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FIGURE 6-1 PDFs retain the look of a paper document, but they are stored electronically. PART III

• Naming Each document should be labeled as descriptively as possible as soon as
you scan it. It’ll be easier to figure out what Third_Quarter_Report_2007.PDF is as
compared to RPT10102007.PDF. Naturally, your organization will likely have its
own naming conventions for files, but make sure they are descriptive enough so
they aren’t overly cryptic and confusing.
• Set up a filing system Figure out your filing system’s logical construction. It needs
to be a system that can easily be navigated and doesn’t have any odd conventions.
Other people will need to use it, too.
• Shredding and recycling Once you’ve scanned your documents, figure out what
needs to be shredded, and what needs to be kept. When sensitive documents have
been shredded, recycle everything you’re getting rid of.
• Know your limits Remember what we said earlier about going paperless not being
an overnight thing? Here’s a perfect example. If you’ve got thousands of pages to be
scanned, you can’t do it in one sitting. Set up a system where you (or whoever you
designate) makes regular progress on the mountain of paper. Establish a realistic
goal, such as 50 pages a day.