Go paperless with 5 easy steps using cloud storage
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This document provides a 5-step process for creating a paperless office using cloud storage and document management. Step 1 involves preparing by gathering necessary tools like a scanner. Step 2 chooses a cloud storage solution like Box.com, which allows file sharing and organization. Step 3 sets up folder structures and collaboration methods. Step 4 scans paper documents. Step 5 reduces costs and improves environmental sustainability. The document also discusses security, permissions, and mobile access considerations for cloud storage options.
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Go paperless with 5 easy steps using cloud storage
- 1. EXPECT BETTERSM Tech Tools Office Security, Document Protection, Paperless Office
- 3. Want to be paperless? Don’t know where to start?
- 4. EXPECT BETTERSM 5 Easy Steps Step 1: Prepare Step 2: Choose Cloud storage / Document Management Step 3: Set-up Processes & Files Step 4: Scan Step 5: Reduce costs and be more Green!
- 5. EXPECT BETTERSM Step 1: Prepare • Prepare to convert paper files • Get the basic tools • Scanner • Cloud storage and Document Management • Staple remover • Laptop Gather papers to be digitized in one place
- 6. EXPECT BETTERSM Step 2: Use the Cloud
- 7. EXPECT BETTERSM Use Case – Box.com Box is a cloud platform that helps businesses securely store, share and manage all their company files. With this system, businesses can organize files using a customizable structure, set restrictions on which employees have access to which files, and upload files one at a time or drag and drop multiple files all at once. Box integrates with Microsoft Office and Google Apps, and supports more than 200 file types, including PowerPoint, spreadsheets, PDFs, images, videos and audio. To access comparison on Google Drive and Box.com http://bit.ly/boxvsgoogle
- 8. EXPECT BETTERSM Top Reasons Paperless Files Are Easily Saved/Retrieved on the Go Document Organization Automatic Backups Data Security Environmental Friendliness Financial Benefits
- 9. EXPECT BETTERSM Issues to Consider Security •User Permissions (giving access to information) •Password Policies •Audit Trails Technology •Single Sign on Support •Mobile Devices
- 10. EXPECT BETTERSM Security – SAE 16 Compliance • Access to customer data is restricted to authorized individuals • Physical locations where data is kept are protected • Sufficient system redundancy exists • Policies and procedures are in place to address customer privacy concerns Measure of the effectiveness of business controls in operation. Google and Box have both passed SSAE 16 Type II audits and the reports are available upon request.
- 11. EXPECT BETTERSM User Permissions With both Google Drive and Box, IT administrators can: Create user groups Share specific folders and files on a per-user group basis and assign full or read-only access Password protection, expiration dates
- 12. EXPECT BETTERSM Storage Options Storage Options Network File Share Box Type of collaboration Inter-department External customers and vendors File Size Limits No Limit 5gb Document Storage File Sharing Edit document without downloading Folder-level permissions File-level permissions Versioning Document Feedback/Comments Categorization/Tagging Email Alerts Document Approval Workflows Upload via Email Calendars Tasks Synchronize Files with Local PC Set Expiration on Permissions Mobile Device Access
- 13. EXPECT BETTERSM Step 3: Set-up Information & Files
- 14. EXPECT BETTERSM Folder Structure Hierarchy
- 16. EXPECT BETTERSM Uploading and Sharing
- 17. EXPECT BETTERSM Download on All Devices
- 18. EXPECT BETTERSM
- 19. EXPECT BETTERSM Files Resident on Hard Drive
- 20. EXPECT BETTERSM Editing Saves back to the Cloud
- 21. EXPECT BETTERSM Step 4: Scan
- 22. EXPECT BETTERSM Step 4: Scan Consider Naming Conventions • Keep file names short but meaningful • Use capital letters to delimit words, or underscores • Always use two digital numbers 01-99 • Dates back to front, 4 digital year, 2 digit month 2 digit day • YYYYMMDD or YYYYMM or YYYY or YYYY- YYYY. • File names of recurring events should include date
- 23. EXPECT BETTERSM File Naming Conventions
- 24. EXPECT BETTERSM "If you can't explain it simply, you don't understand it well enough." --Albert Einstein
Editor's Notes
- I sometimes call this session One Piece of Paper At A Time Go over housekeeping items
- EACH BULLET ANIMATED – come in one at a time on click Share shannon’s story – The only time she had to meet with her agent is when she put the lockbox and sign in the yard. TIP: One way to diagnose where you are with becoming a mobile agent is ask yourself each time you are meeting with someone, could the meeting/contact be done electronically? Could you get it what you need without having to be face-to-face? When are you reaching out to your client to communicate? When do you have a piece of paper in your hand? Think then = what can you do with it versus the “OLD” way of doing it.
- EACH BULLET ANIMATED – come in one at a time on click *Remember – paper less – NOT paper free Share shannon’s story – The only time she had to meet with her agent is when she put the lockbox and sign in the yard. TIP: One way to diagnose where you are with becoming a mobile agent is ask yourself each time you are meeting with someone, could the meeting/contact be done electronically? Could you get it what you need without having to be face-to-face? When are you reaching out to your client to communicate? When do you have a piece of paper in your hand? Think then = what can you do with it versus the “OLD” way of doing it.
