📊 How to Scan & Organize Everything Easily! Paperwork, Receipts, Photos, Cards & More
Вставка
- Опубліковано 26 лип 2024
- This video is for you if you want to know an easy way to scan and organize all kinds of things in your life including documents/paper work, receipts, photos and albums, business cards, and other items. I describe what IT (computer and scanner) and office supplies you'll need before walking through my best practices for each kind of scanning job. I teach you easy and effective ways to manage physical and electronic documents including how to name, file, organize, access, and store them. I also tell you how you can download my document template to keep your records about your documents together in one place. No matter if you're a beginner or an experienced organizer, if you want to know how to scan and organize it all, you'll learn many powerful and easy lessons from this video that you can start using right now.
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CHAPTERS
0:00 Introduction
0:33 Video Roadmap
1:27 IT & Office Supplies
2:58 Paperwork/Documents
7:56 Receipts
11:17 Photos & Albums
15:13 Cards & Other Items
18:22 Conclusion - Наука та технологія
This video was God sent to my home feed. Honestly, I can’t stress how helpful it is. Thorough, informative, & organized!!!!!!! I am beyond thankful.
Thank you Monica. That is so wonderful. I really appreciate it. Your comment is absolutely making my day. 🙂
@@SeanDillman Do you still use file explorer as your defult manager? Even though you have boughten a secoundary Man.agement software in order to organize everything in your everyday life.
Hi@@DanielBrosman08211986. Yes I do. I appreciate that file explorer is not the best software in the world for keeping things organized, but I suppose the trade-off is that I know that it will be stable and relatively unchanged for my lifetime. I would use third party software to organize documents, but I'm afraid that it may add complexity, instead of reducing it, and that the software maker may disappear someday and then my system would be in jeopardy. There are always trade offs it seems.
I bought this Fujitsu iX1600 scanner form Amazon. I was looking tutorials instructing me how to scan documents and your tutorials are the best. It was easily presented with step by step. Thank you kindly, Sir.
You are most welcome Michael. Congrats on getting the iX1600. I absolutely love mine, which is probably why I made so many videos about it. I'm glad that you liked my presentation style. Thank you so much for your comment. You made my day. 😊👍
Watch this video first! If you want to start or have started your transition to a paperless home or office, this is the best presentation I have seen on the topic. I am not new to this effort, and I learned a great deal. File and folder naming conventions, storage of scanned paper after scanning, work flow, he covers it all.
Thank you Mark. I'm really glad that you think so and really appreciate the feedback. All the best. 😊👍
I am a caregiver, POA, Rep Payee, for my mother and the executor for my father’s estate. As you can guess the paper-monster in my house is overwhelming to say the least. Thank you for these pointers. I am putting them into practice as we speak.
Hi Phyllis. I have worked with many clients who were working in those roles (people acting under Powers of Attorney and executors). Those are big jobs indeed and they do generate a lot of paperwork. You are most welcome for the pointers. I hope that they will indeed help you out. Given that it sounds like you may also need to engage with legal counsel every so often, you may also find my video about working with lawyers to be helpful. Here is the link: ua-cam.com/video/FckHczj0zwA/v-deo.html
I guess it's better late than never. This will make the next few years a lot easier than the last 77!
Haha. Brilliant comment James! I completely agree! Better late than never. It also reminds me of Rocky IV. “If I can change and you can change, everybody can change. “ Not exactly the same but it's in the ballpark.😊
Is this not the best comment on UA-cam ever 🙂?
At the beginning of this fantastic video you encouraged viewers to submit any questions we might have and I've noticed that out of 294 comments there aren't a lot of questions posed; that is a testament to how amazing this video really is. I'm going to implement your system and am confident that my family business (containing 50 years of documentation!) is going to lose A LOT of clutter in short order. Thank you so much for sharing this life-changing information!
This is great. As far as scanning photos, the professional photo scanning companies do not scan at the highest resolution. I would search this out. Also, TIF is the best if you are preserving longterm (forever). It is what is called lossless. =)
That's a great tip. That you for suggesting that. I will make a note to mention it in a future video! 😊👍
Hi Sean! This is a great video! I have been struggling with paperwork and you have provided such clarity and great suggestions that I will be using in my quest to clean up all my paperwork clutter. I am looking forward to viewing more of your videos. Thank you!
I can't wait to try to use the template. My husband says I'm a paper rat and I'm trying to get better organized.
