Replacing 500 pages per month with evernote

[Paul Murphy Annapolis 0]

each month we are mailing 1,000 pages, which are held in 10 different binders, to an office 1,000 miles away I am thinking instead of mailing we would save time, money and having safety of the cloud.

It does need to be simple & easy putting the scanned documents into the correct binders.

What is the process?

to have the scanner at the original site and simply be scanning into MacBooks & iPads at our remote location? again it must be simple and easy for everyone to put documents in the correct binder

we would also like to be able to write small notations on these documents. Is that possible?

[ScottLougheed 1,316]

Yes, there are many different ways to scan documents into Evernote. The exact process depends a bit on your specific scanner. At the VERY worst you scan documents into a folder on your computer, then drag those documents into Evernote. At best you can scan directly into Evernote. Again this depends on what scanner and scanner software you have. 

 

You can put scanned documents into any notebook you like. You can also apply tags to documents to allow for non-mutually-exclusive categorization. 

 

You can have notebooks devoted to certain employees/projects/whatever so that they know easily where to place a document they scan. 

 

Yes you can easily make notations on these documents. The Mac and iOS Evernote clients allow you to add annotations directly to PDFs. You can also write text in the note that contains the document. 

 

I recommend perhaps downloading Evernote for yourself for free and trying it a bit on your own to get a sense of what the workflow is like. Then you can get a bit better idea of how the whole system works and whether it will work for you. 

Some "paperless" resources:

http://www.jamierubin.net/2013/11/26/going-paperless-a-primer-to-going-paperless-in-2014/ is a good starter. So is the rest of his paperless stuff found here:

http://www.jamierubin.net/going-paperless/

 

Also, this forum is always a good and lively resource. 

[Sentinel 195]

In addition, there is a workflow solution for just a situation.  It has been around a while but I happened to find it just yesterday.  

 

You can create a dedicated Folder on your computer, scan or place anything into that Folder and it is automatically sent into Evernote.  Each document will have a Note created for it, giving you an opportunity to add what you want to the Note, etc., just as you describe above and what Scott describes above.

 

Here is the link:  http://veritrope.com/tech/evernote-desktop-folder/

 

And it is Free!

[Kirby Krieger 72]

each month we are mailing 1,000 pages, which are held in 10 different binders, to an office 1,000 miles away I am thinking instead of mailing we would save time, money and having safety of the cloud.

It does need to be simple & easy putting the scanned documents into the correct binders.

What is the process?

to have the scanner at the original site and simply be scanning into MacBooks & iPads at our remote location? again it must be simple and easy for everyone to put documents in the correct binder

we would also like to be able to write small notations on these documents. Is that possible?

 

Unless you are going to take advantage of the value added by using Evernote, why not use any of the simple cloud storage and sharing services, such as DropBox or GoodleDocs?  Wrapping each document inside an Evernote Note _adds_ a significant layer of complexity regarding accessing, editing, and versioning document files.  There are advantages to using Evernote, but if all you want is to save the cost of mailing paper, I suggest a flatter workflow will meet your need at significantly lower administrative costs.

[thegurio1 2]

Are you talking cost being the the premium charge? I think it's cheap for what it does...

As for complexity, I don't understand that either. I've found evernote to be extremely easy to use and straightforward across all platforms and devices. Was I just lucky?

[Kirby Krieger 72]

Are you talking cost being the the premium charge? I think it's cheap for what it does...

As for complexity, I don't understand that either. I've found evernote to be extremely easy to use and straightforward across all platforms and devices. Was I just lucky?

 

The OP asked about using Evernote to make 1,000 pages a month available to multiple people in multiple locations.  The cost in person-hours to set that up and make it work is significant.

 

I agree that the $5/mo charge (less in bulk) for Premium use is fair, and that Evernote does excellent work _for single users_ across multiple platforms.  But that's not the subject here..

[Wordsgood 526]

On a side and pretty much irrelevent note...

I had a job for years that involved physically lugging fully stuffed 3 inch binders several times a week to a couple dozen offices in a three story legislative building with no elevator, several times a month. The last time I had to do it was in 2001. I gotta say, I'm kind of shocked to find out that people still use such an old fashioned way to disseminate information. :0

each month we are mailing 1,000 pages, which are held in 10 different binders, to an office 1,000 miles away I am thinking instead of mailing we would save time, money and having safety of the cloud.

It does need to be simple & easy putting the scanned documents into the correct binders.

What is the process?

to have the scanner at the original site and simply be scanning into MacBooks & iPads at our remote location? again it must be simple and easy for everyone to put documents in the correct binder

we would also like to be able to write small notations on these documents. Is that possible?