Get Rid of Those Stacks of Paper Forever

• 1.        Today's Day’s Mail.  When I get the mail, I open it over the trash can (or preferably into a shredder then the recycling bin).  Dump the junk and open all mail then dump the envelopes.
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• 2.        All-in-One.  If you don’t have one purchase an all-in-one fax, scanner, copier, printer for your computer.  These days they are inexpensive, they save space by replacing several pieces of equipment and as you will see, can be the key to eliminating paper.  A document feeder is an invaluable feature as it allows me to scan a stack of documents without having to individually place each paper onto the glass.
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• 3.        Convert Your Paper to Electronic Files.  I scan everything into my computer using my all-in-one and saving the files to Adobe Acrobat format (PDF documents).  The full version of Adobe Acrobat is pricey, but to me it was worth every cent.  Make sure that you purchase scanning software that will scan the document to a document format instead of a photo of the document (photos take up too much space).  Acrobat is pricey but does the job perfectly and I can share the documents with just about everyone since it is a universal format and Acrobat Reader is free (most people have it).
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• 4.        Don’t Look Back.  I tried to go “paperless" several times, but was overwhelmed trying to scan in all of my stacks of paper.  I finally succeeded by ignoring the old stuff and started with the mail one day.  Since then, I put all of my mail in a stack next to my all-in-one and I start scanning every time I sit down at my computer.  I save invoices and bills to a special file in my documents file.  Then I shred and recycle.
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• 5.        Organize the Folders in Your Computer.  I created separate files for my insurance policies and documents and I now scan them as receive them and shred and recycle.  I have a “To Do" folder in my computer and I scan things into that file that need to be responded to or dealt with quickly.
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• 6.        Throw Away Originals.  I always shred then put in my recycle box nearly everything I scan.  There are few documents where the original is required to be saved and a scanned copy won’t do.  Be bold, be brave and get rid of the paper copies.
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• 7.        Tax Time.  Scan in your tax documents, receipts, W-2s and 1099s.  Some people are worried about getting rid of receipts.  I am not.  I love to scan them and dump the original receipts.  I am not sure about the IRS’s polices about scans vs. original receipts, so you may want to contact the IRS and your state taxing authority.  The IRS will allow us to provide them with electronic copies of receipts if they are organized so that they can examine them, but there are rules which basically address indexing and legibility.  If you intend to scan your receipts and throw away your hard copies you may want to talk to your tax professional about Rev. Proc. 97-22.  I assume that if I am audited and hand over a nicely organized disk with everything on it, that the auditor would be more impressed and happy to see that instead of a shoe box full of coffee-stained crumpled receipts.
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• 8.         Electronic Bills and Statements.  I receive my bills and invoices by e-mail or fax where possible.  Call all of the companies you receive bills from and ask if they can send you bills in electronic form rather than a paper bill.  Most banks and credit card companies prefer to do this because they can e-mail your bills to you and save the postage.  When you receive your bills by e-mail it is much easier to just save them to a folder in your computer than to have to scan in a paper bill.  Note:  I am comfortable with e-mail, but e-mail is not totally safe.  There will always be a way for someone to hack into e-mail and computers, but my personal comfort level with computers is much higher than with a physical piece of paper that anyone can take from your mailbox or trash.
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• 9.        Electronic Faxing.  I use an electronic fax service instead of a dedicated fax line.  If you have a home office or a fax machine consider getting an electronic fax service instead of paying for that extra line.  The cost is about the same, but when someone faxes you a document it is converted to electronic form (usually PDF form) and it is e-mailed to you.  It then easily be saved in the appropriate folder on your computer.  Make sure you urge people to communicate with you via e-mail or fax.
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• .      Coupons.  If you are disciplined enough to clip, organize and use coupons I salute you.  I just end up with stacks of flyers and circulars which I intend to go through one day.  So I just gave up because I couldn’t stand the extra stacks of paper.  Now, many places offer online coupons.  If we order a pizza or go out to eat, we go online that night, get the coupon and voila!  I don’t save as much money as a good coupon clipper, but I do save some money and for me the reduction in stress level well worth the sacrifice.
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• .      Back Up.  Always back up your computer.  I use an external hard drive which I plug in only when I am backing up or if I need to retrieve something old.  We should all back-up our computers anyway, but if you go paperless it becomes even more important.

Jennifer Suits is an attorney, consultant and mediator in St. Louis Missouri.  She is the owner of Stonebridge Consulting, a business consulting firm and Conflict Solutions, a mediation firm serving businesses and institutions.

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» left by Avis Ward

4 years 280 days ago.
131 fans.

Wow! I want to be like you when I grow up! I will start using your suggestions straightaway! I have 2 All-in-One machines and the thought of becoming paperless never crossed my mind. I feel like "duhhhhh!" I'll give a high school kid an opportunity to make a little extra cash by doing the scanning. Thank you!! The article was well-written even if I did not glean one piece of advice from it. I'm just so grateful to you that I did. All the best to you!

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