ArtsAutosBooksBusinessEducationEntertainmentFamilyFashionFoodGamesGenderHealthHolidaysHomeHubPagesPersonal FinancePetsPoliticsReligionSportsTechnologyTravel

Document Frenzy or How I Got All My Documents Organized

Updated on September 11, 2018
Get all your e-documents organized easily
Get all your e-documents organized easily | Source

Document flow problem

We are all deluged with documents every day: kid’s term papers, auto insurance, Photos from family vacations, Tax forms, bills in the mail and dozens of other documents. In many cases we get confused and even lose our important data. Can you remember what was the last time when you were trying to find a document or a photo taken a few years ago and you could not locate it? I lost a lot of important papers many times. The feeling was terrible.

As technology advances, and we get richer, life was supposed to get simpler. Instead we are inundated every day with choices to make and challenges to meet – whether they are job related or in our personal lives. Get organized – they say. Whether it was my mother or my boss, they all said get organized.

And I did!

Get organized! Use your own effective document management system with one universal data format.

A way to get your records and documents organized

After several researches I have invented my own record and document management system. I converted all my documents to PDF and saved them in folders with relevant names to keep it safe as a personal archive. As an example, for my family photos archive I use the following system: /Photos/Family/[Month-Day-Year]-[Event Name]-[Photo number], for the utility bills: /Bills/[Month_Year]-[Bill type]. So now I can easily access any record with a few clicks when I need it.

The most challenging part was to select a format that allows me to keep all of my data safe and use the volume of my storage effectively.

I have decided to use PDF as the main document storing format because it presents text formatting and images, in a manner independent of application software, hardware, and operating systems. Any document in PDF looks exactly the same on any device and in any software environment. In addition, such data in PDF can be secured with many different restrictions (reading, copying, editing), and I can also convert my PDF document to an editable format with the styles preservation. Today, the tools required to convert various formats into PDF are omnipresent. Most computing environments and office productivity software bundle these tools as a standard offering. For some documents in MS Office formats (such as Word or Excel) I use a standard Save to PDF functionality.

To convert file to PDF with MS Word 2013:

  1. Open document in MS Word 2013
  2. Go to a File menu
  3. Select "Export"
  4. Click on ‘Create PDF/XML document’.

How to convert documents without special software installed

When this desktop software is not available we can go to the web and convert any editable format to PDF online. It took a couple of minutes for me to google for 'Word to PDF' and I found multiple free services. I usually convert my kid’s term papers in Excel to PDF with PDFOnline.com. It is free, it works very fast and accurately, it keeps my private data safe.

You can easily use any PDF online service to convert Word documents, presentations and even the web pages to PDF in a few minutes. But my other question was: what should I do with the numerous papers – printed documents.

Since I receive most of my bills by mail I usually transfer these document to images with my phone’s camera. After I download all images from my cellphone to a computer in a standard JPG format I convert them to PDF.

JPG is a file format used for the lossy compression of digital images. Such images look fuzzy when you scale them up, as they have lost some of the information when they were compressed.

Transfer images to PDF with a few taps

I have found a nifty internet service jpg2pdf.org, which helped me converting all of my photos plus the scans from different sources and formats into the universal PDF format. With that online service I can easily convert all of my bills’ photos right on my smartphone. Now I can open these photos anywhere on any hardware, print them, forward them as safe attachments to emails or refer to them when needed – all by a quick search and click. The PDF reader is a standard software factory installed on every piece of computing or mobile platform nowadays.

I really hope that those advices I gave you and my document management system can help you to store all of your papers and photos well-organized also.

© 2018 Andrey V Palagin

Comments

Submit a Comment

No comments yet.

working

This website uses cookies

As a user in the EEA, your approval is needed on a few things. To provide a better website experience, hubpages.com uses cookies (and other similar technologies) and may collect, process, and share personal data. Please choose which areas of our service you consent to our doing so.

