After going back and forth with several options for building out my personal document management system, I opted to sign up for a premium Evernote account. Before this, my options were:
- Do nothing and digitize documents on an ad hoc basis – too chaotic and disorganized.
- Store digital scans on Dropbox – files are not searchable.
- Use Google Docs – limitation on PDF file size and clumsy upload process.
- Install local document management system – requires maintenance and backup.
By upgrading to the Evernote premium edition, I go from 40 mb upload a month to 500 mb. Additionally, I can now upload any file type and search within a PDF. I have a Lexmark Prestige 805 multiprinter at home. It’s wireless and has a built in Evernote function that with one click will scan and email the PDF to my Evernote email upload account.
My workflow goes as follows:
- Input into Evernote using scanner, iPhone app to snap an image, or clip using the web tool.
- Periodically, log into Evernote and tag and categorize my files.
- Search when I need info.
The key feature that was the selling point for me is the ability to search everything. Evernote includes built in OCR to recognize text from PDFs to images, including handwritten notes. When you’re looking for a document, you’ll find that search is the lifesaver. Instead of sifting through piles and piles of documents, I can simply use a few keywords and narrow things down.
I like Evernote quite a bit, but I'm wondering, what kinds of docs are you using it for? Are there any categories you don't include in Evernote?
My biggest concern is that, if I use it to manage all my life docs (bills, receipts, various paperwork) and it goes dark, how easy will it be to get everything out again? Right now, I just have a "file cabinet" folder (encrypted) on my computer using a simple alphabetical subfolder list a la GTD. Mozy backs it up off-site. It isn't easily searchable, but everything is where it needs to be.
I am tempted to use it though, because I'm trying to go paperless–I only keep paper if for some reason I need originals–and having the search capabilities would be a big plus.
I've been going serious for more than a week now. I'm 100% committed to this product and putting everything on it.
I keep my life docs (passport, ssn, drivers license, etc.) backup on multiple drives. I'm an Evernote user since 2008 but just start recently attempting to digitize everything so its searchable. A lot of scanners comes with personal document management systems but that would require me to do the backup myself and maintenance.
As with all online services, there's always a chance of them going out of business. That said, Evernote recently received another round of investor funding so I'm sure they're not going out of business any time soon. There's also an option to export the entire database as a last resort.
For now, I'm going to digitize everything except documents I keep in the safe deposit box (at least until I gain enough confidence in the system).
As always, change your passwords often.
Daniel,
Do you use Evernote for your personal files, such as bills or professional files only.
I use it for everything with the exception of documents I keep in my bank safe deposit box. I had paper bills that I kept on file for the past 15 years but not once had I referenced it. To simplify my system, I shredded those records.