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GHall

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Everything posted by GHall

  1. I agree with idoc. How much is your happiness worth? How much is your time worth? The ScanSnap S1500 or S1500M (Mac uses) will save time and frustration. And it comes bundled with Adobe Acrobat 9 Pro.
  2. A little off topic but worth mentioning, this is very cool! Where else can you get a direct, helpful response to a user issue/concern other than EN? This is just one of the many reasons I love EN!! I'm glad this topic was brought up. I'm thinking of adding handwritten notes to my work flow, especially considering I'm thinking of going back to school. I'm going to give this a try.
  3. The flat bed scanner is "out to pasture" except for those very thick pages or some other problem that will not go thru the ScanSnap. Unless the book is something very special it goes under the guillotine and gets scanned and then shredded. ClutterBGone !! Regards, David in Wichita David, what brand of guillotine are you using and could you share a link to where I could find it? Thanks.
  4. Then all these PDF's in the OCR Files folder get moved to a folder called something like "OCR & IN EVERNOTE". This is where you would want to keep a permanent storage of those files outside of Evernote. This way if you decide to leave Evernote, you do not have to pull out all your documents, since they are saved on your hard drive outside Evernote. The final step is to copy these files to Evernote. This process can sound lengthy but is very short really and fast. I'm planning to automate this process using scripts when I do my next bulk scanning. You bring up a good point regarding what to do if you have to pull out all your pdf's from EN. I am a bit concerned about this and am therefore backing up my Evernote import folder (which is the gateway to most of the pdf's that I currently have in EN). Are you aware if there is a more direct way of extracting all the pdf's from EN in one fell swoop and backing them up to another folder? I realize that I can search for resource:application/pdf and this gives me a list of all the pdf's in EN but there is no way to get them all out at the same time. My understanding of EN client is that you can export the data as either an EN database file, which can be re-imported to EN client or export the data to HTML. Exporting to HTML will preserve the directory structure of the notes and documents but will force you to dig into a folder for each note to pull out the documents. That is how I understand it. Another option to pull out a specific document (one at a time) is to right click on the document in the note and perform "save as" on your local computer. Or you could right click on the document and perform "open with" Adobe Acrobat, etc. And then from the program, save a copy to the local machine. The later workflow is helpful if wanting to make a change prior to saving locally. I would like the option to pull out just all the files into a local folder.
  5. It should be noted that if you run the PDF optimizer on Acrobat it will automatically OCR for you at the same time that it optimizes. Furthermore, I've discovered that this combined process is a lot faster than having snapscan do the OCR and then seperately allowing Acrobat to optimize. The resultant file size is much smaller. I should mention that I do all this in a folder that I call "PDF holding" which I have elected as my default folder in all of my SnapScan profiles. After I have done all my tweaking, optimizing, page shuffling etc in this folder I save it as a "reduced size pdf" directly into my EN import folder. This will further reduce the size by about 10% or more and places it into the import folder which allows it to magically appear in EN. Therefore, it is my EN import folder which contains the final version of the pdf and not the "PDF holding" folder which is simply a transitional station. I generally delete most of the files that are there but I back up the files in the import folder. You do something similar to me. You're right about the OCR/optimization being run in the same process. I first scan all my documents to a folder I call "ScanSnap Temp". I manually rename every file using an intuitive naming scheme that looks something like this: date - tag - tag - tag... The "tag" is really a key word or key words. The date is in this format "yyyy.mm.dd". After I rename all the files, I then choose the option in Adobe Acrobat 9 Pro to OCR all documents in the folder "ScanSnap Temp". My OCR is automatically set to do the following: 1. OCR each PDF 2. Optimize each PDF, including reduce file size 3. Place completed file in a folder called "Optimized" Right now I manually drag my files from "Optimized" into EN. I then move the files from the "Optimized" folder into a folder called "OCR & IN EVERNOTE". That's right, I currently keep a separate copy of the PDF in this folder on my hard drive. At some point, I plan to delete this folder and to keep only my data in EN. For now, this is a safety measure until I resolve all issues, etc. I'm also a very young EN user, as I started about seven weeks ago. Though, I did go premium after my first month.
