Two Vital Tools To Declutter Your Office And Life

In 2008, my husband and I decided to stop working for Corporate America, and start working for ourselves.  So we became real estate investors - buying, renovating and reselling single family homes.  As the accountant and "CFO" of that business, you can imagine the paperwork that would accumulate in our business, from closing statements, repair receipts, property evaluation forms, leads, credit card statements, bank statements...the list goes on and on!  And the following two tools have not only kept my office organized...they've kept me sane!

Tool #1: A Scanner

Nowadays, with everything "in the cloud", this tool has changed from a "nice to have" feature in a printer to almost a necessity.  I personally have what I call a 'Big Boy' scanner - the Fujitsu ScanSnap S1500.  This bad boy scans all of my receipts, statements and paperwork (up to 30 - 50 pages at a time) and.....converts each file through OCR, which means Optical Character Recognition.  That's just a fancy way of saying that the computer analyzes whatever you scan, allowing you to search for certain words or characters contained inside a scanned file.  Many laser printers now come with a scanner feature built in, which is super helpful.  But for those offices that have a ton of paperwork, a dedicated scanner is almost a necessity.

For personal office use, where you're keeping track of just household bills, you can get Evernote Scannable - a free app available on IOS platform.  

Evernote Scannable App

Snap a picture of each page and Evernote Scannable will consolidate the images into one file and convert from a picture (.jpg) file to a PDF file.  Additionally with Evernote Scannable, you can email the file or save directly into.....

Tool #2: Evernote

Evernote is an app that allows you to store your files digitally into notes.  I personally use the premium version for my business to scan all of my receipts and statements, allowing me to eliminate most of the paperwork in my office.  The great thing about Evernote is that you can organize your notes into 'notebooks', tag your notes with custom tags and search your notes quickly and efficiently.  With the ability to search inside PDF files with Optical Character Recognition, I can locate items quickly and efficiently, even if I don't remember how I've tagged the note or which notebook I placed it in.   I even use Evernote personally, to scan and retain important bills, documents, manuals, documents, my son's artwork, recipes and more!   You can access Evernote from anywhere - desktop, phone or tablet and best of all, Evernote has a free version for low volume users!


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