How I use my scanner to keep organized and stay paperless. 

Agreed! It's definitely one of my favorite tech gadgets and organizing tools!

Super helpful information John. I didn't think to do this but appreciate you taking the time and effort to teach me something new. Thank you!

I understand that. Some clients will scan and then do their 3-2-1 backup (backup to three places, two hard drives, one external and one time machine if you're a mac user, and one cloud based backup) and then shred the document. Or you can hold onto the document until you are able to do your backup. Or if you really are nervous about shredding, you can file. Just make sure you really need the item. Does that help?

Here's the video link to the Raven Scanner video: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-OInpyJ1-0tQ.html

I don't have the updated ScanSnap to know exactly what to do, but I'm sure that there's a way to scan directly to your computer/save to a folder on your hard drive. I may be able to connect you to one of my tech experts if you email me: info(at)letmeorganizeit(dot)com

Hi Jenna - I'm using OS X El Capitan version 10.11.16 and refuse to upgrade because I heard that once I do, I will not be able to use the software in the same way that I'm used to. I connect directly to my computer (despite having wireless capabilities) and then scan the document and select to save it to my desktop where I can edit the file (delete unnecessary pages; rotate pages; rearrange pages) in preview, and then move it where I want it. I even bring my laptop and scanner to clients' homes to do the scanning. Another scanning company is sending me a scanner to test out in the coming weeks. They said it compares to the iX500 so I'll check it out and report back (maybe with a new video). If you have more questions you can feel free to reach me through my contact page on my website: www.letmeorganizeit.com Thanks for watching!

My pleasure - glad you found the information helpful!

This is a great question. Ultimately, I know the risk of going fully paperless and so I use a 3-2-1 backup system. I back up to the cloud, to an external hard drive (mirror my hard drive) and also do a time machine backup (weekly). It's a lot of work but it's worth it to me to ensure I have my items. I also save important items in paper form, and won't store those on any of the sites/apps I've mentioned (they are stored in a locked file cabinet, and I advise my clients to do the same). While I've never had items disappear from an external hard drive, I have heard of this happening (and have certainly had computers crash on me; not much different from an external hard drive). I have about a half a dozen hard drives with duplicate information on many of them (different iterations of my laptops over the last 20 years). To me they take up hardly any space and are stored in my fire resistant locked file box. Ultimately, if you're going to use technology, you run the risk of things being hacked. If you are smart about it, you do your best to not reuse passwords, keep items backed up on the regular, and keep informed of any new technology. The paperless lifestyle is not for everyone, but living in 500 sq ft, it makes the most sense for me - especially when I help clients out for anywhere from 6 months to a year to get their own paperwork in order (sometimes up to 20 years worth). We save a lot we don't need in the long run out of fear. We file and never look at it again until we run out of room. To me, I'd rather have it in digital format. I've also accepted the fact that if it disappears, despite the measure I've taken, that I'll deal with it. Again, I think we hold onto a lot of items out of fear but often we don't need them. I thought I lost something very valuable to me once. I cried over it for days. I accepted it was gone and grieved the loss (it was something my mother left me when she passed away). I found it months later and while it is still special I realize that sometimes we just have to make do if something isn't readily available to us - including paperwork. I hope this helps!

Jason - another great question! I'm not sure it would make a good video so I'll try to explain here. Naming is very specific and personal. I'm always urging my clients to come up with their own naming schemes because words I use may not be words they use. What I may call "pending" confuses people and they might see it as "on hold" or "in active." What I call a "to do" one client has named "get this $&*^ done." As far as naming scanned documents, I typically use a date and then keyword: 2016_10_15 Anthem Blue Cross Payment. I then store these in the appropriate file folders on my hard drive and google drive. Sometimes the dates are very helpful when looking for items (for example if you're audited and need all documents from a specific year). Other times, dates are worthless and so I use the keywords that describe the document. I've found using dates to label photos is not helpful, as we tend to remember the trip by location or people we went with, rather than the date. I hope that's helpful. If you have any further questions please don't hesitate to ask. Thanks for watching!

I know this is old, but I have the ScanSnap S1500 version (looking to get the ix500 sometime). The way I have it is to prompt for a filename and the file name system I use is: For bills (i.e.: Cox Communications) I'll type in the file name 'Cox Communications - 2018-06-18' (without the " and the date in the year-month-day format) . I usually scan 2 copies of it. The first being the original bill and use the bill date (not the due date) as the date at the end of the file name. Then I have a date stamp that I stamp the bill, write the amount paid and confirmation number. I then scan it and use the payment date as the date on it. I put the original bills in a folder named bills and the payments in a folder named payments. Ex: for the bills, it would be My Documents>Household>Bills>Cox Communications>Bills>2018 (or whatever year it is) For the payments it would be My Documents>Household>Bills>Cox Communications>Payments>2018 (or whatever year it is) This way I have a copy of the bill with no markings on it (if ever needed) and one that shows the payment information. Another example, let's say you have a Quill office supplies catalog you get every year. One thing I do is to remove the glue binder and scan the pages. I can open the digital version that I scanned and have it to look for items need to purchase, but not have a ton of catalogs, etc. The file name I'd give something like this is "Quill Catalog - 2018" (without the " s). The way I do things is: My Documents>Bills>(Bill Name)>Year My Documents>Owner's Manuals>(Device) My Documents>Receipts>(Store Name)>Year My Documents>Taxes>Year Etc. So if you're looking for a receipt for let's say Lowe's Home Improvement for April 5th, 2017, you'd know to look in the My Documents folder, then receipts, the Lowe's, then the 2017 folder. Or if you need to look at your taxes for 2 years ago, you'd go to My Documents, Taxes, 2016.

