Tuesday, February 21, 2012

Some more tips for going paperless

I'm a big proponent of going paperless. When I worked as an engineer over 10 years ago, a few of the companies I worked for where going paperless back then. Many schools are going paperless, or as much as possible, now. I've written about tips and resources for going paperless before and here are some more tips.

Paper, we don't need no paper! Tools and tips for going paperless

Tools to go Paperless (in school and at home)


- use flat screen monitors on walls as electronic bulletin boards.
- install solar panels on roof to offset increased electricity use.
- 2 monitors for each PC - can have reference on one screen and working document on other instead of printing reference out (or use tablet)
- Use email, chat, and meeting software and other collaborative software
- all markups done electronically
- auto backup of network every day
- all files on network with offsite, fireproof backup (Dropbox, Sugarsync, own network)
- autosave files every 5 min
- battery and generator backups
- limit print outs to absolutely necessary items
- all files saved in two formats - original (such as Word or PPT) and PDF. PDF is readable by every device and operating system using free apps.
- Read-only terminals in certain areas for visitors and reference look up
- network accessible from home/road for personnel - no data on laptops
- all paperwork from outside is scanned into system - original is filed
- all partners, organizations and vendors are encouraged to use electronic communications - email, website forms, etc.
- Student Information are all searchable and connected and linked with all relevant files
- scan legacy files using OCR into PDF files or scan into Evernote to make searchable
- don't print emails!
- all files distributed as PDF's when possible - readable on any system
- Train your employees on going paperless

What tips do you have for going paperless?



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