How to reduce or even eliminate the paper clutter in your life/

1. Going Nearly PaperlessGoing Nearly Paperless
Dick EastmanDick Eastman
7 September 20187 September 2018

2. Today’s slides may be found at:Today’s slides may be found at:
http://www.eogn.com/handouts/paperlesshttp://www.eogn.com/handouts/paperless

3. Life without paper is great!Life without paper is great!
This presentation will focus on:This presentation will focus on:
Filing your papers in a manner to quickly and easily find yourFiling your papers in a manner to quickly and easily find your
research notes, photocopies, pictures, and much more.research notes, photocopies, pictures, and much more.
Long-term preservation.Long-term preservation.
Reducing needs for filing systems and cabinets.Reducing needs for filing systems and cabinets.
How to ensure you have backup copies of paper, all storedHow to ensure you have backup copies of paper, all stored
someplace that is safe.someplace that is safe.

4. Today’s ProblemToday’s Problem

5. Brief History of the PaperlessBrief History of the Paperless
WorkplaceWorkplace
The term "paperless office" was first mentioned in aThe term "paperless office" was first mentioned in a
1975 Business Week article entitled, "The Office of1975 Business Week article entitled, "The Office of
the Future." It predicted “a digital workplace will allthe Future." It predicted “a digital workplace will all
but eliminate the need for paper.”but eliminate the need for paper.”
1980’s - IBM develops desktop terminals that can1980’s - IBM develops desktop terminals that can
access large mainframe computers in the workplace.access large mainframe computers in the workplace.
Mid 1990’s - Al Gore creates the Internet. InternetMid 1990’s - Al Gore creates the Internet. Internet
gives us access to large amounts information in thegives us access to large amounts information in the
work place. Internet based businesses spring upwork place. Internet based businesses spring up
overnight.overnight.

6. Brief History of the PaperlessBrief History of the Paperless
WorkplaceWorkplace
Late 1990’s - The Dot Com Fallout.Late 1990’s - The Dot Com Fallout.
Early 2000s – paperless was often forgottenEarly 2000s – paperless was often forgotten
Computers generated more paper than we ever hadComputers generated more paper than we ever had
beforebefore
Today – Offices and consumers alike are oftenToday – Offices and consumers alike are often
overloaded with “paper overload”overloaded with “paper overload”

7. TodayToday
Where is the paperless office?Where is the paperless office?
Where is the paperless home?Where is the paperless home?

8. TodayToday

9. TodayToday
Where is the paperless home?Where is the paperless home?
Genealogists are not immune!Genealogists are not immune!
We make notes, we create photocopies, and weWe make notes, we create photocopies, and we
purchase books.purchase books.

10. TodayToday
We quickly adopted the personal computer as it extendsWe quickly adopted the personal computer as it extends
our research efforts further and faster than everour research efforts further and faster than ever
before.before.
So how did we use our new computers? To create moreSo how did we use our new computers? To create more
paper!paper!

12. PaperPaper
Going paperless at home and at work is challenging atGoing paperless at home and at work is challenging at
first but the results are worth it. Once you convert to afirst but the results are worth it. Once you convert to a
paperless life, it is rather easy to maintain a homepaperless life, it is rather easy to maintain a home
without paper.without paper.
Of course, filing paper documents in a manner thatOf course, filing paper documents in a manner that
allows quick and easy retrieval is also a challenge.allows quick and easy retrieval is also a challenge.
We need to not only get rid of paper, but also get rid ofWe need to not only get rid of paper, but also get rid of
complex filing systems!complex filing systems!

13. PaperPaper
Filing is important but RETRIEVAL IS CRITICAL!Filing is important but RETRIEVAL IS CRITICAL!
Most of today’s paperless filing and retrieval productsMost of today’s paperless filing and retrieval products
will look for words INSIDE the document…will look for words INSIDE the document…
Just like Google.Just like Google.

