Productivity Series: Paperless Filing System

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  • Опубліковано 9 вер 2024

КОМЕНТАРІ • 98

  • @kellywhitacre8493
    @kellywhitacre8493 2 роки тому +16

    As a brand new MacBook user, I’ve been following your tutorials for about three months. I appreciate all you share. Your paperless method is exactly what I’ve been doing for about ten years. Our methods are so similar, I could have written your script. I love the freedom that paperless gives by reducing all the clutter of paper. I’m sure the trees are thanking us as well.

  • @biffy7
    @biffy7 2 роки тому +7

    Fujitsu has finally updated the software. I have a similar problem with one of their scanners. It sat for years, and then just by chance I checked their website and found the new software.

  • @theblacksaint24
    @theblacksaint24 2 роки тому +1

    Ok, write the comment before finishing the video. Thanks man. Love your videos

  • @beebop3734
    @beebop3734 2 роки тому +11

    I downloaded Vuescan so I could keep using my old scanner - brilliant

    • @debreale5236
      @debreale5236 2 роки тому +2

      I’m so glad you mentioned VueScan! I can scan with my Fujitsu scanner again! Thank you!

  • @johnvanarnold1222
    @johnvanarnold1222 2 роки тому +3

    Vuescan to keep your scanner operational

  • @megapangolin1093
    @megapangolin1093 2 роки тому +1

    Fascinating and interesting video. More people should be telling us to do this, not only for the whole "trees" thing but to keep all of the paper in the world, there is a lot of space and time spent creating boxes, files, cabinets. Let us just get rid of it all and save energy too. Great idea, and good pep talk for good personal business discipline. I enjoyed hearing about your strategy, Gary. Thank you.

  • @roncraig3051
    @roncraig3051 2 роки тому +1

    Gary's journey is similar to my own, in that I have been moving to paperless over the last few years, using Evernote as my database and a dedicated ScanSnap Evernote Edition scanner to get the paper into my computer. Just a note though, Fujitsu actually did have a 64 bit firmware update/ conversion for older ScanSnap scanners such as my Evernote edition, and it converted it to an iX500EE that I still use daily with ScanSnap Home on my M1 MacBook Air with no issues at all. I still scan all receipts and other important documents. Works great!

  • @krebsgewehr
    @krebsgewehr 2 роки тому +1

    Being able to be as paperless as possible is definitely one of my goals. I appreciate the tips and hope that I can really start getting on top of my file management. Documents are important these days and it's kind of weird having to deal with everything.

  • @AlergicToSnow
    @AlergicToSnow 2 роки тому +1

    I have an S1500M that was supposed to be obsolete with the last OS upgrade. They released new software unexpectedly just days before I was going to ditch the scanner or switch to VueScan. Still works so I’m happy to amortize the significant cost a while longer.

    • @macmost
      @macmost  2 роки тому +1

      Yes, the S1500M got an update by my older model they left behind 😢

  • @prakashrao3607
    @prakashrao3607 2 роки тому +1

    I am now in the process of digitising hundreds of old colour and black & white physical photos. No need to keep photo albums in living room, just a USB in a smart TV to see old photos and enjoy memories!

  • @ralphwoodard609
    @ralphwoodard609 2 роки тому +2

    Hey Gary, I bought the IX 1500 years ago and I just love it. It does everything I need plus more. Thanks for doing it more helpful tips.

  • @Whigu
    @Whigu 2 роки тому +5

    I like to do everything the hard way so I have folder "inbox" in my dropbox and Hazel checking that folder and reading .pdf files from that folder. When it see new .pdf it uses OCR and check words etc. what I have set it to search example phone bill and when it see that it will move that file to other place with /year/month/company phonebille date.pdf automatically. So when I download .pdf or scan document with my phone I always save them to that "inbox" folder and let Hazel and other apps to process them how I want automatically.

    • @debreale5236
      @debreale5236 2 роки тому +2

      Wow! That’s a great system!

  • @piquetk4440
    @piquetk4440 2 роки тому +2

    Hi Gary, I use a Brother Multi Function Centre (MFC) that has a printer, scanner and fax component. Mine is a MFC-L3700 CDW but there are others. The scanner is full duplex (both sides at once), ignores blank pages and saves into a searchable PDF. It will also save into other formats as well. Highly recommended. [ I prefer the printer/scanner over the iPhone scanner as the resulting file is smaller and the quality is better]

  • @harryhellerman474
    @harryhellerman474 2 роки тому +1

    The productivity series is awesome - I just learned about iPhone-> files-> scan! Woohoo!