  6. Did you look at the ScanSnap S1500 series, which comes bundled with Adobe Acrobat 9 Pro? The cost difference is less than the cost of buying them separately.
  7. I use a note naming scheme that allows me to pull all documents together using search without having to tag all the notes or nest them in notebooks. Here's an example: 2011.12.31 - Apple Corp - Taxes - 2011 - W-2 2011.04.10 - United Way - Taxes - 2011 - Donation 2011.12.31 - Washington - Taxes - 2011 - 1099-G The date is the date relavent to me. The next key word is the most relavent to me. The next two key words will be common for all documents/notes that relate to tax year 2011. The final key words relate more specifically to the document. When I search using "taxes 2011", all the documents related to tax year 2011 show up, including a couple extra documents but not usually more than one or two, which can be easily ignored. Additionally, I could later use tags as an additional layer of qualification if ever I felt the need. But I am not dependent on them.
  8. Sounds like you need something portable. ScanSnap S1300 is portable (runs on either USB port or AC power supply). You can find it here: http://www.fujitsu.c...snap/s1300.html Here is a list of some of the benefits, which include cross-platform compatibility. Scan up to 8 double-sided pages per minute Holds up to 10 pages in the automatic document feeder Cross-platform compatibility for PC and Mac One button Searchable PDF creation, PDF, and JPEG Scan to editable Word and Excel files Create searchable keywords from highlighter text Business card scanning software USB or AC powered I use the ScanSnap S1500M (M for Mac). http://www.fujitsu.c...nap-s1500m.html This comes with Adobe Acrobat 9 Pro, which is a huge benefit when going paperless. It enables the conversion of just about any document to PDF format and making it searchable (OCR). As you read more in the EN forums about going paperless, I think you'll find that most users store their documents containing text as PDF files in EN. I've tried other OCR options, I think Adobe Acrobat 9 Pro is the best. Some users store their text files as JPEG's but I don't get the impression that it is very common. Doing so has some limitations, including being unable to select the text that might be in those images. Keep in mind that the ScanSnap S1500 series (whether S1500 or S1500M) is really a very compact unit. You might not notice from any of the pictures of it. While it is compact, it is technically not portable because it is not powered by a computer's USB port. It needs AC power to operate. Also, know that both models work with Windows or Mac. The difference is in what bundled software comes with the unit. The additional bundled software that comes with the S1500 is for Windows, where as the S1500M is for Mac. But either hardware will run on both platforms. You'll also notice from this Amazon search that the cost difference between the two scanners is less than the cost of Adobe Acrobat 9 Pro, which means the software is gotten at a great deal.
  9. Godzdude, do you have a scanner? I recommend the ScanSnap S1500 or S1500M if you have a Mac. They each come with Adobe Acrobat 9 Pro for their relavent operating systems. Acrobat Pro will OCR your pictures like you want. Considering that the program cost $200+ alone, buying the scanner bundled with the software is worthwhile. By the way, Acrobat 9 Pro works great on OS X Lion, if you're a Mac user. They key is to install all the updates. Sounds like you might be using your smart phone's camera to capture documents on the fly and importing into EN, such as taking pictures of notes at the end of class. You could do this and then when you got home, you could right click the photo in EN and open with Adobe Acrobat 9 Pro, make your changes to the photo (convert to PDF and OCR), and then click save. The note would then save all the changes right into EN.
  10. My Multifeed Detection setting is set to "Check Overlapping (Ultrasonic)". This allows for documents of different lengths to be scanned together and still catch those that got stuck to each other during the scanning process.