14. PaperPaper
Paper is easily destroyed by fire, water, mold, insects,Paper is easily destroyed by fire, water, mold, insects,
hurricanes, tornados, and other problems.hurricanes, tornados, and other problems.
However, I suspect the most common loss of paperHowever, I suspect the most common loss of paper
documents is caused by "I forget where I put that.”documents is caused by "I forget where I put that.”
Paper can be backed up and stored digitally off-site orPaper can be backed up and stored digitally off-site or
in the cloud. If multiple copies are stored properly inin the cloud. If multiple copies are stored properly in
different locations, fire, water, mold, insects, anddifferent locations, fire, water, mold, insects, and
other disasters will no longer be a problem.other disasters will no longer be a problem.

15.  Unlike paper, digital images are easilyUnlike paper, digital images are easily
duplicated, stored in multiple locations forduplicated, stored in multiple locations for
safety, and can be converted to new mediasafety, and can be converted to new media
every few years with minimal effort andevery few years with minimal effort and
expense.expense.
 Digitized images of paper documents can lastDigitized images of paper documents can last
forever!forever!

16. PaperlessPaperless
Given the benefits of digital documents, why not goGiven the benefits of digital documents, why not go
paperless? I suspect one reason is that many peoplepaperless? I suspect one reason is that many people
do not know how.do not know how.
A second reason is one of sheer volume: "I haveA second reason is one of sheer volume: "I have
thousands of pieces of paper, where I should Ithousands of pieces of paper, where I should I
begin?”begin?”
"The longest journey begins with a single step""The longest journey begins with a single step"

17. "The longest journey begins with a"The longest journey begins with a
single step"single step"
Do not dive in and immediately try to digitize a hugeDo not dive in and immediately try to digitize a huge
backlog. Instead, you try going paperlite.backlog. Instead, you try going paperlite.
"Paperlite" is a term that means "REDUCING the"Paperlite" is a term that means "REDUCING the
amount of paper, although perhaps not eliminating itamount of paper, although perhaps not eliminating it
entirely.entirely.
"The biggest barrier to a paperless office may be the"The biggest barrier to a paperless office may be the
very word paperless. Going paperless doesn't have tovery word paperless. Going paperless doesn't have to
be all or nothing to be effective.” - Joe Kissell ofbe all or nothing to be effective.” - Joe Kissell of
MacworldMacworld

18. "The longest journey begins with a"The longest journey begins with a
single step"single step"
Start with new paper received TODAY or to be receivedStart with new paper received TODAY or to be received
in the future.in the future.
You can deal with the backlog at a future date, after youYou can deal with the backlog at a future date, after you
have established easy methods of going digital withhave established easy methods of going digital with
current documents.current documents.
Or you can do what I did: ignore the backlog.Or you can do what I did: ignore the backlog.

19. "The longest journey begins with a"The longest journey begins with a
single step"single step"
““Do not try to quit paper cold turkey. Pick one specificDo not try to quit paper cold turkey. Pick one specific
area where you will give up paper notes.area where you will give up paper notes.”” - Jill Duffy- Jill Duffy
of PC Magazine inof PC Magazine in Get Organized: AdoptingGet Organized: Adopting
Paperless NotesPaperless Notes

20. Big ProblemsBig Problems
The mailman:The mailman:
Bank statementsBank statements
BillsBills
You:You:
Genealogy searchesGenealogy searches
Email messagesEmail messages
Web sitesWeb sites
PhotocopiesPhotocopies

21. SolutionsSolutions
Eliminate the mailman!Eliminate the mailman!
Sign up NOW for paperless billing. Those bills andSign up NOW for paperless billing. Those bills and
statements should arrive in email, not in old-fashioned snailstatements should arrive in email, not in old-fashioned snail
mail. Go to each company's web site and sign up formail. Go to each company's web site and sign up for
paperless billing. Many companies refer to it as "goingpaperless billing. Many companies refer to it as "going
green.”green.”
Bills and statements that are received via email are easilyBills and statements that are received via email are easily
saved on a hard drive and in the cloud.saved on a hard drive and in the cloud.
Make backups! Dropbox, Evernote, pCloud, iCloud, GoogleMake backups! Dropbox, Evernote, pCloud, iCloud, Google
Drive, SpiderOak, Mega.nz, SugarSync, Tresorit, andDrive, SpiderOak, Mega.nz, SugarSync, Tresorit, and
dozens of other programsdozens of other programs

