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Chapter 11: Working With Less Paper

2. Overview of the Paperless Taxonomy
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Overview of the Paperless Taxonomy
The PDF is the beginning of the electronic document –
Less Paper is a more descriptive label
Management of documents can happen with:
OS file management
Software that organizes OS file management
Proprietary file structures
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3. Overview of the Paperless Taxonomy
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Overview of the Paperless Taxonomy
The universal nature of the PDF:
All PDF editors will work on ALL PDF files.
Any PDF file can be read, printed or edited by any other PDF tool.
Today there are a myriad of choices at many price points for the PDF editor, cost should no longer be an issue.
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Best PDF Editors
There is NO one best PDF editor, the choice is based on what works and is best for the user.
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Best PDF Editors
What do we need in our office? Every computer should have a reader. Our personal favorites
Image courtesy of download.cnet.com
Image courtesy of adobe.com
Image courtesy of foxitsoftware.com
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Free PDF Editors
Not as feature rich Interface can be more clumsy But they work PDFILL – Page 228 Courtesy of Pdfill.com PDFescape Page 229 Courtesy of pdfescape.com No install – remote server based
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Scanners
The scanner is the most important component of a paper-”less” office.
Volume “recommendations” are questionable.
A rugged durable machine is worth the investment.
The higher quality machines (price does matter) will produce a more compact file.
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Scanners
Scanners will be either twain compliant or not – The twain compliant scanner can be controlled by the PDF editor where a non-compliant will require a “interface” piece of software.
Duplexing Scanner – True duplex will read both sides of documents.
Duplex Enabled Scanner- Requires two passes of the document to duplex.
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9. Scanners The Cadillac of scanners but expect to pay $800 to $1200 for.
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Scanners
The Cadillac of scanners but expect to pay $800 to $1200 for.
Image courtesy of Amazon.com
The scanner of choice for many accounting firms today is the FUJITSU FI – 7160 – Rugged and highly dependable.
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Scanners
Many use the Scan Snap among others successfully but it is not TWAIN compliant and requires software to manage
Image courtesy of amazon.com
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Creating PDFs
Can be done in a number of ways:
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Creating PDFs
Many PDF editors will have a series of tutorials to assist in understanding the functions.
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Creating PDFs
By clicking on the create button in your PDF editor you will be presented with all the methods you can create a PDF
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PDF from File
The choices:
Converting a file to a PDF
Combine Supported files into a PDF
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PDF from Clipboard
Much like a traditional clipboard the contents can be moved to a PDF.
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PDF from Scanner
Accessing the scanner control
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PDF from Scanner
Scanner Options These series of settings are critical to optimize the efficiency of your scanners.
Image courtesy of author’s Acrobat DC
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18. PDF from Scanner-Input
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PDF from Scanner-Input
Scanner Options
Presets
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19. PDF from Scanner-Input
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PDF from Scanner-Input
Scanner Options
1. Sides
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20. PDF from Scanner-Input
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PDF from Scanner-Input
Scanner Options
2.Color Mode
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21. PDF from Scanner-Input
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PDF from Scanner-Input
Scanner Options
3. Resolutions
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22. PDF from Scanner-Input
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PDF from Scanner-Input
Scanner Options
4. Paper Size
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23. PDF from Scanner-Input
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PDF from Scanner-Input
Scanner Options
5. Prompt for More Pages
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24. PDF from Scanner-Input
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PDF from Scanner-Input
Scanner Options
7.Optimize for Scanned PDF
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25. PDF from Scanner Scanner Options
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PDF from Scanner
Scanner Options
8. File Size is a trade-off of Quality versus size
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26. Make Searchable Run OCR
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Make Searchable Run OCR
Scanner Options
Make Searchable
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27. PDF from Scanner Scanner Options Return to System Defaults Page 233
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Compression
File size is a tradeoff. The more operations made to the scan, the slower the scan. Apply the 80/20 rule only 20% of documents will be used a second time.
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Metadata
The ability to add a key word or phrase that will more quickly identify information inside the document.
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Metadata
The ability to add a key word or phrase that will more quickly identify information inside the document.
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Metadata
The ability to add a key word or phrase that will more quickly identify information inside the document.
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Metadata
This “hidden” information can always be removed.
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Bookmarking
A bookmark is a “shortcut” that is embedded in the PDF file Bookmarks can be expanded and collapsed which allows the user almost infinite levels of detail.
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Bookmarking
Clever naming and combining of files can yield helpful bookmarks:
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Bookmarking
Bookmarks can be manipulated and personalized to yield almost any result that the user would need.
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Bookmarking
Actions
Customize the properties Appearance
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37. Manipulating and Editing PDFs
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Manipulating and Editing PDFs
Find these tools and try them out
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Functions with Pages
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39. Manipulating and Editing PDFs
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Manipulating and Editing PDFs
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40. Functions with Content
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Functions with Content
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41. Functions with Content
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Functions with Content
Attaching multiple documents to a PDF is a great way to maintain a project file.
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42. Functions with Content
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Functions with Content
Any document can be converted to a fillable form or one can be created from scratch.
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43. Reviewing Documents (Comments)
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Reviewing Documents (Comments)
The blue, red, and green pencils along with sticky notes are familiar review tools. Each of these tools when applied create a comment box as well where the reviewer can communicate with the document preparer
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44. Reviewing Documents (Comments)
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Reviewing Documents (Comments)
Double click on any comment tool applied to open up the comment box.
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Printing a PDF
The printing of a PDF can be done with NO comments or with the ALL of the comments A PDF can be printed as another PDF to affix changes permanently
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Document Security
No matter what process the firm chooses to use for the delivery of electronic documents to the client there are two issues of security that need to be considered:
Opening the document.
Editing the document.
Determine how the firm wishes and does deliver documents to clients and third parties.
Portals
Cloud File Sharing Utility
Dynamic sharing tools
Low cost
Scalable
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Document Security
Determine how the firm wishes and does deliver documents to clients and third parties.
attachments with Encryption
The encryption process built into PDF editors is traditionally weak
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Encryption
Encrypt the Whole Message
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Encryption
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Mark for Redaction
Redaction – Permanently removing information from a document
Mark/Apply Redaction
Redaction Properties
Search and Remove Text
Remove Hidden Info
Sanitize Document
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Searching within PDFs
A PDF document that was printed or run through OCR can be searched to find a particular page or group of pages in the document.
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Rethinking Workflow
The Scanner, without a scanner the process comes to its knees:
Action Item – The firm should purchase the best scanner they can afford and incorporate the scanning into the process at the earliest possible moment.
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Rethinking Workflow
Monitors – This is the new conundrum – they will be used to see the document:
Action Item – While two has become the minimum standard three monitors should be considered. The amount of real estate available has a direct relationship to productivity.
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Rethinking Workflow
Some problems with all that monitor stuff: Resolution – This process has been greatly enhanced by Win 10
A simple right click on desktop and then click display
Chapter 11: Working With Less Paper