  • @garynagle3093
    @garynagle3093 2 роки тому +1

    Nice video. Very practical tips

  • @bigjim152
    @bigjim152 2 роки тому

    My Scansnap IX500 has worked for years with my MAC which is now on Catalina. It is brilliant.

  • @RaySawhill
    @RaySawhill Рік тому

    Life goals.

  • @skepticsr_us
    @skepticsr_us 2 роки тому +1

    I have had good results with the Scanner Pro app on my iPhone. Does OCR nicely, etc.

  • @lanerj
    @lanerj 2 роки тому

    Spotlight is so awesome for looking through PDFs.

  • @exwhyz33
    @exwhyz33 2 роки тому +1

    Thank you.

  • @hape3862
    @hape3862 2 роки тому +4

    I'm perfectly fine with my ScanSnap ix500. There was always software for macOS since I bought it in 2015. Regarding all other tips you gave, I am doing it the exact same way! 😎

  • @loisskiathitis8926
    @loisskiathitis8926 2 роки тому +2

    A very useful video tutorial today. I guess it’s a good way to thin out the recycle bin. I need to finish paying my bills on line this video just reminded me of that. Thank you, Gary! 👍👏🏻❤️

  • @lesbart
    @lesbart 2 роки тому +2

    When you buy something for your home i.e. snowblower, lawn mower, blender, etc. it comes with a manual that inevitably gets misplaced. Now, the first thing I do when I buy something is that I go online and download the manual pdf and keep it in a "Manuals" folder so I always know where it is. This may not reduce paper but it reduces aggravation!

  • @qwincyq6412
    @qwincyq6412 2 роки тому +3

    I’ve been saving my bills as pdf for some time, except I file them by company name (ie Visa, Phone, ISP etc) and in date order. I also use the annotate function to add a text box in red showing the date I paid the bill. This serves to remind me I’ve paid and as a reference if there’s ever a dispute.

  • @ethanmenzel
    @ethanmenzel 2 роки тому +2

    How much storage do scammed documents take up? Did you keep all the records from 2001-2021 or offload some somewhere else

  • @ottokite
    @ottokite 2 роки тому +2

    I went paperless a few years ago. In fact here in the UK you can save money by going paperless too.

  • @desertpatient
    @desertpatient 2 роки тому +1

    Thanks bunches

  • @eimbier
    @eimbier 2 роки тому

    I was also bummed out when my terrific Fujitsu Scansnap S510M wasn't supported anymore. But after several months, the Scansnap Manager app was updated to include it.

  • @meeluanistyn1644
    @meeluanistyn1644 2 роки тому +1

    I’ve been on a similar journey. I used a Fujitsu scanner to digitise documents I had in filing slings and folders in a large filing cabinet. It was a therapeutic process though shredding a lot of documents using a home shredder was a pain, especially when the shredder jammed. I now scan all important documents that I receive and, like you, opt for digital documents rather than paper where it’s available. The only time I use paper is to print eBay mailing labels or to print off forms where a firm insists I return a completed paper copy to them. I still use a Fujitsu scanner though I find the company isn’t great when it comes to customer service.

  • @marco-monaco
    @marco-monaco 2 роки тому

    Same happened to me with outdated scanner from Fujitsu (Scansnap S1500M).
    I keep one partition of Mojave MacOs (32-bit apps are running) on my Mac just for this scanner/usecase. To be started with ALT+Start-Button
    No Vuescan for tons of $/€ needed. 😜

  • @gracesuarez3154
    @gracesuarez3154 2 роки тому

    The Raven scanner. Best scanner ever.

  • @drvoodoo3073
    @drvoodoo3073 2 роки тому +1

    I've been paperless since 2010 :)

  • @Stilicho19801
    @Stilicho19801 2 роки тому +1

    I like the use of YYYYMMDD, but is this format called something other than "Julian date"?

  • @BillJamesWallace
    @BillJamesWallace 2 роки тому +1

    I always filed by item and provided a folder for each type of item (Vehicles, Technology, Insurance etc), now, after this, everything goes into the year and that's it. Thanks Gary! Just found this channel a couple of weeks ago. It's between Squid Game and this as to my binging habits! 😉

  • @robmo1458
    @robmo1458 2 роки тому +1

    Great tutorial on organization. I have been doing similar things on my Mac. I have had the Fujitsu Scansnap since 2013 and it performs great. Could not do without it. Sorry to hear you were disappointed with the company.

