You *MUST* Have a Backup
Options for backup are as simple as purchasing a backup hard drive from a local electronic retailer or backing up to an offsite server (we provide offsite backup services as well as so many others online). Some hard drives you might purchase include software for backing up. This works, or, we have used Cobian in the past. We are currently testing new backup software, SyncBack. I’ll write more later on how to choose the best software.
If you’re going to store everything on your computer and throw away the original, you might ask, “Can I store receipts electronically for the IRS?”
Does the IRS accept digital receipts? Yes. According to ruling Rev. Proc. 97-22, the IRS allows one to prepare, record, transfer, index, store, preserve, retrieve, and reproduce books and records by either electronically imaging hard copy documents to an electronic storage media, or transferring computerized books and records to an electronic storage media that allows them to be viewed or reproduced without using the original program.
Can I throw away my receipts once I have captured an acceptable image? Yes. According to ruling Rev. Proc. 97-22, the IRS permits the destruction of the original hard copy books and records and the deletion of original computerized records after a taxpayer completes testing of the storage system.
Archive for March, 2008
We’re not all “txting” yet (properly known as SMS). If you want to send a text message to the kids, a friend, or associate and don’t have twiddle fingers on your cell phone, just email the text!
Each cell provider has a different email address to EMAIL a text message. Here is a complete list of each email by cell provider: http://www.livejournal.com/tools/textmessage.bml?mode=details
Not Printing (conventionally)
It’s cheaper (no ink/paper), faster, and most importantly, future reference is easy. I print to PDF any receipts of things I buy online. In a few seconds I can bring up any of them, even from years ago.
I store my PDFs in a receipts folder I created in My Documents. I sort them chronologically and of course, name them to include lots of key words so I can find them easily. (Eg. Bank of America Biz CC – 1.1.08.pdf)
Print office documents, email messages, images, web pages, etc. to a PDF file. This application is a must-have.
Install & Use –
Step 1 – Scanning
Fujitsu makes a fast, self feeding scanner I just love. While most scanners require several steps, this digitalizes documents into PDF with a single button. I started using this scanner about six months ago and can’t live without it. I scan everything: contracts, bank statements, letters, etc. Everything is scanned to PDF and then shredded.It really is as simple as this video shows:
We can order these or you can find them online pretty easy. I have the ScanSnap S500 that is about $440 but they also have a smaller one, the S300 for about $275. Both are double sided, self feeding, full color scanners.
I strongly suggest using this product. It is a great start to going paperless in your home or office.
More to come on this topic… It’s a favorite! 😉
A question we’re always asked is, “What do we do with our old computer?” The garbage certainly isn’t a wise option for the electronics we collect.
You can help…
If anyone has an older, yet functional computer, that is able to run Windows XP, please contact us. DWZ will donate time for erasing all existing data and reinstalling Windows.
More ways to reuse or recycle…
Since customers frequently ask, we would like to officially help facilitate these local needs. If your non-profit organization is in need, or if you have a donation to make, please contact us. We’ll try to make the connections.
Important things to consider before passing on your equipment:
If you’re anything like me, your inbox may actually be your todo list. Sadly enough, this isn’t an efficient way of processing your tasks. If you’re overwhelmed with emails, read on.
Merlin Mann gave a presentation for Google employees concerning getting things done (GTD) with email. I highly recommend this video for organizing your electronic life. At least see the first 15-20 minutes and you’ll get the gist. If you want to maximize your time, please watch this invaluable video:
His main site is at http://www.inboxzero.com/
Reader’s Digest offers 24 ways to improve your vision:
Here’s one for example: