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Scan, Save and Do Paper (less) work!

Author: Venkata Ravi Ram/Wednesday, September 5, 2018/Categories: Technology, Expert View

Scan, Save and Do Paper (less) work!

The old cliché, no work is complete without the paperwork, is sometimes maddeningly and frustratingly, true. And, most of those times when you need to file paperwork you need those “attachments”. They can be in the form of identification, ownership, certifications etc.

Documents display a knack of not being found. Two critical aspects of paperwork are availability and accessibility. While, availability can be ensured through diligent filing say, every Sunday; most of the time it is the accessibility that hurts. Here is where luckily, tech can come to the rescue. Most of us have smartphones that most of us never use it other than for making calls or taking enormous numbers of photos. One excellent use where these smartphones can be put to use is scanning paperwork. One does not need the latest model for that. Even that old phone lying around the house, somewhere would do. All one needs is a good scanner app. I have tried quite a few from the Android ecosystem. Many are not aware of that Google has two native apps baked-in the form of Google Drive and Keep. Both of them have the ability to scan, annotate and upload to the connected Google account that can be synched cross devices. I prefer dedicated specialist apps and two of best apps one can get are CamScanner and TurboScanner. With these apps, you can scan, name the file and send to yourself as PDF files or images that become very handy to… well, handle. 

One potential issue is that of security of data. I wouldn’t recommend putting up personal documents without any safeguards; so each file needs to be password-protected before uploading; or, you can zip the set and have that zip-archive password-protected. There are some more ways, too. Whatever you choose, don’t leave these electronic documents where they are accessible to outsiders who may be quite unscrupulous.

Scanning also makes it easy for other family members to access critical documents easily. Make sure that all family members know the document passwords. When it comes to scanning, one can also keep signed/self-attested documents scanned and ready to be sent when needed. Note that the self-attested and scanned driving license is different from the regular document like driving license.  While not everyone demands self-attested documents to be attached, a readily available set would be useful, never underestimate babus!

So, with a little help of tech, you can just beat Herman's observation, “Vital papers will demonstrate their vitality by moving from where you left them to where you can’t find them”. Happy scanning!  

The author writes commentaries on contemporary financial, business, taxation and political issues

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Venkata Ravi Ram
Venkata  Ravi Ram

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