22. SolutionsSolutions
Start paying bills online.Start paying bills online.
Paying bills online saves paper and postage. Just ask thePaying bills online saves paper and postage. Just ask the
U.S. Social Security Administration. They used toU.S. Social Security Administration. They used to
send more checks than anyone else. The Treasurysend more checks than anyone else. The Treasury
Department then stopped sending paper checks forDepartment then stopped sending paper checks for
Social Security, disability and other benefits in anSocial Security, disability and other benefits in an
effort to cut costs and theft.effort to cut costs and theft.
The result also saves tons of paper, reduces fraud, andThe result also saves tons of paper, reduces fraud, and
speeds up the payments greatly.speeds up the payments greatly.
Paying bills online also saves postage.Paying bills online also saves postage.

23. SolutionsSolutions
What about all those documents that come into your lifeWhat about all those documents that come into your life
that are already in electronic form?that are already in electronic form?
Anytime you have the impulse to print something,Anytime you have the impulse to print something,
simply create a PDF file.simply create a PDF file.
Print to PDF: Anything you might want to print—Print to PDF: Anything you might want to print—
whether it’s a receipt, document, email, or web pagewhether it’s a receipt, document, email, or web page
—can be printed to a PDF file.—can be printed to a PDF file.

24. SolutionsSolutions
All Macintosh and Windows 10 systems include “print to PDF”All Macintosh and Windows 10 systems include “print to PDF”
capabilities.capabilities.
Earlier versions of Windows as well as Android, AppleEarlier versions of Windows as well as Android, Apple
iOS, and other computers may addiOS, and other computers may add “Print to PDF”“Print to PDF”
capabilities by installing third-party software. The softwarecapabilities by installing third-party software. The software
often is available FREE of charge.often is available FREE of charge.
““Print to PDF” saves paper, saves storage space, andPrint to PDF” saves paper, saves storage space, and
reduces expenses.reduces expenses.

25. SolutionsSolutions
When at a library, don’t photocopy!When at a library, don’t photocopy!
Many libraries now have direct microfilm orMany libraries now have direct microfilm or
microfiche-to-flash drive copiers. The devices at themicrofiche-to-flash drive copiers. The devices at the
Family History Library in Salt Lake City and a fewFamily History Library in Salt Lake City and a few
other libraries will do that plus they also will send aother libraries will do that plus they also will send a
digital image to any email address you specify.digital image to any email address you specify.
If the library doesn’t have that capability, make aIf the library doesn’t have that capability, make a
photocopy, take it home, and digitize it. Then throwphotocopy, take it home, and digitize it. Then throw
the paper away!the paper away!
Or use my favorite scanner: the camera in my cellOr use my favorite scanner: the camera in my cell
phone!phone!

26. SolutionsSolutions
What do you do for incoming postal mail or for receipts made byWhat do you do for incoming postal mail or for receipts made by
a cash register at a local store?a cash register at a local store?
Digitize those documents and then throw the originals away!Digitize those documents and then throw the originals away!
Buy a scanner or…Buy a scanner or…
Use my favorite scanner: the camera in my cell phone!Use my favorite scanner: the camera in my cell phone!

27. Desktop ScannerDesktop Scanner

28. Flip-Pal ScannerFlip-Pal Scanner

29. Magic Wand ScannerMagic Wand Scanner

30. Sheet Feed ScannerSheet Feed Scanner

31. My Most Useful ScannerMy Most Useful Scanner

32. My Most Useful iPhone ScannerMy Most Useful iPhone Scanner

33. My Most Useful Android ScannerMy Most Useful Android Scanner
CamScanner

34. A few exceptions are noted:A few exceptions are noted:
Driver’s licenseDriver’s license
PassportPassport
Automobile titleAutomobile title
Grandchildren’s art workGrandchildren’s art work
Scan these immediately and save the digital images for backupScan these immediately and save the digital images for backup
purposes. However, don't throw the originals away!purposes. However, don't throw the originals away!

