If you’re one to work away from home and like things accessible while mobile, you’ve already changed to an email client like Gmail, and are on your way to creating a completely online office.
Filing and organizing paper documents is a chore and takes up space so you may be digitizing them already via your scanner. This way any documents you receive online don’t have to be printed off; although you’ll probably keep hard copies of all your important documents somewhere.
Put these together and you’re looking for a way to organize your documents online. Here’s three ways and how they differ.
An excellent online storage solution, Box.net offers 1gb free with the ability to share with other Box.net users.
It’s a simple and good looking app that makes it easy to upload in bulk, documents and other filetypes, organize in folders and tag files. Box.net’s search is excellent with sorting by Date and Size also available.
If you want to increase your storage, to unlimited for free, and still have access to files from one login; here’s how you do it.
If you send from your main email, the files will appear in the ‘Upload From Email’ folder in your main Box.net account. If you send from your extra email accounts, they will go to your extra Box.net accounts, but be Shared with your main account under the Updates tab.
There you can’t search or tag files, but you can download or add them to your account.
This is a relatively new addition to the ‘YouTube for documents’ scene. Here you can upload your documents like you would a video or photograph on a social network. Sharing and finding documents is simple and easy.
The interface is a little clumsy but you can still tag everything to keep things organized and My Collections feature allows you to organize things further into folders. If you want to keep certain docs away from prying eyes, each item can be switched to Private.
With all the beta-ness of Scribd, it’s strengths lie in compatibility. You can upload anything from Microsoft Word docs and PDFs to Excel and Powerpoint files.
After the document is up, you can download it as either a PDF, a doc, a text file or an MP3. No matter what format you upload in, as long as there is legible text, the output is good. And I thought OCR was dead.
Gmail + G-Drive
We previously mentioned using filters in Gmail to organize anything you uploaded through Gmail Drive. This works simply for documents.
Anything you add to the Gmail drive on your computer will be sent to your Gmail account as an email. With specific filters added, each file will be moved to the corresponding label/folder in Gmail.
As much as there may always be documents you never want available online, for the sake of backups and accessibility, these options aren’t half bad. Know any better?
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