I'm a big proponent of going paperless. When I worked as an engineer over 10 years ago, a few of the companies I worked for where going paperless back then. Many schools are going paperless, or as much as possible, now. I've written about tips and resources for going paperless before and here are some more tips.

Paper, we don't need no paper! Tools and tips for going paperless

Tools to go Paperless (in school and at home)


Tips:

- use flat screen monitors on walls as electronic bulletin boards.
- install solar panels on roof to offset increased electricity use.
- 2 monitors for each PC - can have reference on one screen and working document on other instead of printing reference out (or use tablet)
- Use email, chat, and meeting software and other collaborative software
- all markups done electronically
- auto backup of network every day
- all files on network with offsite, fireproof backup (Dropbox, Sugarsync, own network)
- autosave files every 5 min
- battery and generator backups
- limit print outs to absolutely necessary items
- all files saved in two formats - original (such as Word or PPT) and PDF. PDF is readable by every device and operating system using free apps.
- Read-only terminals in certain areas for visitors and reference look up
- network accessible from home/road for personnel - no data on laptops
- all paperwork from outside is scanned into system - original is filed
- all partners, organizations and vendors are encouraged to use electronic communications - email, website forms, etc.
- Student Information are all searchable and connected and linked with all relevant files
- scan legacy files using OCR into PDF files or scan into Evernote to make searchable
- don't print emails!
- all files distributed as PDF's when possible - readable on any system
- Train your employees on going paperless

Going paperless - it's good for the trees, good for budgets, increases efficiency and organization, and makes life easier in many ways. But how do you go paperless? I used to use paper planners (Franklin Quest) until I got my first PDA (Palm IIIxe) in 2000. I also try to go paperless in as many other ways as possible.

The first thing you need is electronics. You need to have ready access to a computer, tablet and/or smartphone. If you don't have paper, you need to be able to check your electronic data whenever you need too. A smartphone is one of the best tools to go paperless. You can access your calendar, notes, to do list, files and pretty much everything else. I use an Android smartphone and it makes my life so efficient and easy.

Another piece of hardware is a scanner, especially one that has document feed capabilities (vs. a flatbed scanner). With this, you can digitize all the paper you already have for easy access and storage. I even scan in student work for easy access at home to grade it and to keep and e-portfolio for the students.

Apps and software are the next piece of the paperless puzzle. You need to have a calendar, notes, to do list, access to your other files, and apps to read all your files. I use Google's products for calendar, task list, contacts, documents, email, blogs and web sites, and more. I use Evernote for notes (other notes apps) and also have scanned documents and other files uploaded to my Evernote notebooks. I use Dropbox and Sugarsync to back up all of my files and access them at any time, from my smartphone or any web enabled device.

Once you have your services and apps set up, you can access your files and data anywhere. You can get more organized, keep your data together, stay on schedule and more. You don't have to carry things around with you either.

You can do almost everything online now, including banking. Bills and paperwork can be sent electronically instead of paper, and you can get digital magazines instead of print.

If you don't have ready access to a mobile device, but spend most of your time near a computer, you can always print out your calendar/schedule for the week, along with your to do list and space for notes. 1 page of paper or so per week is better than tons of paper.

If you like taking notes with a pen and paper, take a look at the LiveScribe smartpen. You write on the special paper (buy it or print it out) and the pen stores what you write. It also has a voice recorder. It then syncs your notes to your computer and makes them digital and accessible anywhere. You can even share your notes via email and Evernote, along with some other services.

Going paperless is, in my opinion, a great way to get organized, help the environment, save money (after the initial hardware purchase, all the apps are free), save your back, and be more efficient.



Related:

Tools to go Paperless (in school and at home)

Evernote for Education

Android Smartphone and Apps I use as an Educator

Interesting Comment Regarding Going Paperless

Unfettered by Stuff - or "Why I don't lug stuff home every night"

Google for Educators resources

Why I use Google's resources as an Educator

Alternatives to Google's web services and apps

Tips for saving money and finding free resources for school

My Favorite Resources for Teachers and Students

Livescribe SmartPen

Notetaking Apps - a comparison of some of the popular ones

Getting Students and Teachers Organized - tips and resources

I'm very digital. I use digital tools like a tablet, smartphone, computers and apps like Evernote and Google to go paperless. I scan or take pictures of papers to keep them organized and backed up. I post things online for students instead of printing them out and I have them do their work digitally and submit it electronically.

I was talking about going paperless as part of another blog post the other day and online and got an interesting comment. An anonymous person commented that "all that technology is good but going paperless will put the people who work at the paper factories out of work."

I wasn't quite sure how to respond or take this. Any ideas or suggestions?

Tools to go Paperless (in school and at home)

PDFBinder is a free tool that allows you to merge multiple PDF documents into one. Simply click "add file" select the PDF documents you want to merge, and then click "Bind". That's it.

This is a great resource for schools and teachers that use PDF documents often. Sometimes you have different files, whether scans of paper documents, PDFs of websites or already created PDFs, that you want as one file.




Other PDF Resources:

Crocodoc - markup PDF files for free

Fill Any PDF form - fill out, sign and send forms

I Love PDF - merge or split PDF files

Lots of PDF resources - print, markup, convert and more



Go Paperless:

Fill Any PDF Form is a very useful site. If you are like me, you hate when someone sends you an electronic form that has to be printed out to be filled out or signed. Fill Any PDF Form fixes this situation.