  11. Naming conventions: I think we would all like to see what others are using. I will stick my neck out and share what has worked well for me. I have twelve main notebooks, many with three or four subnote books inside. If the notebook has subnotebooks it is listed in all caps. COMPUTER - inside is a notebook called Code Snippes. The first part of the title of any note within a notebook is the first part of the name of the notebook, in this case: Code for example two notes within this notebook are: Code: Photos in a Document - Table Format. Another note is named: Code: Goodle's Safe Browsing Service. It looks like this: COMPUTER Code Snippets Code: Goodle's Safe Browsing Service Code: Photos in a Document - Table Format Another notebook is called OFFICE: and it looks like this. OFFICE Business Card Business: Auto Masters Receipts Receipts: Allstate - Car Insurance Tax Info Tax: 2011 - Tax Return I think you get the idea, this work well for me, I have 1510 notes with about 50 in merge format, so about a total of 2000 notes. Regards, David in Wichita ClutterBGone, I would call your organization style "directory structure". It can work well. Sounds like it's working for you now. This is the kind of structure that I've used in the past. Currently as I finish my conversion to Evernote, I'm changing from this directory structure focused style of organization to a tag style naming system with date as my primary sort. It generically looks like this: date - tag - tag - tag... The "tag" is really a key word or words. It might be a short phrase. But these are not really tags. At this time I don't use tagging feature in EN. I use "tag" when describing my naming convention, because when using search terms to find files, they function as tags would. Since I don't currently use the tagging feature in EN, later when I do implement its use, I will be able to add an additional layer or grouping to the way I understand my information. Examples of how I name notes might be something like these: 2012.04.10 - Federal - Taxes - 2011 2011.12.31 - St Johns - Taxes - 2011 - Donation Receipt 2012.04.10 - Anathem - Provener - Notes The note "tag" begin with global relevance and become more specific to the note with each subsequent "tag". Also, the number of "tag" is not limited to three. I put as many as intuitively feels right. At this time, I use one notebook for all my information. All documents are scanned to PDF and OCR'd using Adobe Acrobat 9 Pro. The PDF's are named using the "date - tag - tag - tag..." convention. The PDF name becomes the name of the note when imported into EN. When creating the name of the note, I choose "tag" information that makes sense. I also choose dates that make sense. I tend to use the due date for bills as the date of the note/PDF. When saving letters that I receive, I tend to use the date of the letter, not the date I received the letter. Likewise for letters that I write, I'll use the date of the letter, not the date I sent the letter. If I really need to know the date I send the letter, then I'll send the letter "certified" and scan a copy of that stub as part of the note. Likewise if I really need to know the date that I received the letter, I'll scan the envelope along with the letter so I have a record of the date stamp and then add a note with the date received. I look at each type of document and determine the date that is most relavent to me. Then, I maintain consistency with the date type for each document type. This can seem difficult to track but since it is based on what is relavent to me, I really don't have to think about it. What is nice about this system is that it is based on how I think and what I think is important to know or remember. It is related to how I think and yet is flexible so that when I change my thinking, I can change my naming scheme and still find everything that I need because it is all based on how I think, not based on location in a directory where things can get hidden. I just search using terms that make sense to me and everything that I need comes up in the search. I think the real key to using EN is to use it how you think.
  12. I created profiles with various scanning attributes and saved them as you see in the picture below. Quickly, I can select the correct scan profile from the list to match the attributes that I need in my final document. The quality setting for each profile is the same (color 300 dpi; BW 600 dpi). The paper output size for each profile is the same (8.5"x11"), except for the profiles with "Autosize" at the end of the naming scheming. Additionally, the output naming matches each scan profile so that all files scanned using a single naming scheme will output together. This allows for scanning different document types with different scanning needs to the same folder and be visibly distinct from each other. Additionally, at a glance I know the output qualities of a file without opening it. The final steps include renaming each file using a tag type system similar to GrumpyMonkey (date - tag - tag - tag) and then dragging the file into Evernote. How do you manage your scanning with your ScanSnap?
  13. idoc, great to read that you've made it through all the hard work to the other side of a paperless world. Just curious, what kind of naming conventions do you use?