  • @RichardMcGeorge
    @RichardMcGeorge 2 роки тому +1

    Hi Gary,
    Great content as always. I am happy to see we have very similar systems. Give me confidence that I’m on the right track.
    Cheers.

  • @Groundhog11ish
    @Groundhog11ish 2 роки тому +1

    Really appreciate the scan snap update. I used that a lot and now have scanners I can’t use. It’s too bad. Great video. Thank you so much!

    • @roncraig3051
      @roncraig3051 2 роки тому

      Fujitsu actually did have a 64 bit firmware update/ conversion for older ScanSnap scanners such as my Evernote edition, and it converted it to an iX500EE that I still use daily with ScanSnap Home on my M1 MacBook Air with no issues at all.

  • @juliesmith7993
    @juliesmith7993 2 роки тому +1

    another great video! i’m going to start this process, especially using your document naming convention:)

  • @atlanticx100
    @atlanticx100 2 роки тому

    I use Hazel makes sorting a breeze !

  • @etienne4403
    @etienne4403 2 роки тому

    I have the Fujitsu S1300, they created updated drivers last year, so they work again, at least with Catalina

    • @roncraig3051
      @roncraig3051 2 роки тому

      I'm using an older ScanSnap with ScanSnap Home on an M1 MacBook using Monterey- no issues

  • @normancoutts
    @normancoutts 2 роки тому

    Very Heloful, thanks.

  • @Andrew-kl5qc
    @Andrew-kl5qc 2 роки тому +1

    Don’t recycle yet!! Fuji relented and have updated the drivers of some of their earlier models. Not before I had bought the replacement, though!

    • @macmost
      @macmost  2 роки тому

      Not my model. They did that for newer models. Not mine. Trust me I know.

  • @Tesnobay
    @Tesnobay 2 роки тому +2

    I get the part about scanning a bunch of documents at once, but I am confused about naming the files? do you name each one or do you have the software do it?

  • @thomaskarl6197
    @thomaskarl6197 2 роки тому

    I've been paperless since 2009 and all of my documents are saved electronically. And I love being able to access files from my phone or computer.
    I suggest skipping the first step - scanning the existing paper files - as paper and paperless files can coexist. After the appropriate time such as 7 years, I shredded the paper files. This eliminated the scanning step.
    But I have a question for you and your viewers, what is the cost/value of keeping electronic files? It's so easy and convenient that I find I never purge any files. But does that come at a cost to me or the environment? Are there servers or tapes that are using energy by holding my decade-old utility bills?

  • @dalelerette206
    @dalelerette206 4 місяці тому

    They call it the Green Initiative. It reduces polution and other problems. But it also forces us to take ownership. It makes them more money as they give us less. And when the Next Carrington Event comes, almost all digital files could be lost.

    • @macmost
      @macmost  4 місяці тому

      It isn't just about environmental concerns, but also about clutter for a lot of people (me), convenience (also me), searchable records (me again) and cost (printer + ink + paper + shredding years later).

    • @dalelerette206
      @dalelerette206 4 місяці тому

      @@macmostThose sre all valif points. But I thnk the overarching points are really focussed on control. It might be impossible to avoid. But when we do have another Carrington Event, potentially all digital information will be wiped. If we have to printed records we could get into serious trouble.

  • @gregnelson5796
    @gregnelson5796 2 роки тому +1

    Do I need the adobe acrobat software to use this on my Mac? Thanks. Great video

    • @hape3862
      @hape3862 2 роки тому +2

      No, most scanners come with an OCR software bundled. The SnapScan for instance comes with a version of Abby Finereader, but it only works with scanned Documents from this scanner.

    • @macmost
      @macmost  2 роки тому +2

      No, most people can open and read PDFs with Preview on their Mac. You can use Image Capture that comes with your Mac for scanning in many cases too.

  • @andrewrea2799
    @andrewrea2799 2 роки тому +2

    Epson have excellent scanners that work with new Macs. Their as good or better than the Fujisu

  • @debreale5236
    @debreale5236 2 роки тому +1

    Thanks for another information-filled video, Gary. Can’t use my beloved ScanSnap i500 anymore, and I miss it! Very frustrating.