- Use story of converting from paper to electronic. REMINDER: Process, not an event – thus one piece of paper at a time (marathon, not sprint)
- Move to the cloud to the file you already created You can set up your scanner to email the file or place directly in the cloud. Do that set up first Of course you can always drag and drop -
- Recommendations: Create distinct, higher-level folders to organize sensitive vs. non-sensitive data. When access is granted to a user at a folder level, that user will have the same access rights for all the subfolders below that folder. In other Realogy Information Security 7/22/2014 Page 2 of 2 words, if you have sensitive files you don’t want to share, but those files fall under a higher level folder where you granted a user access, your sensitive data will now be exposed to the user even though you have not explicitly shared those sensitive files. Invite other users to lower level folders, which means access to fewer files and less chance of others seeing files you did not intend for them to see. A safe way to manage you sensitive files would be to avoid inviting anyone to your higher-level folder. The best way to share a single file with another person is to use the “share this file” function. Remember - Any Box user that has access to a folder will by default have access to all files within that folder and all its subfolders.
- Store PII and other Restricted Confidential Information in Box “Restricted folders”. You have two methods: Use the “Department Restricted“ folder. This folder is managed by your Department Co-Owners and you manage the access to files. Department restricted folders are similar to department network file shares. Use the “Personal Restricted” folder where you manage who has access to both your folders and files. A personal restricted folder is similar to a user’s home drive. All personal restricted folders and associated files are deleted after a user’s separation from the company. Invite other users to lower level folders, which means access to fewer files and less chance of others seeing files you did not intend for them to see. A safe way to manage you sensitive files would be to avoid inviting anyone to your higher-level folder. The best way to share a single file with another person is to use the “share this file” function. Remember - Any Box user that has access to a folder will by default have access to all files within that folder and all its subfolders.
- Specific to Google Drive: Users can be granted the permission to comment on a document, a halfway between read-only and full access With Box, IT administrators can: Put password protection on files and folders Put expiration dates on files and folders Realogy Information Security 7/22/2014 Page 2 of 2 words, if you have sensitive files you don’t want to share, but those files fall under a higher level folder where you granted a user access, your sensitive data will now be exposed to the user even though you have not explicitly shared those sensitive files. Invite other users to lower level folders, which means access to fewer files and less chance of others seeing files you did not intend for them to see. A safe way to manage you sensitive files would be to avoid inviting anyone to your higher-level folder. The best way to share a single file with another person is to use the “share this file” function. Remember - Any Box user that has access to a folder will by default have access to all files within that folder and all its subfolders.
- Choose your scanner carefully – if you plan on eventually having all your files digitized, be sure you pick a scanner that is up to the task Make sure it scans to PDF You can set up your scanner to email the file or place directly in the cloud. Do that set up first Take Aways The important take-away points from this article are: The file-naming convention that your business uses needs to be understood by everyone in the organization. 2. File-naming conventions should help people find information quickly by scanning names or by looking for dates or other signifiers in the name. 3. Files that are "naturally-ordered" are easier to scan and sort. 4. Be consistent with naming conventions. 5. Avoid a huge overhaul project by simply archiving older data by year. File Names As with folders, file names must be: • unique • indicative of what the file contains • in line with how your business thinks about information • scannable (with the human eye) according to how you and your employees find information • naturally ordered alphabetically • consistent!
- Permissions (giving access to information): It is important that you understand how permissions work before using Box. This will ensure that only those individuals you want to access your files have appropriate access. Box user permission levels follow a “waterfall” design, in which end users have access only to the folders they were invited to and all sub-folders beneath it. This “trickle down” of permissions means at whatever level the users are invited into a folder tree, their access level flows downward into all the folders and files below. See the Box user guide for details on permissions.
- Permissions (giving access to information): It is important that you understand how permissions work before using Box. This will ensure that only those individuals you want to access your files have appropriate access. Box user permission levels follow a “waterfall” design, in which end users have access only to the folders they were invited to and all sub-folders beneath it. This “trickle down” of permissions means at whatever level the users are invited into a folder tree, their access level flows downward into all the folders and files below. See the Box user guide for details on permissions.
- Choose your scanner carefully – if you plan on eventually having all your files digitized, be sure you pick a scanner that is up to the task Make sure it scans to PDF You can set up your scanner to email the file or place directly in the cloud. Do that set up first Take Aways The important take-away points from this article are: The file-naming convention that your business uses needs to be understood by everyone in the organization. 2. File-naming conventions should help people find information quickly by scanning names or by looking for dates or other signifiers in the name. 3. Files that are "naturally-ordered" are easier to scan and sort. 4. Be consistent with naming conventions. 5. Avoid a huge overhaul project by simply archiving older data by year. File Names As with folders, file names must be: • unique • indicative of what the file contains • in line with how your business thinks about information • scannable (with the human eye) according to how you and your employees find information • naturally ordered alphabetically • consistent!
- Choose your scanner carefully – if you plan on eventually having all your files digitized, be sure you pick a scanner that is up to the task Make sure it scans to PDF You can set up your scanner to email the file or place directly in the cloud. Do that set up first Take Aways The important take-away points from this article are: The file-naming convention that your business uses needs to be understood by everyone in the organization. 2. File-naming conventions should help people find information quickly by scanning names or by looking for dates or other signifiers in the name. 3. Files that are "naturally-ordered" are easier to scan and sort. 4. Be consistent with naming conventions. 5. Avoid a huge overhaul project by simply archiving older data by year. File Names As with folders, file names must be: • unique • indicative of what the file contains • in line with how your business thinks about information • scannable (with the human eye) according to how you and your employees find information • naturally ordered alphabetically • consistent!