Isn't it the best?! Totally worth the investment. It's the one tech gadget I have not had to replace/update/upgrade in the last 5 years. Impressive!

My pleasure @hmjs13. Please let me know if I can make any other helpful organizing videos.

Great tip! I do have the clear folder but was trying to scan several photos quickly instead of one at a time, which is more time consuming. But I agree, if you want better quality it's best to go slow and do one at a time using the sleeve that comes with the scanner. Thanks for your comment!

Yes, agree it's certainly is more fiddly, as while the clear folder can _in theory_ allow you to do more than one photo at once within it. In reality I've found you tend end-up doing only _one_ at a time per pass through the scanner. Which as you say, all adds-up time wise. So it's a trade off really; quick scans _without_ clear folder for less important 'snaps', vs. slow scans _with_ clear folder for 'historical' important-to-not-damage originals. :-)

Yes, you should be able to put papers of all sorts of shapes and sizes (and just make sure there are no staples). Monitor the papers but the scanner is very good and should be able to separate them. I have seen some jams occur but the scanner knows and stops on it's own. It's really the best scanner around. Very intelligent and has way less errors than other scanners. I put in the regular 8 1/2 x 11 paper (US standard) and then donation receipts, regular receipts, and it takes them all no problem in the tray (meaning I don't have to scan from the bed one page at a time).

@@LMOI Awesome!! thank you very much for your reply

@@euyoooo My pleasure!

If you've purchased the scanner, I believe there is a code for a free download of the software. Or you can download updated versions of the software from Fujitsu's website: www.fujitsu.com/us/products/computing/peripheral/scanners/soho/ssmanager/ If you can't find what you're looking for I'd contact their customer service. They have a chat right there on the website. Full disclosure: I have not used the ScanSnap (though I love it) since 2020. I've been using the Raven Scanner, so I'm not 100% sure what the current protocol is for obtaining the software (written 5/7/2023).

@nysfynest - Yes! Scansnap is amazing because you can scan to so many applications (mobile phone, email, ABBYY which I don't even know what that is, Evernote, or to a specific folder on your computer). That's why it's so fantastic! Be forewarned - the one I have is $500 but they have other options. It's the only scanner you'll ever need to own. You can also go on Nextdoor.com and ask to borrow a neighbor's scanner and just download the software on your computer. I've done that with my clients. I hope this helps!

And yes, you can move the files around. In the settings you can even determine where the files will initially sit. It's pretty user friendly (I am not that tech savvy).

Yes - they are an investment. I have had mine for 6 years and it still works great. Unfortunately, a lot of technology costs a lot upfront. I haven't attempted to buy a new one yet but if Fujitsu is anything like HP they may give me a discount on a new scanner for sending my old scanner back which they can use for parts (I'll report back on this). I've been testing out a new scanner by Raven Scanner and it's as expensive as the Fujitsu but I think it's also really great technology that will last many years. It might also be worthwhile to see if they have a Black Friday deal?

I have not - is it necessary? Do you like it? Let us know what you think.

Let Me Organize It, LLC When i upgraded my iMac software, I was left unable to to use my scanner until I upgraded the software. I haven’t figured out how to scan to Evernote w the new software. Def wld not recommend it if you’re not forced to do it.

@@barkley3254 Oh no! Thank you for sharing this publicly as it may affect other people. I have not been forced to do it as of now. I am still able to do use the scanner but I typically scan to my desktop and then save to my hard drive and external hard drives (mirror to my hard drive and then a time machine). I have not tried to scan to Evernote. I am a big Evernote fan and use it all the time - daily - but I also heard they may be going out of business? Or selling? I am waiting to hear what will happen to everything I have saved on there (fingers crossed). Maybe that's one of the reasons it's not working with the scanner? Have you tried to reach out to Fujitsu or ScanSnap? They might be able to help. Keep me posted!

Oh! Great feedback. Thanks for the reminder. I do have that protective sleeve but haven't used it. Thank you.

kckrol85 - this may be a more specific question to ask the folks at Fujitsu. They are very responsive: 1 (888) 385-4878

Karthik, I can't say 100% for sure but I do believe it does this. I've scanned photos before and it scans them all separately as PDF or image files. But if you have writing on the back, it will also scan those as separate images. While the ScanSnap iX500 CAN scan photos, it's not meant to do it exclusively. My issue with scanning photos is it's a bit time consuming and dust can easily get in the bed and create lines in the photos, so you have to clean it after several scans. For digitizing photographs I recommend leaving it to the professionals (like Scan Cafe) or using your iPhone to digitize/crop. I hope this is helpful!

Palin - great question. It's a personal preference. I wanted the receipt on the invoice first because it's so small, and second to keep things streamlined/on one piece of paper. But I absolutely could've removed the staple (the scanner will not take staples) and fed it through on its own. You are correct - the scanner has the ability to feed small receipts.

I recall getting this statistic from the ScanSnap website. But, no, I am not 100% sure. I would love to test it out though. I do a lot of scanning for clients and it does go very quickly. Next time I have 50 pages I'll time it and report back.

Thanks Melesa. I didn't think I needed to point that out as no scanner can take staples or non-smooth paper but I'll consider this for future videos.

Yes she did...listen again please

Thank you Mamiya - I will take this into consideration and appreciate the feedback.

it was very difficult for me to hear you with the background music

Thanks for the feedback. I'll see if I can't get the video re-edited.

I don't think you need to lose the music entirely, but certainly turn it way down.

I agree. The music selection is lovely. Helps follow along ... perhaps turn it down a bit?

Thank you for the feedback - I appreciate you taking the time to share with me. I'm working on quieter music for future videos but unfortunately cannot currently change the ones I've already loaded.