    • @djdawso
      @djdawso 2 роки тому +3

      VueScan would probably allow you to use your old scanner.

    • @debreale5236
      @debreale5236 2 роки тому

      @@djdawso , yes! So glad that you and others with the same issue mentioned it! Now I can scan again. 🤗

  • @jeremyhendersonphotography
    @jeremyhendersonphotography 2 роки тому +1

    Those little `Fujitsu scanners are brilliant - se easy to use. If mine broke I’d go straight out and buy another.

  • @gracesuarez3154
    @gracesuarez3154 2 роки тому

    Have you looked at the Raven scanner? I got rid of my Fujitsus in favor of this brand. I have two and love them.

    • @macmost
      @macmost  2 роки тому

      Haven't used one, but they look similar to the old Fujitsus.

    • @gracesuarez3154
      @gracesuarez3154 2 роки тому

      @@macmost They are quite different.

    • @gracesuarez3154
      @gracesuarez3154 2 роки тому

      @@macmost very quick little review. ua-cam.com/video/Cp69KkVxuwM/v-deo.html

    • @macmost
      @macmost  2 роки тому +1

      @@gracesuarez3154 I was looking at the base model before. The more advanced one look pretty cool. If I had the need I'd consider it. But I already have 100% of my old documents already scanned, and get very few new documents (everything switched to digital).

    • @gracesuarez3154
      @gracesuarez3154 2 роки тому

      @@macmost Yes, I saw that in your excellent video. I am 100% caught up as well, but I found that when some of the organizations to which I belong discovered I could digitize they prevailed upon me to do their archives. I certainly don't use my scanner much any more, but every once in a while a stray paper dares to enter. It gets captured quickly. Great videos by the way. I watch them religiously.

  • @theblacksaint24
    @theblacksaint24 2 роки тому +1

    What if instead of buy a scanner use a mobile App?

    • @macmost
      @macmost  2 роки тому +1

      That's what I'm talking about in the video. But instead of getting an app, just use the built-in scanning function in the iPhone.

    • @theblacksaint24
      @theblacksaint24 2 роки тому +1

      @@macmost yes, I wrote the comment while watching the video. You mentioned later in the video afternoon I post the comment. Your videos are very helpful. I’ll be using them to configure my new MBP to keep it clean and organized as possible. Thanks

  • @briantdaniel9280
    @briantdaniel9280 2 роки тому +1

    Without having to buy a scanner. Do you know of any places that provide a scanning service you can take your documents to? Kinkos? Are they still around... LOL

    • @macmost
      @macmost  2 роки тому +2

      There are many, but I've never used one. It is a good idea to save the money on a scanner and also not have another device to have to recycle. I'd search your area.

  • @robappleby2359
    @robappleby2359 2 роки тому

    Gary, I use a Fujitsu ix1300 with their ScanSnap software on my MacMini running the latest OS without any issues? Was the software problem specific to the ix1400?

    • @macmost
      @macmost  2 роки тому

      I was using the S1500M.

  • @davemengle4961
    @davemengle4961 2 роки тому +1

    Would really like to see Apple (or maybe Google? ) develop a function where email receipts and/or attachments are automatically forwarded to a folder on iCloud. Or maybe I'm missing something, does this already exist somewhere? Thanks for the tips as always Gary!

    • @macmost
      @macmost  2 роки тому +1

      It would be hard to identify the email as a receipt since every company and service sends something different.

  • @LearnAtMyExpense
    @LearnAtMyExpense 2 роки тому +1

    Very timely! I was planning on scanning all of my old documents (about 20 years worth) this winter. The Fujitsu scanners are quite pricey considering I'd only use once per year (after the initial scanning) and I would be concerned it might not be supported after a few years. Anyone have any recommendations on a cheaper scanner that has feeder capability?

  • @jcinaz
    @jcinaz 2 роки тому +1

    IRS doesn’t require documentation in the event of an audit past 7 years. My finance app keeps records longer than that. It’s important to use a finance app that allows for truncating old data.

  • @peterc2248
    @peterc2248 2 роки тому +1

    Excellent information as usual. How do you minimise or reduce filesize when scanning documents on the iphone? My scans always seem to be massive even for just one page!

    • @kellywhitacre8493
      @kellywhitacre8493 2 роки тому +1

      Great question.