I'm glad to hear it Pamela. It's an eternal struggle. I suppose that one day, everything may go entirely digital, but until that happens, we all still need a way to manage our paper. 🙂
I went through the paperless transition a few years ago. With *rare* exception, I don't keep any of the documents that I have scanned. They go directly from the out-feed tray of the scanner into the in-feed of my shredder. There are only a tiny handful of documents for which original paper copies are needed. For example, I have the original of my car title, birth certificate, etc. However, my accountant assures me that in terms of financial documents, scanned copies are entirely acceptable to the IRS, so all financial and tax documents are kept digitally with any paper originals shredded.
I did make very sure to have multiple backups of my scanned documents, stored both locally and in an encrypted cloud backup. I also take periodic backup snapshots that are saved onto hard drives that are then stored offsite.
Hi Mike. That sounds like a great system, and I love your redundant backups. For the most part, I totally agree that most kinds of documents can be shredded after they are scanned. For me, because I have found over the years that I occasionally want the original of a document, I find that it works to simply keep everything without spending time to organize it, short of keeping all loose documents for a given year together. Kudos to you. I'm always happy to hear organizational success stories! 🏆
Hi Sean - You're great at this - very thorough and yet very succinct ! You take a daunting subject and make it simple and clear! Thank you!
Thank you so much Cheryl. That is exactly what I was hoping to convey. I really value your feedback and appreciate the encouraging words. You've lifted my spirits and brought a big smile to my face. Happy holidays. :-)
@@SeanDillman Happy Holidays to you as well, Sean!
Thanks Sean, informative video. I have been putting it off for years, not knowing how to file the PDF's so I could find them.
You have inspired me to scan my receipts and I'll be using your method to organize them.
Loved this. Inspirational, and I am picking up one of these rapid scanners TO-DAY at staples. No more hesitation. By seeing the video, it reinforced this great decision to go digital.
That is so amazing! I'm glad that I could inspire you do get on it! Staples has everything a person needs, the scanners, document holders, boxes, markers, labels, etc. etc. I hope the video is helping you be the best notary you can be! 😊
Struggling with digital filing and this idea of consistent titles helps so much. Thank you
You are most welcome Sophia. It can be a real struggle to keep up with all of this stuff so that's why I made the video. 😊
Hi Sean, thanks for making this clear and easily actionable. Excited to start organizing all of my documents.
You are most welcome. Thank you for your comment. I wish you great success in getting your documents organized. 😊👍
Sean this is great! It's informative information that is usually overlooked but is very important.
I'm looking forward to more content.
Thank you very much Rob. I really appreciate that. I agree. This is content that is often overlooked but I think that it's important to give attention to these things. Yes indeed. Please stay tuned for future content. =)
Watching his videos gave me ideas and some clarity on where to start before attempting to scan and organize documents.
Awesome. I'm really glad to hear it Vicky! 😊
Awsome video. I got the newest model Scansnap scanner and can‘t wait to get started using this video as a guide. Thanks so much. Harka.
Hi Sean, thank you for outlining your process for a paperless office! This helps indeed to get a clear vision and best practise of how to organise everything easily 👌 I'm also interested which scanner fits best to my needs, and so I will hava a look to your other videos as well, so pl.s provide us all with mor content regarding the paperless office. All the best, J.
You are most welcome Jörg. If you want a good scanner, I think you can’t go wrong with something from the ScanSnap line. I will do my best to provide more content on running a paperless office. If you want to check out my video series entitled ‘Lawyer Tech Course’, it contains many of my best practices, and although I designed it for lawyers, it can benefit anyone. 👍
This was AMAZINGLY clear and helpful!!! 👌🏽😁 Thank you!
You are most welcome Rachel! Thank you so much. I really appreciate it. Happy New Year. I hope that 2023 will be a great year for you! 🙂🎇
Thanks Sean! I’m hella organized now
You best Tom. That sounds great. Keep in touch and let me know how it goes! =)
I recently bought an Epson scanner. Your video will now enable me to declutter my home office. Thank you!
That's awesome Marty. Which Epson did you get? How do you like it? I was thinking of doing a review video on one. 👍
Thanks for the video, Sean, it's very informative.
Helpful tips. Appreciate the time you took to create any and all of your videos. Thank you!
You are most welcome Doug. I'm glad that you find my tips to be helpful. 😊 Thank you for letting me know. 👍
Process-based ideas/best practices to take the crazy out of organizing paper. Thank you!
You are most welcome. Thank you for commenting Teresa. I very much appreciate it. 😊👍
Thanks so much for this information! I didn’t know about all these different scanner options
Very helpful suggestions, thank you.
Thanks for the very useful information
You are most welcome Jide! I'm glad that I could help. If you're interested, I recently posted a video that explains what my channel is all about: ua-cam.com/video/ZMTXs_QGlMc/v-deo.html Thanks Jide. 🙂
Great video!