Will Fill Any PDF you can fill out, sign, and send forms all from the site. You can use any PDF form (or MS Word) even if it wasn't set up to be filled out online. You can invite others to fill out forms and track the results so you don't need to send the forms out.

The free plan is actually very full featured and easy to use.



Related:

I Love PDF - merge or split PDF files

Lots of PDF resources - print, markup, convert and more

Printliminator is a bookmarklet (bookmark that performs a function) for Chrome, Safari and Firefox that allows you to only print the part of a web page that you want to. You click on the bookmarklet and then select what you want to print, eliminating graphics and even reformatting the print styling.

You simply drag and drop the bookmarklet to your bookmarks tool bar and you are all set. The site even has a video to help you use it.

This is another great tool to save paper when you have to print something.

Related:

Print Friendly - if you must print it, use this. creates printer friendly pages of sites

Tools to go Paperless (in school and at home) - lots of resources

Evernote - some great ideas for using it in education - use Evernote and you don't need paper

Lots of PDF resources - print, markup, convert and more - create PDF files instead of paper files.

Evernote Clearly - one click for distraction free online reading - very cool - then print this version of web page

I'm working on going paperless in my classroom. I'm almost 100% paperless myself, but have many students who don't have computer access so need to print things for them.

Here are the tools that I feel are essential to be paperless at school and at home:

1. Scanner - preferably one with an auto feeder. This is how I take paper items and make them electronic. I save them as PDF files so that they are easy to view. I'll upload some to Evernote (which can search the text) and attach it to notes in Evernote as needed.

2. Evernote - free, multi-platform system for taking notes, clipping webpages, and much more. You can organize notes, upload photos (Evernote can search text in photos too), attach files and more. It is truly a one-stop, does-it-all, system that is indispensable.

3. Google Docs - do all of your office work - documents, spreadsheets, and presentations - online. Collaborate and share with others without needing to print out files. Can also upload other files to keep them there.

4. Google Calendar - keep yourself organized and on schedule. Create group calendars or share calendars. No need to print them anymore. It can even email or text you reminders for upcoming events or tasks.

5. Google Tasks - tasks is a simple task list that comes with Gmail. Use it to make sure you don't forget to do things. You can also schedule due dates and have it link to Google Calendar.

6. Electronic Gradebook - if your school system isn't already using an electronic grade book, you can use your own for free. Engrade is a free, online grade book that is easy to use, fully functional, and allows students and parents to view their grades.

7. PDF tools - use these tools to create, modify, and mark up PDF documents. Make electronic versions instead of printing to paper.

8. Student online services - Trackclass, Shoshiku, and Dweeber and Note.ly - students use these free services (along with Evernote and Google apps) to take notes, organize their schedule and assignments, and much more.

9. Smartphone with camera - access all of the services mentioned here. Do work anytime. Stay organized by accessing your calendar, task list, notes, and more. And use the camera to capture information and notes. This becomes your pocket organizer.

10. Websites and Blogs - use websites and blogs to post information, files, and other items to communicate with faculty, parents and students.

11. Digital Textbooks and sites - use digital textbooks and reference sites instead of paper textbooks. Accessible anywhere and free. Digital Textbooks

12. Smartpones, Tablets, Computers, Netbooks - use these in class instead of paper notebooks and textbooks to access information, take notes, and create assignments. You can even use an inexpensive digital notepad, like Boogie Board, to take quick notes without using paper.

13. Digital assignments instead of paper - have students use Google Docs, blogs, websites, etc. to create digital assignments instead of paper ones. Have them create new things, like Glogs, videos, and presentations instead of the typical paper assignments.

14. Electronic bulletin boards and digital displays (digital photo frames)- use these instead of paper bulletin boards to display messages and notices.

Going paperless is not only good for the environment (the increased use of electricity is still less than the power, resources, and byproducts of paper production) but can also save schools money and make people and students more efficient.

All of the software/services I mentioned are free and available online through any web browser and available from smartphones.

What do you use to go paperless?

I rarely mention anything on this blog that isn't free. I've talked about my smartphone, but I usually keep to free things. But, I got a great gift this Christmas that I want to share. I am not making any money by talking about this.

My wife and I saw the Brookstone Boogie Board while looking for a gift for my father. It is a paperless notepad. It is small, thin and lightweight. You write on it using the stylus, or even your finger. It has sealed battery that lasts for 50,000 erasures. I figure 50,000 erasures will last about 20 years or so. It only uses power to clear the screen. As teachers, we both thought this would be a great tool and bought each other one for Christmas.

Usually, I would have a notepad and pen on my desk at school to take quick notes, reminders, etc. But I was going through a lot of paper. The Boogie Board eliminates that issue. I leave it on my desk and can quickly and easily jot down notes on it. I can later enter them into Evernote, my calendar, or just erase them when done.



When you hit erase, it wipes out the whole screen, so you have to make sure you are done with everything you wrote.

It retails for $35, but I've probably saved quite a bit in paper costs (and saved a bunch of trees) and pens and will easily save more than that on paper over it's lifetime.


Specs:
Black background and green "ink"
Dimensions: 8.8" x 5.6" by 1/8" thick
Weight: 4.2 oz
Cost: $35




I love mine and think it was well worth the money.