    • @macmost
      @macmost  2 роки тому +2

      Look into the settings on your iPhone for scanning. There are there when you start a scan but easy to miss. But you can also just compress later on with something like ua-cam.com/video/_8D0UeiWD84/v-deo.html

  • @Richard.Cabeza
    @Richard.Cabeza 2 роки тому

    In 2005 I went totally digital. I knew people that had boxes and boxes of crap…amazing. Hoarders. lol.

  • @ellenshealthykitchen
    @ellenshealthykitchen 2 роки тому

    Why do you use Files (iCloud) and not dropbox?

    • @macmost
      @macmost  2 роки тому

      Because iCloud does what I want and very well if you have all Apple products.

  • @RadAlzyoud
    @RadAlzyoud 2 роки тому +1

    Hi Gary,
    Are there any plan making a course for macOS Shortcuts or/and Automator?

    • @macmost
      @macmost  2 роки тому +2

      I have one for Automator (courses.macmost.com -- look on the right side) and am thinking about one for Shortcuts. It would be a challenge though as I'd need to cover beginner's things for some people and advanced stuff for others. Plus it is very awkward and buggy at the moment.

  • @olahansen
    @olahansen 2 роки тому +1

    Who is Doctor Bill?

  • @jeffharmed1616
    @jeffharmed1616 2 роки тому

    Thanks very useful. I’ve done much the same thing & I’ve had time to think about the pros & cons. The cons are quite significant 1) Apple has your personal life in great detail & 2) should Rome burn down in one day…

  • @skkrawczyk
    @skkrawczyk 2 роки тому

    I have the same issue with canon scanner. I have a great canon scanner, perfect for scanning photos. However I can't use it, because of lack of up-to-date drivers. This is insane...

  • @josewantland
    @josewantland 2 роки тому

    I'm also trying my best to go paperless, Every time I go to any local store and ask them to email me the receipt.

  • @paulvanobberghen
    @paulvanobberghen 2 роки тому +1

    Unfortunately my accountant insists I print every document before sending them to him. It doesn’t bother me that much for the paper, but my printer is only used for that purpose, and the printer ink heads get fooled by not using them, which means I keep buying expensive ink cartridges to replace ones that are not empty, just to please my accountant, who is not exactly cheap himself. Paperless world is around, for sure, but my accountant is not part of it.

  • @mrpmj00
    @mrpmj00 2 роки тому

    ,,,.I love technology too but it ain't free and stocks are one way to make money.
    ;...I bought these:
    Amazon
    Facebook
    Apple
    Microsoftoft
    Rivian

  • @star_man
    @star_man 2 роки тому +3

    Fujitsu didn't strand their customers Apple stranded their customers by totally abandoning 32 bit support... I have dozens of programs and games I can no longer play due to Apple's dick move. Microsoft still supports 32 bit programs and programs designed for their old OS through compatiblity settings. For some companies it's not economically viable support and update ancient devices and programs that they haven't been selling for years.

    • @roncraig3051
      @roncraig3051 2 роки тому

      Fujitsu actually did have a 64 bit firmware update/ conversion for older ScanSnap scanners such as my Evernote edition, and it converted it to an iX500EE that I still use daily with ScanSnap Home on my M1 MacBook Air with no issues at all.

  • @davidnoble1485
    @davidnoble1485 2 роки тому +1

    I really enjoy your videos and have got a lot of really useful tips from watching them. Unfortunately this video, although as useful as all the rest, irritated me with your bashing of Fujitsu. I have used their products for years and found them very reliable and well supported.
    The problem is Apple and their policies when updating their OS versions. Third party software compatibility is so bad that I now keep an iMac just for updating the OS, to see which of my programs fail to operate, before updating my main computer! As one example Adobe Photoshop Elements 2021 (and the just released 2022 version) will not work with Monterey but were fine with Big Sur. Maybe last years version will get fixed when the 2022 version is but there is no guarantee.
    Additionally why complain about 15 - 20 year old hardware being no longer supported? Are you still using your first iPhone, digital camera and Mac you bought 15 years ago. I suspect your answer is NO, so what is so bad about having to replace the scanner. I still have a 30 year old Windows computer that I use daily for programs that were abandoned way back then but have no modern day replacements that are simple and easy to use.

    • @macmost
      @macmost  2 роки тому +2

      It was only about 5 years old when it went unsupported. I don't mind it from a money standpoint as I got my money's worth. It is the waste. If Fujitsu had offered a recycling program I would have been completely satisfied.