Save the Earth; Embrace the PDF – Cyber Storage

Ok, day three of my “Save the Earth; Embrace the PDF” series.  And today I want to share with you a little bit of knowledge about keeping records using the fantastic portable document format.

So far we’ve learned how to save files as PDFs and I’ve given you some ideas of what to send out as pdfs to save paper.  Now I’m going to impress upon you the need to keep records as pdfs instead of always printing out “hard copies” for your files.

Like most of you, I have a LOT of file folders in my office with information in them ranging from projects to purchases.  And while it’s good to know that if I ever NEED that information, it’s here in my space.  They sure do take up a lot of space in the mean time.

As much as we like to have our records with us, they are just that… RECORDS.  They are piece of past information.  And I’ve learned that if I’m not currently working on that project or with that client, it’s probably best to bundle it up the files, scan them in, and send them out.  Let them junk up someone else’s office.

Want to save space and resources?  Here’s what you do:

• BUNDLE – Gather up all of your old paper, documents and sketches and separate them into easily recalled bundles. You can categorize by client, project, month, type of document – or whatever works for you and your business.  Include with it files from past emails or online receipts.
• SCAN – Take time to scan in all of the data and save as pdfs.  If you have receipts, scan them in together.  And save all like files together in corresponding folders.

And I know what you are thinking.  I don’t want to chance my records to a computer that could crash or get stolen anytime. Not to worry.  I don’t want you to weigh your computer down with past records and your head down with worry.

• SEND – Upload your folders to a cyberspace storage unit.  Yes, the internet has these.  You pay roughly $50/yr to have an account (some accounts are even FREE) and upload however much stuff you want to this secure site.  You can access the data whenever you need it, which If you’re like me, is probably never.  My video blog is using the site box.net for an example.  Check out this article full of lots of storage site information.

Now.  I know this takes a lot of work to do, but I promise it’s worth the time and effort.  You can clear out some of your old file cabinets and get your space back!  Put a tree is that corner instead of that rusty old piece of metal.

The great thing about using the pdf and cyber storage to free up space around the office is that once you do it, you’ll find yourself printing less and saving files as pdfs to begin with… more. You’ll find yourself uploading information to your cyber unit daily… which will mean less paper waste and more office space for many years to come!

Follow the “Save the Earth; Embrace the PDF” series:

• Part 1 – How to Save File as PDF
• Part 2 – Finding Uses for the PDF
• Part 3 – Cyber Storage

Save the Earth; Embrace the PDF – Find Uses for the PDF

Save the Earth; Embrace the PDF – Part 2

So now that you know how to save files as PDFs, it’s time to learn what to do with this new found knowledge.  Whether you put it to use in your home or your office, I’m certain there is something you can digitally print to save money, time, and space.

Most people laugh in disbelief when they hear that I started out and ran my business successfully for two years without a printer.  I did.  It’s true.  I’ve always been the type of person to denounce a need of such technologies mainly because I was too lazy to go out and purchase one, but my resistance here paid off, because I soon found the next best thing… the PDF.

Things that most people print – invoices, contracts, proposals, receipts, project documents – I saved on my computer and accessed digitally only whenever I needed them.  I sent invoices to my clients (and still do today) via email and a pdf attachment. My clients can review the invoice,  get the total due, write the check, save the invoice into a business expenses folder on their computer and drop the check in the mail (or pay online).  It’s a win-win situation. The client got an invoice for his or her records and my business didn’t spend a penny.  No paper, no envelopes, no stamps, no trips to the post office.  When you send out 20+ invoices a month, all of those things add up.

Sure, there were definitely times when I needed to print something to have a hard copy or to sign and send back to a client, and those were the times when a printer would have come in handy.  Instead, I just made a quick trip down to Kinkos with my jump drive in hand.  I probably did that 4-5 times a year.

But I’m digressing here. I’m not saying that you should dump your printer.  No, not at all.  I just want you to start to think of new ways to send information without using paper.  Make it a game and take it one step at a time.

Think of all of the things you send out of your office to clients, customers, business associates, and vendors.  Is there something you can digitize?  The following are some ideas:

• Invoices, contracts, proposals
• Project notes
• Receipts from online purchases or bills payments.
• Posters and other promotional items
• Manuals and how-to tutorials

The PDF isn’t the end of printing, because there are still many things that should be printed and people out there who have to print EVERYTHING.  But using pdfs for everyday documents limits overall paper consumption and shifts the burden of paying for the printing to the person or party wanting it.

Follow the “Save the Earth; Embrace the PDF” series:

• Part 1 – How to Save File as PDF
• Part 2 – Finding Uses for the PDF
• Part 3 – Cyber Storage

Save the Earth; Embrace the PDF – How to Save Files as a PDF

The pdf (portable document format) has become one of the most popular formats for distributing files on the internet – invoices, press releases, brochures, etc.  Like a printed document, the receiver of the pdf will view the document as the creator composed and doesn’t have to own the same program the creator has to view the content.  Unlike paper, though, a pdf doesn’t waste paper and resources. It’s digital and can be distributed by email and throughout the web. It can be saved into a file folder for storage or popped on a jump drive for distribution.  You can save money on printing and shipping and that’s why I’m devoting an entire week to pdf tips and tricks!

First things first, how do you create a pdf?  If you are a mac user, then all of your printing functions and file programs have had a native “save as pdf” option under the file menu since 2004.  The following videos show you how to save a file as a pdf on your computer. The video is of a word document, but the process is the same across the board.

If you are running Microsoft Office 2007 or better on a pc and don’t have the pdf add-on, you can get it here: http://www.microsoft.com/downloads/details.aspx?FamilyID=4d951911-3e7e-4ae6-b059-a2e79ed87041&displaylang=en and the video shows you how to save a word document as pdf using your new option.

If you don’t currently have the ability to create a pdf, it’s ok.  There are many options out there to help.  The first thing you need to do is download adobe reader for free by visiting get.adobe.com/reader.  This download will enable you to view, print and collaborate on pdf files.  This pdf converter link will show you a list of other pdf converters available for pc users.

Bottom line, being using the pdf instead of traditional print can save you $$ on printing and shipping costs and possible make the Earth a little happier too.

Follow the “Save the Earth; Embrace the PDF” series:

• Part 1 – How to Save File as PDF
• Part 2 – Finding Uses for the PDF
• Part 3 – Cyber Storage