35. SolutionsSolutions
Save the files forever!Save the files forever!
Like paper, digital files are subject to fire, flood, and otherLike paper, digital files are subject to fire, flood, and other
disasters. A major hard drive crash also could wipe outdisasters. A major hard drive crash also could wipe out
everything you decided was important enough to keep.everything you decided was important enough to keep.
Make copies but never only one copy!Make copies but never only one copy!
Copy to a local hard drive, a flash drive, Google Drive, pCloud,Copy to a local hard drive, a flash drive, Google Drive, pCloud,
iCloud, Dropbox, Evernote, or whatever methods you prefer.iCloud, Dropbox, Evernote, or whatever methods you prefer.
L.O.C.K.S.S.L.O.C.K.S.S. – Lots Of Copies Keeps Stuff Safe– Lots Of Copies Keeps Stuff Safe

36. SolutionsSolutions
Save digital copies of photographsSave digital copies of photographs
Even if you don’t plan to throw away the originals!Even if you don’t plan to throw away the originals!
The digital images are backups in case of fire, floods, tornados,The digital images are backups in case of fire, floods, tornados,
or burst water pipes.or burst water pipes.
Digital copies also easy to give or email to relatives!Digital copies also easy to give or email to relatives!
You do need to invent a (simple) filing system forYou do need to invent a (simple) filing system for
photographs.photographs.

37. RetrievalRetrieval
Dozens of instant search and retrieval methods are available,Dozens of instant search and retrieval methods are available,
including:including:
Evernote, Google Drive’s web interface, Macintosh Spotlight,Evernote, Google Drive’s web interface, Macintosh Spotlight,
Windows Search, and many more.Windows Search, and many more.
You can even retrieve anything with your “smartphone” at anyYou can even retrieve anything with your “smartphone” at any
time, wherever you are.time, wherever you are.
You can also use the “smartphone” to send the document(s) toYou can also use the “smartphone” to send the document(s) to
anyone via email.anyone via email.

38. When you need to deliver copies toWhen you need to deliver copies to
othersothers
Use email or file sharing whenever possible.Use email or file sharing whenever possible.
Don’t print!Don’t print!

39. SolutionsSolutions
Given the benefits of digital documents, why not goGiven the benefits of digital documents, why not go
paperless or at least paperlite?paperless or at least paperlite?
You may not be able to achieve a completely paperlessYou may not be able to achieve a completely paperless
life, but that doesn’t mean the paperless office is alife, but that doesn’t mean the paperless office is a
myth or failure. Paperlite still provides benefits.myth or failure. Paperlite still provides benefits.
If you take nothing else away from this presentation,If you take nothing else away from this presentation,
remember that going paperlite is not an all-or-nothingremember that going paperlite is not an all-or-nothing
proposition. “The important thing is to start.”proposition. “The important thing is to start.”

40. SolutionsSolutions
““Being paperless means youBeing paperless means you’’re not onlyre not only
doing good for the environment but youdoing good for the environment but you
are enabling yourself to live on your ownare enabling yourself to live on your own
terms, accessingterms, accessing ‘‘paperpaper’’ from anywherefrom anywhere
in the world, automating its handling andin the world, automating its handling and
outsourcing it to those better suited tooutsourcing it to those better suited to
deal with it so you can focus on thedeal with it so you can focus on the
things you really want.things you really want.””
Ari Meisel of LessDoing.comAri Meisel of LessDoing.com

41. Convert this:Convert this:

42. Into This:Into This:

43. Or This:Or This:

44. Yes Virginia………Yes Virginia………
…………There really is such a thing as paperless.There really is such a thing as paperless.

45. Today’s slides may be found at:Today’s slides may be found at:
http://www.eogn.com/handouts/paperlesshttp://www.eogn.com/handouts/paperless