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How to Digitize All Your Paper

How to Digitize All Your Paper

Paper is a product that is easy to accumulate. From bills to letters, I can find my desk filled with random paper products all the time. This isn’t due to laziness or hoarding, however; everything has a purpose. This creates a dire issue in terms of what to do with the papers—in addition to the unattractive-ness of a desk full of paper, it can even be a bit unsafe. Compromising and sensitive information can get lost in the pile and end up in unintended places, so let’s discuss how technology can change the way you handle your stacks of paper.

Step 1: What Do You Need?

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    First off, you need to round up your tools for digitizing the large load. A good shredder is important—many individuals feel that if the document is simply thrown away and mixed with the trash, they are safe, but that isn’t the case. Thieves and criminals can and will go into your trash to steal documents containing compromising information.

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      You’ll  also want to look into investing in a good set of manila files. Even though our main mission is to cut the amount of paper in your life, not everyone understands this mission, and you may need to keep an original copy of the most important of documents.

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        Additionally, a scanner is a must in this case. This is the way in which we will digitize the documents. They don’t have to be expensive either: there are many affordable scanners on the market today, and most come along with a printer. While these are the physical things you will need, the magic is found in the software that you use.

        Step 2: Service of Choice

        If there is anything that you get from this article, I hope that you understand the importance of Evernote in your paper-purging pursuits. If you aren’t familiar with Evernote, the note-taking application has multiple functions that allow individuals to use it for anything from group notebooks to to-do list powerhouses.

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        However, the ability to easily add photos and documents makes this app extra appealing. Below are a couple of Evernote basics for making new notes, notebooks, adding photos/documents, and sharing your notes.

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          • Creating a New Note

          File > New Note or

          Command + N.

          To create a note in a specific notebook, click on “Notebooks” on the left hand sidebar, select the notebook you want to add a note to, then perform the steps/commands mentioned above.

          • Creating a New Notebook

          File > New Notebook or

          Shift + Command + N.

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            • Adding Files

            Click on the note you’d like to add a file to

            File > Attach Files…

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              • Sharing Notes

              Right Click on Note > Share

              While this is a cross-platform solution for desktop (Windows and Mac), there are also many solutions for mobile users to cut out paper. For all mobile users, there is an Evernote version for your smartphone from Blackberry to Android, and of course iOS.

              Lemon Wallet 1
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                    Individuals who are looking for lasting solutions may want to check out Lemon Wallet. The application can be described by some as a digital wallet, by others as a receipt keeper. Both descriptions are equally accurate.

                    When you launch Lemon Wallet, you are presented with all of the cards that you have added. The app will assist you in adding all of your cards and receipts when you launch for the first time.

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                    When you click on any card, Lemon Wallet prompts you to enter your password. Once entered, you can view your wallet, protect it when it is lost or stolen with BillGuard, and even add it to Passbook. Scrolling to the very bottom of Lemon Wallet’s homepage reveals where you can find receipts. You can sort and view them by date or category.

                    Step 3: Getting Started

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                      The stacks of paper are now in front of you, waiting for you to dive in. However, before we get started there are a couple of things you need to do. First off, when sorting, you are going to want to keep in mind three categories.

                      • Crucial Paper (bills, documents, mail requiring an action)
                      • Stuff I’d Like to Keep (keepsakes, children’s drawings, photos)
                      • Junk and Clutter (old mail, notes to self*, etc)

                      These categories will prevent you from holding onto things that just aren’t important. Additionally, keeping in mind that you will have to scan every single piece of paper that you retain can be motivation enough to not hold on to the unnecessary notes.

                      Once the papers are sorted, it’s now time to shred the junk and clutter paper. Once that’s out of the way, you can get started with scanning and sorting. This should be seamless and easy to do, but if have trouble, refer back to the “Service of Choice” section for the required steps.

                      So, why did we differentiate stuff you’d like to keep from crucial papers? It’s all about the paper’s end result: all of the papers we scanned today will be shredded and thrown out, but since keepsakes and child drawings are usually sentimental, you don’t want them to end up in the trash.

                      For this reason, before trashing the crucial papers that you wouldn’t need an original copy for, you should find a nice, dry, and safe spot for the keepsakes. A well designed shoe box will do the trick.

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                      * Notes to self can be transferred to note taking applications like Evernote, or even applications like Stickies for short notes.

                      Step 4: What To Do With The Paper?

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                        The papers are now shredded, but they aren’t out of your life just yet. What good are you doing for anyone besides yourself if you simply shred and throw out your old documents in the trashcan? You will make a larger difference by recycling the paper instead. Websites like 1800Recycling can help you discover recycling spots near you.

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                              Mobile applications like iRecycle do the same as well. The easiest route may be to recycle through your city by throwing out your shreds in your city’s designated recycling cans you may have at home, but if your city doesn’t have a recycling initiative, then the steps mentioned above will be your best bet.

                              Clearing out your junk is a major step in spring cleaning. Let us know in the comments below what problem spots you will tackle this year, and don’t forget to share this article with your unorganized family members, friends, and coworkers.

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                              Last Updated on May 14, 2019

                              8 Replacements for Google Notebook

                              8 Replacements for Google Notebook

                              Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

                              1. Zoho Notebook
                                If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
                              2. Evernote
                                The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
                              3. Net Notes
                                If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
                              4. i-Lighter
                                You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
                              5. Clipmarks
                                For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
                              6. UberNote
                                If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
                              7. iLeonardo
                                iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
                              8. Zotero
                                Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

                              I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

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                              In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

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