) software, purchase it separately. OCR programs translate images of text into searchable data and can easily locate digitized documents.
4. Move all scanned documents to the appropriate files on the computer.
5. Invest in paperless software, such as Paperless for a Mac or PaperPort for a PC. This type of software aids in the organizational process and establishes a work-flow. It also provides step-by-step instructions for creating a paperless system..
6. Digitize your signature. Write your signature on white paper and scan it into the computer.
7. Use the "Magic Wand" function in Photoshop to erase the white background from the signature image. Save the signature as an image with a clear background.
8. Add the digital signature to documents requiring a signature and email or e-fax them to the appropriate recipients.
9. Download all data to an external hard drive at least once a day to assure it is protected.
10. Rid your mailbox of unwanted mail. Use the online resources listed below to opt out of any unwanted paper mail.
11. Use hand held digital devices such as mobile phones or digital pads to store notes or jot down memos throughout the day. This will greatly reduce the need for small pieces of paper.
