adding productivity to your filing methods

Having a paperless office is a concept that was the aim and dream of every organisation and company. We now have the tools to go straight from tablet to cloud filing .

Cloud-based file storage has made the dream a reality. It offers the following

Direct posting from a source device to the cloud
Handwriting recognition software can translate any writing on a tablet into an electronic document.
Having a sensible and clear filing method can enable work to be stored directly into a folder accessible to not only you but your PA’s and support assistants.
Saves space rather than physical filing cabinets.
Important to have a backup drives to avoid any loss of data and system of backuop- form daily through to monthly backups.
Most cloud-based storage systems have their own backup systems.

Examples of cloud-based systems are:- Dropbox, Google Drive, Microsoft OneDrive would be the main contenders and of course their other cloud-based systems to use the above are the most popular.

Security of data is extremely important and good systems have the ability to encrypt the data so one can access it without the proper authentication. This usually referred to as two-step authentication . One example of this would be Microsoft Authenticator which uses your mobile phone to verify a number visible on the cloud=based storage before accessing your files.

Without these methods data would be less secure. We have all heard of data being leaked by the use of USB devices, They can get lost and if not password protected will be a security risk. This is another reason for using the cloud. Even hard disks are not totally secure and safe. I have had hard discs fail and lost data that I cannot retrieve. Devizes that fail also can cause a data lost that is not recoverable.

So the ideal would be for mobile devices to connect to the cloud with automatic backup and linking directly to the folders you need your entries to go into.

Things to avoid are nesting. That is the creation of folders within folders. Losing your way around an electronic filing system. Having a clear understanding of your organisations filing system which could be done via a mindmap software that can show you the filing structure and ways you can access the folders. Such cloud-based systems are hierarchical and that suits the way mindmaps can be viewed – top down, left to right, etc. .
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Testimonies

“1’d like to give a shout out to Myles Pilling, BA,M.Ed. and encourage anyone who needs training and support around assistive tech to reach out to him directly. was lucky enough to have several hours of training with Myles thanks to my Access to Work grant. Myles’ training though? Well, it was closer to coaching than training. He didn’t assume. He asked me to show him what I did so he could offer refinements and tweaks.

But the most important thing Myles did was question why I was doing what I was doing; what was the benefit, why was it needed, and if it was what was the most effective way of doing it? No more ‘stick a tech plaster on a Luddite broken leg’ – instead Myles helped me work most effectively with my tech, by helping me figure out when and how I needed it. The absolute best bit? Thanks to working with Myles, I never ever need to do filing again.

Seriously. Never.

Myles helped me set up a system that I would likely never have discovered without him, that allows my work to be recorded and autosaved without a single follow up step.” Leah , Consultant , Search for Serenity

“Accessibility Smyles continues to serve up timely information about the latest and best technology for individuals with unique needs. Always pleased to receive these helpful resources with related links. I share them with parents, educators and others who serve the many with reading and learning challenges. (Thank you, Myles!)” – Jean

“I’ve known Myles for many years, he’s my go-to expert for all this Accessibility, so much so that he’s our resident expert at Anderton Tiger Radio. Whenever we feature this topic he’s always there with excellent advice and guidance, in fact you can listen to him again here from our January radio show https://www.buzzsprout.com/695014/2586430-myles-pilling-talks-about-technologies-for-send-that-have-caught-his-eye-at-bett-2020 Highly recommended, Myles is most definitely one of the top 5 experts in his field in the UK” – Russell Prue, Anderson Tiger

“After one of your recent training sessions, I visited your Techsavvy session and discovered the virtual tour guides. A a result my husband and I enjoyed a splendid trip to Edinburgh. A city I have avoided for a number of years due to its challenges for a wheelchair user due to its very steep streets and cobbles. I think the sessions you have posted are really good and I hoped you would be happy if I suggested these to clients, I am assisting in my volunteering journey. I am also liaising with a local charity who are trying to encourage their older members and I think they too could benefit from your regular hints and tips so would like to suggest they pass on the Techsavvy links. You really are an inspiration.” –

Heather Sneddon

South West Scotland Coordinator , AbilityNet