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Take Control of Your Paperless Office

Book Description

Join Joe Kissell as he helps you clear up the chaos of an office overflowing with paper. With Joe's guidance you can develop a personal clean-up strategy and choose your tools—a document scanner and the software you need to perform OCR (optical character recognition), devices and services for storing your digitized documents, and tools to categorize, locate, and view your digital document collections. Once you have your gear in hand, Joe then shows you convert your paper documents to digitized files and gives you ideas for how to organize your office workflow, explaining how to develop the day-to-day techniques that reduce the amount of time you spend pressing buttons, launching software, and otherwise managing your war on clutter.

Table of Contents

  1. Read Me First
    1. Updates and More
    2. Basics
    3. What’s New in Version 1.1
  2. Introduction
  3. Paperless Office Quick Start
  4. Meet Your New Paperless Office
    1. Learn the Benefits of Ditching Paper
    2. Understand Searchable PDFs
    3. Consider Storage Options
    4. Disk Capacity
    5. Local vs. Cloud Storage
    6. Media Longevity
    7. Envision a Paperless Future
  5. Head Off Most Paper before It Reaches You
    1. Sign Up for Paperless Billing
    2. Choose Online Bank Statements
    3. Receive Invoices Electronically
    4. Explore Other Paperless Options
    5. Get Paperless Postal Mail
  6. Choose a Document Scanner
    1. Learn Why Document Scanners Are Different
    2. Consider Important Scanner Features
    3. Pick a Mac-Compatible Scanner
    4. Desktop Scanners
    5. Convertible Scanners
    6. Portable Scanners
    7. Joe’s Scanner Recommendations
  7. Choose OCR Software
    1. Determine Your Needs
    2. Consider Important OCR Features
    3. Pick a Mac OCR Package
    4. Joe’s OCR Software Recommendations
  8. Configure Your Software
    1. Understand the Scanning Process
    2. Set the Resolution
    3. Set the Destination
    4. Set the File Format
    5. Set Other Scanning Options
    6. Set OCR Options
    7. Choose a Naming and Filing Strategy
    8. Decide When to Name and File Documents
    9. Choose a Retrieval Method
    10. Choose a Naming Convention
    11. Choose a Destination
    12. Automate OCR
    13. Enable and Attach Folder Actions
    14. Use a Folder Action Script
    15. Extend Folder Action Scripts
  9. Create a Workflow for Incoming Paper
    1. Create a Physical Paper Path
    2. Buy Some Boxes
    3. Choose a Procedure
    4. Scan All Incoming Paper Immediately
    5. Back Up Scanned Data
    6. Keep Legally Important Documents
    7. Recycle or Shred Leftovers
  10. Work Through a Backlog
    1. Prune Unnecessary Documents
    2. Prioritize What’s Left
    3. Try Scanning 50 Sheets Per Day
    4. Hire a Minion
    5. Outsource Scanning
  11. OCR on the Go
    1. Learn about Pocket-sized OCR Tools
    2. Pick an iOS OCR App
    3. Use Other Smartphones
    4. BlackBerry
    5. Use Your Digital Camera
  12. Avoid Common Printing Needs
    1. Think (and Track) When You Print
    2. Review and Annotate Documents
    3. Take Notes without Paper
    4. Send Invoices Electronically
    5. Fax (Paperlessly) When Email Isn’t an Option
    6. Always Print to PDF When Possible
    7. Never Print “Just in case”
    8. Carry a Mobile Device Instead of Paper
  13. Sign Documents without Paper
    1. Determine When a Pseudo-Signature Is Acceptable
    2. Scan Your Signature
    3. Superimpose Your Signature on a PDF
    4. Add a Signature with PDFpen
    5. Add a Signature with Preview in Lion
    6. Add a Signature with Acrobat Pro
    7. Add a Signature with PDF Studio
    8. Add a Signature with FormulatePro
    9. Learn about Digital Signatures
  14. Fax without Paper
    1. Receive Incoming Faxes
    2. Use a Fax-to-Email Gateway
    3. Use a Modem for Incoming Faxes
    4. Send Outgoing Faxes
    5. Use an Email-to-Fax Gateway
    6. Send Outgoing Faxes Using Mac OS X
  15. About This Book
    1. Ebook Extras
    2. About the Author
    3. Shameless Plug
    4. About the Publisher
  16. Copyright and Fine Print
  17. Featured Titles