Paperless

So here is the new year and how far have you gotten with all those resolutions? The new year also usually means a clean slate and the perfect time to get all the documents organized especially with tax season right around the bend. More things, such as internet faxing, are going digital this year and in the coming years so it might be a good idea to make the transition now. Of course there are a lot of concerns such as whether it is safe and what about taxes. So how to go about it? A strong backup system is required – either an external backup drive or cloud storage (like Google Drive or Dropbox) or better yet, both. Other necessary tools are a fast document scanner, a flatbed Multi-Function Printer (MFP) for scanning bulky items, a paper shredder and a program that will turn all those scanned documents into PDF files, the standard file format for archiving documents.The key to making this process easy is setting up a simple workflow that becomes habit. A good filing system ensures you can find everything later, which is another IRS requirement. You must be able to produce your records upon request, just as with paper. Scan everything, but also store in paper form official certified documents and anything with a raised seal, such as notarized documents, deeds, wills, title documents, trust documents, birth/death certificates. Other candidates for paper are short-term items you want at your fingertips, like flyers, clippings, and catalogs. Or, keep your desk pristine by scanning those short-term notes into your “delete by” folder.