The final step in going digital - Paper. I have a filing cabinet full of things I save for one reason or another. Business receipts, past taxes, pay stubs, bills, investment statements... the list goes on. The IRS now allows digital copies of documents, so keeping everything digital and shredding the paper makes sense.
The first thing I did was visit web sites for credit cards, cell phones, investments, etc. and sign up for paperless statements or billing. Generally, you end up with a monthly email letting you know you can logon to the site and save a PDF of the statement. Problem solved.
To help with the other items, I bought an HP 5610 All in One printer with a 25 page document feed scanner for around $100. It is easy to setup but there is no driver only installation, so you'll probably end up with some software you'll never use. With past HP All in Ones I've been happy with the software's ability to let me know my ink levels are low but can't say I have used the software for anything else.
Instead of using the HP tools for scanning, I use the Microsoft Office Document Scanning software that came with my copy of Office 2003. It's a light-weight app that connects to the scanner without issue and supports the document feeder.
I started with two years of pay stubs from both my wife and I, about 100 in all. Four cycles through the document feeder took care of them. One small jam when I tried to initially run my wife's through the wrong way. Her's pay stubs were mostly the size of a check and trying to feed them through horizontally didn't work because there wasn't enough paper for the rollers to grab. The document guides are adjustable, so I just turned them vertical.
After each scan I was left with 25 TIFF previews arranged within the software's document viewer. I printed all 25 of those to one PDF using the standard File > Print and selecting my PrimoPDF "printer". PrimoPDF is a great free PDF print driver. I use the Screen Resolution setting to minimize file size (versus Print quality).
I save the files using a date scheme like this:
20070101-20070601.pdf
to represent pay stubs from Jan 01, 2007 to June 01, 2007. Using the YYYYMMDD format allows for better sorting when viewing files.
For new papers coming in, I scan those individually and save in a similar format (i.e. 20071015.pdf).
Here's some issues I've run into:
- Some things I get are printed front and back. That requires two scans and the dragging and dropping the TIFF previews into the correct order.
- Printing PDF's is easy but feels like it takes too much time. For example, if I scan 10 papers that make up 2 different statements and 1 bill, I have to print to PDF three times. Pages 1 - 3 for the first statement, 4 - 6 for the second, and finally, 7 - 10 for the bill. Could there be some software out there to help automate this?
- The bigger PDF's (25 pay stubs for example) are not searchable. I've heard that with the OCR component of the scanning software it is possible to save OCR'ed text behind the scanned image to allow for searching. I'll be looking into this going forward.
- Like the other parts of going digital, the hard drive is filling up.
The upside to the digital documents is worth it for me. No more filing cabinet, easier organization, the documents get backed up.
Next up: Encrypting and backing up all of the digitized parts of my life.