Going Paper-less: ActiveRain Paper-less Challenge

Going Paper-less: ActiveRain Paper-less Challenge.

This is my business plan to eliminate paper from my business operations and use electronic files for all correspondence and documents.

• GOAL: Replace all paper documents with PDF-compatible electronic documents
• TARGET COMPLETION DATE: March 31, 2011
• PLAN:
  • Purchase Adobe Acrobat (or PDF-compatible software)
  • Scan existing files into PDF-compatible format
  • “Print” all future documents in PDF-compatible format, instead of hard copies
  • Use email and eFax to share PDF documents
    

1. Purchase PDF-compatible software.  Adobe’s PDF format is the de facto electronic standard. Adobe’s Acrobat software can run $200 or more for the Standard version.  However, Acrobat Reader is a free download allowing anyone with a computer and Acrobat Reader to view Acrobat PDF-compatible files. I understand that there are less-expensive PDF-compatible applications available for purchase at a significant cost savings. I will research and acquire PDF-compatible software.
2. Scan existing files into PDF-compatible format. I currently have about 9 file-drawers filled with paper documents. I need to purchase a scanner to scan these documents into PDF format. Once scanned, the PDF files will be saved to my hard-drive and backed up onto my external hard drive. I will also copy the files onto stick drives and store the sticks in my off-site safe deposit box.
3. “Print” all future documents in PDF-compatible format, instead of hard copies. When working with clients, I will offer to provide all correspondence and documents in PDF-compatible format. (Of course, if they prefer paper format, I will provide that.) At the conclusion of our business, I will also provide clients with backup copies of PDF-compatible files (plus Acrobat Reader) on CD, DVD, and/or stick drive.
4. Use email and eFax to share PDF documents. By converting all documents to PDF-compatible format, I can share these documents via email and eFax. I have a business email address already established (Bill@my3BRealty.com) that I use for all business correspondence. However, I need to research and establish an eFax account. I understand that there are eFax service providers that, in exchange for a small monthly fee, will assign me an eFax phone number that people can use to send me faxes electronically.
   

"This post is written as a submission to the ActiveRain & Kodak Paper-less Challenge contest.  I have the chance to win the high speed KODAK SCANMATE i1120 Scanner, great for helping real estate professionals reduce their stacks of paper by scanning contracts, photos and business cards in seconds."