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Pfarr-Aszetik

scanners are a man’s best friends

Or: How to take control over my documents

Once upon a time – i filled many file folders with paper … Did i ever look anything up of it?
I once asked the secretary of my bureau, what she do with the letters from the Church Office. „I put them in the folder“. – „If you are looking for this letter, how do you do it? Or is the letter just gone?“ – „Mh – it’s just gone.“
An honest answer. So i stick to my practice which i develop as a habit for several years now – and scan …
As i wrote in an earlier post, i have at any time everything with me what i may need. And i’m able to find in a very short amount of time what i need. That why i scan everything!

“Make a digital copy of all of the most important ones that you don’t want to lose or can still come in handy.“ #10stepsbook

office equipment and work flow

All i need is a document scanner and/or smartphone and an paper based filesystem A-Z.

use of document scanner and/or smartphone

I scan all my papers. The best day of my life was when i bought a document scanner. I remove the clips and the scanner scans front and back of a paper in a breeze. I use my smartphone to do the scan-job, if it is a book or something else i mustn’t destroy.
The scanned papers i take once a week to the office to the paper shredder – done!

Evernote or iCloud or Nozbe

I save the scans as searchable pdf. The file name begins with the date in the form: YYYY-MM-DD and normally i save this file in Evernote. Because my digital GTD-Manager Nozbe integrates with Evernote, i can use this pdf as reference material for a task or a project. Evernote has this amazing text search.
Very sensitive data i save in iCloud or even better in Nozbe because of its very heavy encryption.

contracts etc.

Only very few papers i archive in my A to Z file folder system. Follow the recommendation of David Allen to use these file folders i can simply fill without punching etc. Because if it’s not simple, it will take too longe time to maintain the archive.

the disadvantage: „what do we actually have…“

If you have everything at hand at any time and any place – your are a desired person. The danger is that your colleagues rely on you – that’s a burden and a joy 😉

Von Michael Kamutzki

Pfr. Michael Kamutzki, geb. 1971
Studium der Theologie und Gerontologie
Ausbildung zum ehrenamtlichen Sterbebegleiter und in Integrativer Validation
Lehrtätigkeit an Berufsschulen für Altenpflege
Vorträge zum Thema Demenz und Seelsorge
Pfarrer in der ev. Kirchengemeinde Schwerte - Arbeitsschwerpunkt Seniorenarbeit.
Seit 2018 Pfarrer am Eduard-Spranger-Berufskolleg Hamm.