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Digitizing Financial Records: From Paper to the Cloud
- 1. DIGITIZING FINANCIAL RECORDS From Paper to the Cloud David L. Haase September 21, 2011 For
- 2. Today’s Agenda Credentials Paper Documents Digitizing Digital Media The Cloud Organizing Backups Cautionary Notes: Risks & Rewards 2
- 3. David L. Haase 1982 – 1st Computer: 286, 5 ¼ floppies 1995 – 1st Online column: Plugged-in Politics 1999 – Present: Digital Consultant Executive, Integrated Web Strategy (IWS) Project Phoenix: I save digital copies 3
- 4. Today 4
- 5. What’s in There Vehicle #1 Vehicle #2 [Address] Home Archive 1st Mortgage 2nd Mortgage Property Taxes Homeowner’s Insurance Settlement Documents Archive Financial Archive Bank Statements Broker Statements Credit Cards Credit Reports Legal Medical Personal Rebates Taxes (year-based)
- 6. The Issue: Which Holds More? Safer? Easier to use? More control? Less costly? 6
- 7. Why Digitize? Paper copies Bulky, heavy Easily destroyed Costly to keep Easily copied or stolen Hard to organize Hard to search Old-fashioned – So 1898* 7
- 8. Digital: Better Because … Takes almost no physical storage space Thousands of pages on a DVD or thumb drive Can be password protected Inexpensive so multiple copies stored multiple locations make it more secure Digital is the norm in the business world Anyone can do it Easy to organize Completely searchable 8
- 9. There Be Dragons … This is new territory for everyone … at some point! 9
- 10. There is nothing to fear ... We have simple steps for you to take. 10
- 11. PC vs. Mac Irrelevant 11
- 12. How Does It Work? You decide: How will you capture the image? Take photo using digital camera or cell phone Scan How will you preserve the image? Your laptop or desktop computer DVD Thumb drive External hard drive The ‘Cloud’ 12
- 13. Best Way to Get Digital Records Sign up! 13
- 14. Camera Not recommended, but doable Requires more setup Also requires an extra step – Downloading and renaming photos But ANY point and shoot / smartphone OK Binder clip docs to a piece of poster board Shoot and download photos 14
- 15. Scanners – King of Doc Savers 15
- 16. Scanner – King of Doc Savers Flatbed, auto-feed or all-in-one Flatbed, single sheet feed scanner almost free Saves to multiple digital formats (.PDF, JPEG, PNG, etc.) Produces excellent images Can name individual or multiple- document scans easily 16
- 17. Flatbed Scanners: Pricing 17
- 19. Auto-Feed Scanners Expensive – Up to 10X more than flatbed Jamming can be a problem Often just attachments to multi-function printer Try before you buy … or read user reviews 19
- 20. Auto-Feed Scanner Example Epson WorkForce Pro GT-S50 • Feeds 75 sheets • Scans both sides • $350 at Amazon 20
- 21. Saving Your Work: File Formats Scanners do them all: TIFF PNG JPG or JPEG GIF PDF – Just use this one. 21
- 22. P-D-What? Portable Document Format What you create is what you get Open source – Anyone can use Searchable Can be locked Good for Word / Excel docs http://en.wikipedia.org/wiki/Pdf
- 23. What’s in a Gigabyte? A lot. 23
- 24. Storage Devices … Physical 24
- 25. Hard drives WD My Passport 1 TB WD My Book 3 TB 25
- 26. Storage: Buy … What you use What stores the most, not cheapest More than one Online or discount, not office supply What you will use 26
- 27. Case Against DVDs Relatively expensive Easy to damage Slow to copy Most are one-time use, not rewritable Create their own storage problem Almost as bad as paper 27
- 28. Cost: 2 GB vs. 256 GB $3.48 vs. $2.88 Buy what you will use 28
- 29. My Recommendations Combination of thumb drives & portable hard drives Thumb drives = easy to use, carry, secure Portable hard drives = easy to store, hard to lose Pretty inexpensive Easy to use I control start to finish 29
- 30. The Cloud: Outsourcing Your Computer 30
- 31. We Use the Cloud Now 31