I'm glad that you think so! Thank you! 😊
This video really inspired me to finally be organised. Thanks
You are most welcome! I'm glad to hear it. That really makes my day. 😊
Thanks for this video! The workflow is great and will save me time and money.
You are most welcome Fred. I'm glad to hear it. I'm a big fan of saving time and money! ⌚💲👍
You are a gift from God. This was very easy to understand, and extremely helpful thank you so much 🙏🏽
You are most welcome Wildling! Thank you so much. I'm glad that you think so. I hope that you're having success and I'm sending you best wishes. 😊
Great video. Thanks for all the tips!
You are most welcome Johnny. I appreciate that very much. Kudos on your headshot. It's a great picture. 😊
You are the BEST!! Thank you!
Hi MIG. You are most welcome. Thank you. I appreciate it. Happy New Year. =)
Very helpful. Thanks
You are most welcome John. Thank you. 😊👍
Hi Sean! Thank you for the great information! I am specifically looking for information on ScanSnap Home vs ScanSnap Organizer that I have used for many years. I will look through your other videos. 🙂
That sounds good Michelle. I am not sure about ScanSnap Organizer. I have only ever used ScanSnap Home.
Thank you so much. I can't wait to start organizing may paperwork.
You are most welcome. Let me know how it goes! It feels good to get everything organized and in order. 🙂
Thank you so much for the review. I'm looking forward to adding getting a scanner like this.
You are most welcome Michelle. I love my iX1300 and iX1600 scanners and use them all the time, for home and business use. 🖨👍
So exciting to get organized, Thank you for this system
You are most welcome Amy! I'm excited for you to get organized! 😊👍
Very Helpful and comprehensive.
Thank you Sam. I very much appreciate it. Happy New Year. 🎆
Thanks for the help, can't wait to get started.
You are most welcome DotVal. That's wonderful. I wish you all the best. It feels get to get everything organized! 😊
Thank you for this great video. I have been struggling with paperwork for years. It is time to get organized.
You are most welcome! I hope that I have been able to help you with getting organized. You can do it! 😊👍
I am in on this method. I must still learn to use my Fuj IX -1500 and the Scansnap software and system. I will be visiting your website as well as using your Amazon link. Thanks, and good luck.
Thank you very much. I appreciate it. Since you are in real estate, please also take a look at my video entitled "How to Hire A Lawyer & Get Great Results".(ua-cam.com/video/FckHczj0zwA/v-deo.html). I am guessing that most of your clients will need lawyers for their real estate transactions, and you may also agree with many of my points on how you would like your clients to work with you. 😊 All the best. 👍
Great video. Gave me the basis to start scanning my reciepts.
Thank you so much. I'm glad to hear it. That is a win and some of the best news I've heard today. 👍
Great Video, just what I was looking and needed.
Awesome! I'm glad that I could be of service. 😊👍
This is very helpful!
Much Appreciated!
I'm happy to know that you think so. Thank you Mina. 😊
Great information video for getting your records scanned and organized!
Thank you Mister M. I'm glad that you think so. 😊👍
Very helpful. excellent tips on organizing the home paper clutter easily.
I'm glad that you think so Abby. I wish you all the best. 😊
Thanks so much for the excellent tips! Great organization.
You are most welcome Addison. Thank you for your comment. I appreciate it. Happy New Year! I hope that 2023 will be great for you. 🙂🎆
Wishing you a great 2023 too! Thank you!
This video really inspired me to finally be organised and gave me the blueprints to do it.
I'm really glad to hear that! That is exactly what I was going for. Thank you for letting me know. 😊 If you haven't already, check out my new video on using a standing workstation: ua-cam.com/video/vZVxXfYR16I/v-deo.html. It feels really good when things comes together with being organized and productive. 👍
Thank you for very clear and organized explanation.
You are most welcome. Thank you for your comment. I appreciate it. Happy New Year. 🙂🎆
Thanks for the video.
Very useful every advice especially the ones about photos and business cards.
Thank you Rosa. I'm glad that you think so. The system works really well for me so I wanted to share it. 😊
Awesome video!
Thank you Desiree! I'm glad you think so. :-)
I bought a Futitsu iX1600 about 5 months ago and have never used it becaue I found it too confusing to start. I really learned alot and look forward to learning more from you! Thank you
Hi Carla. Congratulations on buying an iX1600. Even if you haven’t used it, you are fortunately in possession of a very useful product. I think it is an incredible machine and it will come in handy for you in so many ways. As for it being confusing to start, I can understand that. Hopefully my videos will help. If you have any specific questions, please just let me know. I’m happy to help. Happy New Year! 🙂🎆
This was motivating, thanks so much!