For more information on managing or withdrawing consents and how we handle data, visit our Privacy Policy at: https://maven.io/company/pages/privacy

Show Details
Necessary
HubPages Device IDThis is used to identify particular browsers or devices when the access the service, and is used for security reasons.
LoginThis is necessary to sign in to the HubPages Service.
Google RecaptchaThis is used to prevent bots and spam. (Privacy Policy)
AkismetThis is used to detect comment spam. (Privacy Policy)
HubPages Google AnalyticsThis is used to provide data on traffic to our website, all personally identifyable data is anonymized. (Privacy Policy)
HubPages Traffic PixelThis is used to collect data on traffic to articles and other pages on our site. Unless you are signed in to a HubPages account, all personally identifiable information is anonymized.
Amazon Web ServicesThis is a cloud services platform that we used to host our service. (Privacy Policy)
CloudflareThis is a cloud CDN service that we use to efficiently deliver files required for our service to operate such as javascript, cascading style sheets, images, and videos. (Privacy Policy)
Google Hosted LibrariesJavascript software libraries such as jQuery are loaded at endpoints on the googleapis.com or gstatic.com domains, for performance and efficiency reasons. (Privacy Policy)
Features
Google Custom SearchThis is feature allows you to search the site. (Privacy Policy)
Google MapsSome articles have Google Maps embedded in them. (Privacy Policy)
Google ChartsThis is used to display charts and graphs on articles and the author center. (Privacy Policy)
Google AdSense Host APIThis service allows you to sign up for or associate a Google AdSense account with HubPages, so that you can earn money from ads on your articles. No data is shared unless you engage with this feature. (Privacy Policy)
Google YouTubeSome articles have YouTube videos embedded in them. (Privacy Policy)
VimeoSome articles have Vimeo videos embedded in them. (Privacy Policy)
PaypalThis is used for a registered author who enrolls in the HubPages Earnings program and requests to be paid via PayPal. No data is shared with Paypal unless you engage with this feature. (Privacy Policy)
Facebook LoginYou can use this to streamline signing up for, or signing in to your Hubpages account. No data is shared with Facebook unless you engage with this feature. (Privacy Policy)
MavenThis supports the Maven widget and search functionality. (Privacy Policy)
Marketing
Google AdSenseThis is an ad network. (Privacy Policy)
Google DoubleClickGoogle provides ad serving technology and runs an ad network. (Privacy Policy)
Index ExchangeThis is an ad network. (Privacy Policy)
SovrnThis is an ad network. (Privacy Policy)
Facebook AdsThis is an ad network. (Privacy Policy)
Amazon Unified Ad MarketplaceThis is an ad network. (Privacy Policy)
AppNexusThis is an ad network. (Privacy Policy)
OpenxThis is an ad network. (Privacy Policy)
Rubicon ProjectThis is an ad network. (Privacy Policy)
TripleLiftThis is an ad network. (Privacy Policy)
Say MediaWe partner with Say Media to deliver ad campaigns on our sites. (Privacy Policy)
Remarketing PixelsWe may use remarketing pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to advertise the HubPages Service to people that have visited our sites.
Conversion Tracking PixelsWe may use conversion tracking pixels from advertising networks such as Google AdWords, Bing Ads, and Facebook in order to identify when an advertisement has successfully resulted in the desired action, such as signing up for the HubPages Service or publishing an article on the HubPages Service.
Statistics
Author Google AnalyticsThis is used to provide traffic data and reports to the authors of articles on the HubPages Service. (Privacy Policy)
ComscoreComScore is a media measurement and analytics company providing marketing data and analytics to enterprises, media and advertising agencies, and publishers. Non-consent will result in ComScore only processing obfuscated personal data. (Privacy Policy)
Amazon Tracking PixelSome articles display amazon products as part of the Amazon Affiliate program, this pixel provides traffic statistics for those products (Privacy Policy)
ClickscoThis is a data management platform studying reader behavior (Privacy Policy)