I hate stacks of papers and paperwork. I don’t have the patience to keep up the files, or the interest. I find the whole process to be very time-consuming and little more than busy work. I would much rather have a streamlined way of keeping up with things online.
The best way I have found to try to cut down on the paperwork that I have to keep up with is Google Docs. I use it to keep personal, school, and a few work files. I can upload any time of document, spreadsheet or powerpoint and Google Docs will convert it into it’s own software. Then when I am finished with it, I can either use it from the Google server or I can translate it into one of many types of files, including PDF and html files.
Also, it is easy to share files with anyone who has a Google account. These accounts are very easy to create! I have had great success sharing files with my students and being able to access them in real time. Theoretically, someone who was teaching a class could have their individual students upload their files on to Google and then share them with you. That way, comments could be updated in real time and everyone could be up to date on grades as soon as grades are ready.
The thing I really love about Google Docs is accessiblity. Unlike files that I have saved on my home computer or work computer, Google Docs is readily available in any location that has an internet connection. Also, their software can be used within a web browser and is freeware that does not require purchasing the expensive (and RAM consuming) Microsoft Suite of products.
There are some downsides though.
First, the software is not exactly like the Microsoft Suite. I have found that some of my coworkers that are not as technologically savvy have had a slight learning curve to adapt. As with any new thing, some people will resist using this new system if it doesn’t seem immediately applicable to their lives.
Second, I have seen some complications with trying to work in Google as a guest. You can set up a Google Docs account through a domain that is not @gmail.com, which is called a guest account. You have access to the files, but I have found it to be much simpler to use a google based account (gmail) as the base account for Google Docs.
It’s not perfect, but Google Docs has been an efficient system for trimming down my paper work. It is easier to keep up with, and the decreased paper trail is better for the environment. If you’re looking to increase accessibility and decrease paper, this is a good place to start.