- 32. How We Use the Cloud Web mail (Gmail, Yahoo, Verizon.net) Online banking (Your bank, Quicken) Online credit card use e-commerce (Amazon, eBay, BN.com) Social media (Facebook, Twitter, YouTube) 32
- 33. Cloud Characteristics Located “on the Internet” No physical presence Connect via multiple devices Desktops / laptops Tablets (iPad) Smartphones Using someone else’s hardware & software You do not control anything 33
- 34. Into the Cloud 34
- 35. Carbonite (Example) In the Cloud – off-site $59 per year Unlimited storage All file formats Continuous backups Set up and forget 35
- 36. How Safe is the Cloud? Somewhere between … Not Not very perfect 36
- 37. 37
- 38. PC Backup: Windows XP (1) 38
- 39. PC Backup: Windows XP (2) 39
- 40. PC Backup: Windows XP (3) 40
- 41. PC Backup: Windows XP (4) 41
- 42. PC Backups: Windows 7 (1) 42
- 43. PC Backups: Windows 7 (2) 43
- 44. Apple: Time Machine 44
- 45. A Life Style, NOT a Diet 45
- 46. Create a System 46
- 47. Scenario #1 -- Paper 47
- 48. Scenario #1: • Scan piles of documents • Organize on your computer • Backup same day on external hard drive (Apple -> Time Machine) • Back up backup #1 monthly onto #2 • Retrieve as needed
- 49. Organize for Faster Backups 49
- 50. Organizing Digital Files Vehicle #1 Vehicle #2 [Address] Home Archive 1st Mortgage 2nd Mortgage Property Taxes Homeowner’s Insurance Settlement Documents Archive Financial Archive Bank Statements Broker Statements Credit Cards Credit Reports Legal Medical Personal Rebates Taxes (year-based) 50
- 51. Scenario #2 Notes at client’s home Save on laptop Back up immediately onto thumb drive Back up thumb drive daily onto external hard drive
- 52. Scenario #2 – Client Meeting 52
- 53. Digression: PDF Secrets The following slides were in the original, test version of the presentation. I removed them from the final because they required some explanation and were likely not relevant. I Include them here because I promised to. 53
- 54. I Can Do PDFs? … I Can! Use Adobe Acrobat ($99 - $499+) Take photograph and save as Scan and save as
- 55. Secret #1: Microsoft PRINT
- 57. Print to PDF Example
- 58. Print to PDF Example
- 59. Secret #2: PDF Software Free
- 60. You Are Not Alone Help box … Search engines … Slideshare.com 60
- 61. Parting Thoughts Save multiples Store multiple places Label everything “The handyman's secret weapon - duct tape.” – Red Green 61
- 62. Thank you David L. Haase LinkedIn - www.linkedin.com/in/davidhaase Twitter – www.twitter.com/dlhaase Blog – Media: By the Numbers mediabythenumbers.wordpress.com/ 62
Editor's Notes
- The vertical file cabinet was invented in 1898 by Edwin G. Seibels.
- Digital terra incognita.
- Assume no need for audio, video
- What about all those OLD documents? Convert.
- Single sheet at a time
- Documents you create: Your notes, spreadsheets, what have you. Or documents you copy, i.e., scan
- PDFs in a gigabyte? It depends. Amount of text, graphics, color vs. b/w, no. of blank pages, compression, etc. A lot. Don’t worry. You’re going to buy a lot of gigabytes.
- 1 TB < $90; = $.09 / GB My Book 3 TB < $130; 4.3 cents / GB
- 8 BG < $10 16 GB < $20
- In the cloud, you have no control.
- Servers fail. Electricity goes out. Hackers attack. Companies go bankrupt. Government subpoenas. SOMEONE ELSE CONTROLS YOUR INFORMATION.
- Record keeping is a life style, not a fad or a pastime.
- You may have file folders like this for each of your clients. How do you copy all of those
- Turn MS Word docx into .PDF files PRINT In dropdown box, select PDF printer Creates a new document in PDF format
- Notice that I get only what’s on the screen
- Note: The entire page is now a time and date-stamped, paginated document
- Create PDFs without Adobe software Free download from www.primopdf.com Safe. Easy to use.
- Digital media change so frequently and so often, it’s better just to search for the answer.
- Red Green: The handyman's secret weapon - duct tape.