Hi there! Thanks for your interest in my paperless tools.
An email is on the way with this list in PDF form, with other suggestions and alternatives, so make sure to check that out.
In the meantime, here are the paperless tools I’m using right now. I’ll email out an update if anything changes.
Scanning
Document Scanner
I am currently using the ScanSnap iX1500 and am happy with it.
At the time of writing, the iX1500 is being replaced by the ScanSnap iX1600. It scans at a blistering 40 pages per minute, and can hold 50 sheets in its Automatic Document Feeder.
It has a handy touchscreen, and can scan directly to the cloud or can scan to your computer by Wi-Fi or USB.
Portable Scanner
I also have the ScanSnap iX100, which is a portable Wi-Fi scanner that can fit in your bag. I keep this upstairs in a cabinet. I have to admit, I don’t use this scanner very much, but occasionally it comes in handy.
If you want a document scanner but don’t want something as big as the iX1600, it might be a good option.
Mobile Scanning
I use SwiftScan, which is available on iOS and Android.
It has been known by a bunch of different names over the years: ScanBot, ScanPro+, Mobile Scanner, and now… SwiftScan. It’s still the same app though.
There are lots of great scanning apps out there, this is just the one I use as it has some automation features that I like. Mobile scanning is a really convenient way to capture paper!
Software
I don’t use document management software. I just keep my paperless documents stored in files & folders on my computer.
My documents are synced with Dropbox, which works well enough for my needs. It is nice to know that if I need a paperless document, I can access it from wherever I am.
Again, see the PDF that is on its way to you for some paperless software alternatives.
Backup
It is so important to back up your paperless documents. I can’t stress this enough — if your documents don’t exist in multiple places, they don’t exist at all.
For local backup, I use a Samsung T5 SSD drive. I like backing up to SSD because it is silent. Really, any external hard drive will do the trick.
I don’t use any special backup software for my local backup: just Time Machine built into the Mac and File History built into Windows.
For cloud backup, I use Backblaze. I have used Backblaze for many many years, andI love how it works away in the background keeping my files safe and secure and offsite.
For a **clone backup**, I use [SuperDuper!], which is a Mac program.
For a clone backup, I use SuperDuper!, which is a Mac program.
Shredder
I don’t use any special shredder — just something I picked up at Costco. Check the Paperless Cheat Sheet PDF for some recommended alternatives.
Other Resources
Those are the hardware and software tools I use to go paperless, and they work for me! Does that mean it’s the *only* way to go paperless? Of course not — the tools you use are less important than being consistent and keeping things backed up.
If you want more paperless advice, check out my friend David Sparks’ Paperless Field Guide. He’s a lawyer and will take you step-by-step through everything you need to know.
Paperlessly yours,
Brooks Duncan
Vancouver, BC Canada