You are welcome Niki! Thank you for letting me know. 😊👍
Great video, I will be downloading the template!
Thanks so much! I hope that you will find the template to be useful. 😊👍
Extremely helpful video. Thanks.
I'm glad that you think so! You are most welcome! 😊
Great organizing tips Sean!
Thanks a bunch. I'm really happy to hear your positive feedback. 👍
I own an IT business and recommend different types of equipment. Even though I use the Fujitsu brand for very few things, you can't beat their scanners.
I'm glad that you think so Jack. As the owner of your own IT business, you would know! I totally agree. The Fujitsu brand (which is now Ricoh) is fantastic. I think that they are the best scanners on the market hands down.
Thanks for sharing your best practices. I would love to download your template.
You are most welcome. You can find my template at www.seandillman.com/downloads. 🙂
Thanks! Very helpful
You are most welcome Angela. Thank you for letting me know that you find it to be helpful. If there is anything I can help with, please just let me know. 🙂
A big help for using my I/X 1600. Thanks Sean.
You are most welcome Tom! Thank you for letting me know. I love my iX1600. I hope you are getting good value out of yours too. 👍
Great help for me in planning new document saving. My Raku2 software is no longer supported by Fujitsu so I decided (?correctly?) to replace my IX 1600 with a Canon product that includes the CaptureOnTouch software (already ordered). I can't get by without tech support. Now I'm looking forward to your template and future videos.
Thank you for the great video.
You are most welcome Verlin. Happy New Year! I wish you all the best in 2023! 🎆
very informative. Thanks!
You are most welcome. Thank you J. I really appreciate that. Happy New Year. 🙂🎆
Great video. Lots of helpful advice.
Thanks Glen. I'm glad that you think so. I try my best to give good advice. 😊
Great video, thank you.
Thank you Mozel. I really appreciate it. 👍
Nice, neat, complete and easy.
Thank you very much. I'm glad that you think so. 😊👍
What scanner software will recognize the vendor on a receipt and name the PDFs with that name accordingly, like you show in your video? Thanks!
Hi there. There are many different kinds of scanners and software that can do this but my preference is ScanSnap desktop scanners which use the ScanSnap Home software. I have many different videos on ScanSnap scanners including the iX1600 and iX1300, as well as videos on the ScanSnap Home software. Please take a look at them if you want more information. 😊
Thanks for some great information. I have been using Neat and am trying to decide how to switch to a different system. Very good information here!
You are most welcome. Thank you Sandra. I very much appreciate it. My system works well for me, and many people tell me that it works well for them too. 😊👍
I can't wait to try this out
That's great Ashley. The weekend is a good time to start. 😊👍
Great information.
Thank you for that. I very much appreciate it. 😊👍
Thanks for the help.
You're most welcome Tom. :-)
Great Video! Looking forward to scanning 30 years of photos!
I'm excited for you Sheri! It's a big undertaking! What kind of scanner will you be using? 😊
I love you! Thank you!
You are most welcome Jennifer! 😊👍
Hi Shawn, thanks for the video
You are most welcome Mike. 😊👍
Thank you-your video really helped with logistics and the human side of getting started with a personal system of scanning. I have a Fuji 1600 that I have to do a work-around to use with FileCenter Pro DMS because Fuji 1600 doesn’t have a Twain driver. Although it scans well, it’s very confusing to work with. It would be nice to get your template as a guide to help me get organized. Thanks again, Jan
Hi Juan. You are most welcome. Thank you for emailing me for the template password. I hope that you have found it to be helpful. I wish that I could be more helpful with FileCenter Pro but, as I mentioned, I’ve never used it before. Happy New Year! 🎆
Great explanation to the big paper nightmare.
That you. I think so. I find that it works very well. 😊👍
Very informative, lots of information, well presented
Thank you Bruce. Much appreciated. 😊👍
Thanks for the info
You are most welcome Sherrill. I very much appreciate your comment. I hope you're having a great day. 😊
Very helpful info.
Thank you Ingrid. I appreciate your feedback. :-)
Very useful overview
Thank you very much Neil. I'm glad that you think so. I hope that you're having a great weekend. 😊👍
Thank you!
You are most welcome Caitlyn. I wish you all the best with your upcoming project! Happy New Year! 🙂🎇
Awesomeness
Thank you! I'm glad you like it. 😊👍
Enjoyed the video
Thanks for watching and enjoying the video! If you have any questions or need further assistance with scanning and organizing, feel free to reach out.
