6/19/2012
Technology for a Paperless Office
Debra D. Charlesworth
© Debra Charlesworth
Spring 2012
Three big ideas today
1. Make paper digital
2. Write digital notes
3. Organize digital notes
In particular, we’ll talk about how to integrate this
with the iPad and Livescribe pen.
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Where I started
•With e-mail, I’ve found that I like to put e-mails
into a few folders and search
•For years, I’ve struggled with how to file notes
from meetings and handouts that we receive
•How can I use the iPad to organize?
•Is there a better way than slips of paper
everywhere?
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6/19/2012
Idea #1 – Make paper digital
© Debra Charlesworth
Spring 2012
Why go paperless?
•Less filing space
•Less paper (especially if you start digital)
•Easier access to files
Searchable
Portable access on mobile devices
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How to get paperless – scan it
•Office copier can generally sheet feed paper and
create PDF files
•Fancier scanners can use separators to take a
stack of paper and generate multiple PDF file and
do optical character recognition (OCR)
•Recommendations
Scanning at 300ppi for printable PDF files (often required
for OCR, too)
Use scanner or Acrobat to do OCR
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How to get paperless – II
•Take a picture
White board
3D objects
Bulletin board
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Idea #2 – Write digital notes
© Debra Charlesworth
Spring 2012
Two types of digital notes to consider
•Notes that would typically be handwritten
Meeting notes
Notes to self
•Annotating PDF files
Journal articles
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How to take digital notes
•Type on device
Who wants to carry a computer to every meeting?
iPad is great, but I can’t always type very fast and I want to
use iPad to surf/view calendar/etc.
I can still write faster than I can type
•Write notes and scan – two-step process
•Use a digital pen – the Livescribe pen
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What is a Livescribe Pen?
•It’s a pen
•It’s a camera
•It’s a microphone
•It’s a speaker
•It’s magic!
•Cost: $120-180 for
a new pen (retail)
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What can I use the pen with?
•Special notebooks
$20-25 for four 100 page notebooks
•Dot paper
You can print your own
•Post it notes
•Visit livescribe.com
for a complete list.
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How does it work?
•Turn the pen on
•Decide if you want to record audio – touch
“record” if you do
•Write on the paper
•Sync with your computer to transfer the files
where you would like them to go
Syncing is a “wired” activity – the pen can only be so
amazing!
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Some interesting applications
•Instructional aids for classes
Record talking through a problem
Post the PDF on Canvas for the class
Students can use to take notes
•Calculator, Unit conversion
•Text to Table/document software
•Hangman, Zork, Tic Tac Toe
•Draw a piano and play some music!
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What can I do with my notes?
•Import them into Livescribe software
Pages can be put into custom notebooks
Documents can be searched (text recognition on your
handwriting)
These notes can be transferred to iPad
•Create talking (or silent) PDFs
•Tap in a notebook to replay audio
•Upload to a web server
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Annotating PDF files
•On iPad, use Goodreader and tools within it
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Idea #3: Organize digital notes
© Debra Charlesworth
Spring 2012
Now that you’ve gone digital you have…
•PDFs from scanned paper or journal articles
•Photographs
•Livescribe notes (PDF files)
•How should you organize these notes?
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A few options
•Networked drive on your office machine
Drop files into the appropriate folder
Limited accessibility and searching capability
•Cloud server, like Dropbox, SugarSync, or
Google Drive (formerly Docs)
Wider accessibility, but still limited searching
•Evernote
Accessible anywhere; notes are all searchable
Handwritten text and images are all OCRed
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What is the cloud?
•Access your files from anywhere when you are
connected to the internet
•The same files are available on all devices
•Examples include
Google Drive (formerly Docs)
Dropbox
Evernote
Livescribe (pencasts only)
Amazon
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What makes them different?
•Some have better interfaces for the device of
your liking (iPad, iPhone, Android, Windows)
•Some are just storage drives (Google Drive,
Dropbox, Livescribe)
•Some have the ability to store files and contain
notes (Evernote)
•All have different limits about how many files you
can store, depending on level of service
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What about privacy?
•You’re either on the internet, or you’re not (and
we all are as a function of our jobs)
•Contact IT for guidance if you work with
confidential files
•There are federal laws (like FERPA and HIPAA)
that protect certain records
•All cloud servers have some form of security
(SSL) to collect passwords and encrypt files
•What happens if you lose notebook or device?
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My recommendations
•Sensitive files
Store on local networked drive
Limited accessibility, but these often aren’t the notes I need
when I’m in another meeting
I maintain a separate Livescribe notebook for sensitive
notes and confidential meetings
•Regular files
Evernote – for everything
DropBox – to store backups of some things
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What is Evernote?
•Evernote is where I put all of the things that I
want to remember
E-mails (articles to read, passwords, receipts, etc.)
Web pages (articles to read, information, recipes)
Notes from my pen (I can carry all of my notes in one
device!)
•Evernote can store files (PDF, doc, etc.) and your
notes and internet “stuff” and categorize it
•Evernote goes beyond “paperless” to creating a
single way to keep track of all of the great things
you find on the internet
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Why Evernote?
•I can access my notes anywhere
PC, Mac, iPad, iPhone, Android, Blackberry, Windows
Phone 7, WebOS (HP), web browser
•Changes that I make to my notes sync to all of
my devices/computers
•I can categorize my notes
Notebooks for general categories
Tags to make things more specific
•I can search my notes
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Think first about how you want to categorize
your “stuff”
•Two levels of categorization in Evernote
Notebooks (big stuff)
Tags (small stuff)
•I have just a few notebooks
In, Home, Work, Random, Crafting, Crafting Supplies
•But more tags
Projects: TD (theses and dissertations), Research,
Teaching, Orientation
Types: Article, seminar, book
Actions: to read, to do
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A note on tags
•Since everything is searchable, there is no need
to create dozens of tags
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Other ways to enter information into Evernote
•Drag-and-drop files onto program
•Forward e-mails (including attachments) to your
own personal evernote e-mail address
Use tags in subject to categorize as they’re sent
@Work #TD -> puts in Work notebook with TD tag
•Install a web clipper
Button on browser
Highlight content, click button
IT installation not necessarily needed
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My workflow for meetings
•Take notes at meeting using Livescribe pen
Go ahead and write on handouts!
•Scan handouts when I’m back in the office
•Use Livescribe Connect to send notes to…
Evernote – regular meetings
P: drive – confidential meetings
•Attach scanned handouts to Evernote notes, or
put in folder with confidential meetings
•Recycle handouts
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Workflow for journal articles
•Get PDF of article
•Put article in Dropbox
“To Read” folder
•Use Goodreader to annotate article
Move article from Dropbox “To Read” into “Read” folder
Open annotated article in Evernote and tag
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My daily workflow for Evernote
•Categorize all notes in “In” box
Work, home, crafting, crafting supplies, etc.
•Tag notes
Meeting, TD, to read, etc.
•Type any extra notes – these are terms I might
search for, but don’t want to create a tag
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So, what’s this going to cost me?
•Dropbox
Free – 2GB + 500MB for referring friends
$99/year for 50GB
•Google Drive
Free – 5GB; $2.49/month for 25GB
•Evernote
Free for limited uploads (65 MB/month)
$45/year for 1GB/month + extra services (offline access to
notes is worth it)
$30/year if 3 people in an educational group join!
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Gallery of iPad Apps
Goodreader
Pencasts
Evernote
2Do
Dropbox
GDrive
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6/19/2012
Thank you!
Questions?
© Debra Charlesworth
Spring 2012
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