Almost three weeks ago I blogged about My paperless home for the first time. I start with a little review about the hardware and then start with the basics of My paperless home.
Lexmark X6570 All-In-One printer
I told about my reasons for buying the Lexmark X6570 in my previous post. After I got the package I started installing the software just by following the instructions. The device also supports faxing, but as dump as I was, I didn't install the software part for faxing. So after setting everything up it was time to scan for the first time. The scan went well, and very fast also. But then I tried to export the scan to PDF, I clicked the appropriate button, and waited, no response. I tried a lot of things and was very disappointed. After an hour of trying a thought about reinstalling the software, this time the full package. After this I found out about the installation of ABBYY FineReader 6.0 Sprint was being installed. I know about ABBYY FineReader as an OCR (Optical Character Recognition) software package. And yes the reinstallation did it. I know was able to scan and export to PDF.
After scanning a lot pages I got trouble with the export to PDF button again. Closing the scan-software every once in a while helps.
I follow the following steps towards My paperless home.
- Archive a set of documents, for each document do:
- Scan or trash?
- Scan the document to Inbox.
- Or trash it.
- Needs to be archived on paper?
- At a later time organize all the newly scanned documents using custom software into directory structure.
Directory / File structure
I have found out the following file structure to be probably best for my situation.
- Base directory
- Category - Subcategory
- yyyyMMdd - Organization - Subject.pdf
Besides this directory structure I already have a working version of Google Desktop. The PDF files generated are searchable (image on text) so I can very easily find the documents I need. Just by pressing CTRL two times and start typing some search text to find the document.
I built a custom software program to support my own process of organizing the scanned documents. I just have to drop a file from my Scan Inbox, set some fields and click organize. I also have the ability to Preview a file, which automatically closes after Organizing. The categories and organizations can be typed manually but all categories and organizations in the archive are put in the lists also.
I build this using .NET 3.5, and besides a very handy piece of software I also applied some technologies to get to know them better. I applied things like: Extension Methods, LINQ and Dependency Injection using Unity.
Off course it is very important to back up the scanned documents. Even though I keep some documents on paper as well. For backing up I found out about a very interesting software package called Titan Backup. This is a very nice solution, I made sure every time I shut down my machine my administration gets backed up.
I already scanned about 250 documents so I guess my scanning process works very well. More about My paperless home later.