The paper war has started

Following on from my previous post of the paperless home, I just had to update you on my status. And, it's going to get ugly...

I now have my scanners, document capturing software, digital filing cabinets, backup solution, and strategy all in place and I've put myself through initial bootcamp of scanning in some initial documents. And now, I'm getting that destructive feeling where all paper must be round up, scanned, then destroyed. Woohoo.

However, just before breaking out the shredder, my wife reminded me that I need to keep some of this stuff. And how long for? 6-7 years worth of bank statements for starters. What? OK, I did say that some documents do need to be kept for a while and if it's just bank statements then I can live with that. They can be boxed up and stored out of sight for a while. For all other collectables like utility bills I will keep the last bill for those cases where they are sent to me and scan and destroy all others.

So, now that I have my strategy and rules of play, let the battle commence.

One new piece of important information I discovered in this process is that there are 2 flavours of PDF files. Yes, 2, not just the one I always thought there was. The second flavour I found was something called PDF/A. From what I can tell the A stands for Archive and sets the definition as being a PDF file that is suitable for long term storage and should be capable of being read by future software. It turns out that it is possible to have the PDF file to refer to some formatting data outside of the file itself. An example would be font and colour information. In a PDF/A formatted document all of the data is stored inside the file meaning it can be used stand-alone without the need for any information used outside of that file today. So should I open the file in say 20 years time I should be able to open it with the equivalent PDF reader of the time. The file won't be relying on the computer or operating system I use today for any of it's data.

How important this is for scanning in documents (rather than creading a PDF from a word processing app) I don't know, but where I can I will be selecting PDF/A as the format of choice.

The paperless home

One of the challenges in almost all households is the ever increasing mountain of paperwork. There must be more to it than the endless paper mountain being created on my doormat. I used to like the idea of the paperless office and to a large extent I'm almost there.

No more memorandums, no more newsletters (on paper), no more post it notes etc etc. While I enjoy the freedom from paper in the office, I can't say the same to the mess of paper I have at home. I actually find it difficult as well as a chore to try to determine whether I should keep a document or not. And if I rang one of the companies who sent me a letter you can bet that they don't have a room full of copies of all the letters they send out to us. No, they have them all stored electronically and are willing to send you another copy just by printing it out again.

So, if they don't keep a paper copy, then why should I? Hmmm, Paperless house, here I come...

Not so fast! There are some things that you need to keep a hold of as paper. One of those things is something like a utility bill. This is the type of thing that some companies will insist on you having to help prove where you live. Just like when you want to open a library account, or hire a car, rent a video etc.

Apart from that, I really need to move to a less paper oriented environment.

The first step is to ask you bank, phone companies, and as many other companies you can ask, to send you an electronic version of your bills and to stop the paper version from coming out. This will help to stop the paper mountain on the doorstep from growing.

Next, you need to have a mechanism to both clear the years of paper you have collected as well as being able to handle the new post which lands through your door.

For this I have set up my multi-function printer to be able to scan any new documents into my network and to store these documents as PDF files. This should make them easier to retrieve and read at a later time should the need arise. I'm storing the documents in my file server with a regular backup configured to ensure document safety. I can also print out the doc should I need to.

And now to the really big challenge. How to get everyone else in the house to use this new method. Which means I need to show them how to scan. I can't see this catching on anytime soon in this house, however, I must try.

I'll keep you informed.

The technology battle

One of my earliest memories I have of thinking about work was when living in Newcastle. I remember being asked if I would work in an office. Actually, at that time of life, there was nothing worse than the thought of being stuck in an office day in and day out. All of that paperwork, all the hours of staring out of the window looking for something more interesting to do.

At school, I was a day dreamer. I would spend ages to looking out of the window. Was I told off? Yeah, of course I was, constantly. Interestingly, I was never asked what I was dreaming about. A lot of things probably. Mainly I was bored out of my head. My mind would often be trying to put this new idea into practice and would often be thinking if it would ever be useful or if there was a better way to be doing it. I was never a one for reading fictional stories, but wanted to find out how things actually worked. "Day dreaming should be good for you" I thought to myself.

Having left school I eventually found myself working in an office. Yeah, yeah, I know. But you see, I did find the answer to my quesion from way back then. There IS a better way to do things, you just need to spend the time to think of how to do it. For me, the realease I was looking for was electronics. And boy did this start off a whole frenzy of creative thinking.

So, why the technology battle? It's an easy one actually, there is now so much technology around us that people are missing the point. More specifically, they are not using it to their best advantage. Technology is driving people, they are getting carried away with what it is capable of doing. And more importantly, they are not in control of what it is they do with their lives because of it.

Let me give you an example: Texting from your mobile phone. Aaargh

Don't get me wrong, I love texting people. But, there is a correct way and wrong way to use it. i.e. it is not a replacement for a telephone conversation. You should not ask a question which begs for a one word answer. And NEVER use it for a private conversation.

Texting should be an informative experience, that being informative for the person receiving it. Or it should be used to ask a question which will allow you to receive an informative reply. Only then are you using it correctly. If you are going to have a conversation then PICK UP THE PHONE! The thing sitting in your hand, yes, that device you are using to text allows you to actually talk to the person on the other end...

Rant over, back to work.