Sean, I purchased an ix1600 several yearsago and have not been using it to its full potential, thanks for the great tips.
You are most welcome Lloyd. Thank you for commenting. I'm glad to hear that you'll be putting your iX1600 to its full potential. It's a great way to start 2024. 😊
I have a ScanSnap ix500. I am interested in your download for organizing. Hope I can do it with this scanner. Your process seems straightforward and easy!
Hi Sonia. My process will definitely work with the iX500. I think that I have a good process and it works well for me. I hope that it will work well for you too. 😊
Very Helpful
Thanks a ton. I'm pleased to hear your positive feedback. 😊
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Really helpfull
Thank you Ines. I'm glad that you think so. 😊👍
This is helpful! I have a new ScanSnap iX1600. Is OCR automatically activated? If not, how do I set up a new profile to include that? Thanks!
Hi Marva. Please excuse my delay in getting back to you. I believe that OCR is automatically activated. If you'd like more information, I included a response to your question in a new Q&A video that I made today. Please take a look. Here is the link: ua-cam.com/video/iaHO51eywcM/v-deo.html. I address your question at the 23:33 point.
Can you add tags to PDF file format ?
I use JPG format to scan receipt and business card because it can write tags into the metadata. Then using software like Digikam or Adobe Bridge to search by keywords.
Hi Hendra. Yes indeed. I add tags to my PDF files within the ScanSnap Home software. I'm also a big fan of Adobe products. I've never used Adobe Bridge but I've heard many good things about it. It seems that Adobe Bridge manages all kinds of digital assets. I would hope that this would include PDF files given that the PDF format originated with Adobe. Have you tried tagging PDFs in Adobe Bridge?
Happy New Year. 🙂🎇
Your videos are really good, clear and cover a lot. Do you have any that would just show an example of creating an actual profile, from a template, or editing from an already one? Also, the follow up of what happens when you put your scans in other locations on like your desktops, Thanks again, and we will be following up.
Hi there. Thank you very much. I appreciate the feedback. I don't think that I have any ready materials ready to show how to create a profile. The software that comes with a ScanSnap scanner is really easy to use and basically suggests its own organization system. The software can also be used to organize documents from other locations, something I show in this video: ua-cam.com/video/rFH2axhTJZ8/v-deo.html. 😊Is this helpful?
Your videos are great! Very through. I've been a paper junkie forever and I'm trying to begin to break old habits. Now, it's an old dog, new tricks learning time. Just getting started with a ScanSnap ix1600. So, when scanning years of paper receipts, to enable OCR do I just click the "Option" button under File format & then check output mode "box" for "PDA/A1-b" to make all receipts scans in small batches OCR? Will this setting then remain permanent from batch to batch & day to day until manually changed in the future if needed? Also, it seems that type of document on receipts defaults to "personal", however, can that be overridden to default to "business?" Otherwise, it's appears to me that every "business" receipt will need to be changed one at a time. Finally, if I add one or more tags to receipts, other documents, business cards, photos, etc, then how do I "find" all receipts, other documents, business cards, photos etc identified with a particular tag or tags? Thank you in advance Sean!
Hi Jim. Please excuse the delay in my response. Did you end up getting these issues resolved? If not, would you like to send me an email? I could put you in touch with someone who works in support at the company who can ideally answer all your questions. 😊
Motivating video to get organised. I started making the transition over in the past 6 months.
I found it interesting that ScanSnap named the file based on data on your receipt. Is this function only for receipts?
Can I use your template to organize my documents scanned to Apple Notes?
Sean, does this connect directly to my computer or will I need to use a thumb drive to connect to my laptop? And is the FUJITSU SCANSNAP iX1300 still the one you recommend? The one in the video looks different than the one listed in your comments.
Hi MIG. The scanner will connect directly to your laptop. There are a few different scanners that I use, depending on what I am doing. The main ones I use are the ScanSnap iX1300 and the ScanSnap iX1600. Please take a look at my review videos for each to see what is different about them and determine which may be better for your needs. =)
Thank you for this video can I just use my phone to take pictures to do my filing without a scanner
Hi there. Absolutely. If you are happy with the quality of the photos, if they show all of the information on the documents, and if you have a good way to organize the images, you can definitely use your phone to take pictures of your documents. I have a few friends who use their phones to scan their receipts into accounting software like Xero and my understanding is that it works very well for them. 👍
Great video! I tried to find your template on your downloads page of your website but I did not see it. Is it somewhere else? Can I get the pw for the i1600 guide?
Hi Brent. You bet. It's in the downloads section. Here is the link: www.seandillman.com/downloads/#recordtemplate