  14. Some of the documents that I scan are smaller than 8.5x11, W-2's for example. I've scanned using my ScanSnap S1500M using the autosize feature, where the scanner detects, crops and outputs the document as a PDF keeping it's original document size. The problem is when printing this special sized document, the document is printed blown up on an 8.5x11 sheet. On my Mac there are some printing features that change the output, so I can do this but it's an extra step. Where as when I scan these smaller sized documents to 8.5x11, the print output is correct without having to make print option adjustments, but a lot of white space exists in the document. How do you handle scanning documents smaller than 8.5x11?
  15. I was intrigued by this 3rd party development but have to agree with everyone so far. I trust Evernote quite a bit. It would take something monumental for me to put that level of trust in a 3rd party app.
  16. I came across this as an advertisement in Evernote (before I went Premium). Can someone comment on their use of this? http://socialfolders.me/evernote/sync/
  17. I have the ScanSnap S1500M, same hardware as S1500 but with Mac software instead of Windows. I do not notice what you describe. You might need to be sure the bottom part is fully closed prior to closing the top. Also, any of the extensible parts need to be fully retracted in order for the off switch to be fully engaged.
  18. Johnny, You could get a ScanSnap. Fast ADF. Scan to PDF with OCR. 2 cents.
  19. I'd definitely encourage PDF's for anything that you want to make searchable. Photographs could be TIFF if high quality archival purposes or JPEG for a compressed version of the photo.
  20. Dito on "The Secret Weapon" as their information is very clear and in video format where they show you how, not tell you.
  21. "The Secret Weapon" videos are very neat. Polished. I love the intro which makes me think of 1970's style comic book action shows, like Batman.
  22. I do not OCR to text, which is what I think you are talking about. I OCR to PDF. Here's a link to a video about what is going on with that process.
  23. I'm not talking about the GTD methodology. Ultimately some methodology would result from a practice of using visual actions but not talking about that here. I'm talking about using non-verbal information to create extensions of thought that would elicit memories of the creation experience and provide stronger reminders. I just want to be able to do this efficiently and without typing or very little typing. One way to do this without typing would be to take the photo using iPhone and have it uploaded to a specific visual actions folder that would get reviewed. Ultimately I can invision a system becomes one with the user.
  24. I've done this too. A cover will often have both the title and author. It will also give me other non-verbal cues, making spotting the book on a Webpage or bookstore display shelf quicker and easier than a text only approach. That's what I'm talking about. I just want to find a sleek way to organize them without typing. Taking a picture and then providing a one sentence audio clip about the photo that would automatically be converted to searchable text would be ideal. Then it would be searchable by text without the need to type.
  25. I've been thinking about intuitive forms of non-text notes that could be incorporated into an Evernote note workflow. The idea is to take a picture of something in the natural world that "cues" the photographer to perform an action. The intuition results from the connection between the photographer's need to do a task and the memory of the experience of taking the picture. Such that when the photographer views the picture, he knows the task to be completed. This is valuable because our memories hold vast amounts of information. This information is invoked when the photographer reviews his photo. Putting this information into text, on the other hand, would be a lot of work and take more time. When we directly experience something, we gain more information quicker than we could by reading the same amount of time. Reading is a slower way to learn. Have you ever tried to learn something by reading? Has anyone ever showed you how to do something? Which was quicker? For example, suppose I need to fix hinges on a door. On old doors it is common to find hinge screws that are stripped and failing to securely hold the hinge tight to the door or door jamb. The result is a door that swings improperly and hangs up on the latch side of the door where the door meets the jamb. If the home owner in this case, were to take a photo of the door or door hinge or the damage to the door jamb where the door bumps the jamb, any of these images could serve as cues to repair the door. The idea is to have a series of notes that are just photographs of to-do's. These would remind the photographer what projects need work. I suppose they could also be used to tell someone what needs to be done, let's say in the door case above by sharing with a landlord. My sense is that there is a possible method to a picture only kind of note system for projects and to-do's. My concern is with the organization or cataloging of them. I suppose the pictures could be named using a standard naming scheme. I also suppose tags could be used. Anyone have any other ideas?
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