The Digital Life: How To Go Paperless

In this issue of “The Digital Life,” let’s talk about some of the technologies and solutions that will allow you to rid your life of paper-based data. From smartphones to UMPC’s, you have a lot of choices. Which ones will fit you best?

After backing up your data, the next move in your quest for a paper-free life is deciding which devices will best serve you. Thankfully, “convergence” has come a long way since the days of monochrome PDA’s. Convergence is the idea that multiple technologies will eventually “converge” in one or a few devices – MP3 player, video player, photo camera, video camera, email client, document editing, TV, banking, and games, just to name a few.

PDA
The Personal Digital Assistant is the pioneer in the “digital revolution.” When the PDA first came on the scene decades ago, it was a wonder of technology. The PDA aimed to replace the Rolodex (and other contact organizers) and the paper organizer/calendar. With features like music players, photo viewers, calculators, and games, the PDA virtually created the convergence market – and essentially made the Rolodex and paper organizers obsolete. Alas, the PDA has slowly become all but extinct. Its demise can be primarily associated with the introduction of the smartphone.

Smartphone
The smartphone is a logical extension of the convergence philosophy. The PDA was another electronic device to carry around in addition to a cell phone. By combining the functionality of a PDA with the ubiquitous mobile phone, we got the best of both worlds – with the added benefit of less baggage. The smartphone provides limited computing power. But when you need to shoot out a quick email or text message, a keyboard-equipped smartphone will do you just fine.

UMPC
A new-comer to the convergence game, the Ultra Mobile PC is a sort of hybrid, with a questionable market. The UMPC was introduced with tremendous fanfare and hype (rivalling the hype surrounding the Apple (NSDQ: AAPL) iPhone) as the “Origami” platform from Microsoft (NSDQ: MSFT). Placed somewhere between a Tablet PC and a PDA, the UMPC is too big to fit into your pocket, but too small to be a practical everyday computing platform.

Tablet PC
The new millenium ushered in a new computing platform known as the Tablet PC. With a modified version of Windows XP – Windows XP Tablet PC Edition (of course) – the Tablet PC allowed productivity on a new level. The Tablet PC took direct aim at the traditional paper-notebook by giving users the option of writing directly on the screen. The screen incorporates a digitizer that translates pen movement into “digital ink,” without touch input – because writing on a screen is more natural when you can put your palm (NSDQ: PALM) down. The tablet has the potential to replace books as well, but this may require some commitment and diligent scanning. The Tablet PC has the potential to transform educational and creative fields.

Laptop
The digital warrior’s staple device is the traditional laptop. With a tried and true portable form factor, the laptop provides true computing power on the go. Without the need to bulk-adding digitizer screens, laptops can be thinner and smaller than a Tablet PC. And, on the flip side, some laptops can also pack in the power – offering desktop performance.

Peripherals
Now, what good are all these toys if you have no way of digitizing all that data. If you are serious about going “paperless,” make sure you have these essentials. Time to accessorize!

Scanner – a scanner is essential to digitizing that paper-trail of yours. Anything can be scanned, and with a disciplined file-naming and directory structure you can make that file cabinet history. Specialized business card scanners are widely available if you really want to get obsessive about scanning those cards – but you can use a traditional scanner just as easily.

Flash drive – in addition to being a data backup solution, the flash drive will allow you to easily exchange data between your devices.

So, what is best for you? Well, the best person to answer this question is…you. Still, here are some suggestions:

Academia – Do you take lecture notes? Are PowerPoint presentations a part of your routine? Then a Tablet PC might be your best bet. With Microsoft’s OneNote software suite, you get an electronic version of the spiral notebook. You can even annotate directly on PowerPoint slides and PDF documents. OneNote includes a range of different pen, pencil, and highlighter options – which you can change on the fly. You can leave your notes in your own handwriting, or choose to convert all that scribble into text. There are two main categories for tablets:

Convertible – puts emphasis on the traditional laptop form factor (which quickly transitions from laptop to tablet with a swivel screen, good if you need to type up a report)

Slate – puts more emphasis on the tablet form factor (making it slimmer and better for portability, but awkward for long typing sessions).

And get yourself a smartphone. It’ll help you keep track of appointments and deadlines, not to mention your class schedule.

Business – If you need to take your business on the road, but don’t really need to worry about handwriting notes, then a traditional laptop is your best bet. The laptop can handle all your heavy-duty computing tasks, while keeping all your important data right by your side.

A smartphone is also a good idea. You can easily synchronize your schedule and contacts with your laptop. This will give you instant access to your itinerary and contact information without the added bulk of a laptop. The smartphone is a supplement, not a replacement for the laptop.

Media – This applies to both print and online media. Both sectors rely on timely information and urgent, last-minute changes. If you find yourself constantly writing or editing documents, a UMPC may be in the cards for you. The smaller size and full feature set keep you ever-connected and able to quickly write up or change that editorial piece you’re working on.

Keep in mind, a smartphone is still a good idea. If you get one with a qwerty keyboard, you may even find yourself making simple edits on your phone and email them for publishing (make sure to get that data package, emails can eat up expensive megabytes).

Art/Marketing – It might seem strange that art and marketing are lumped together like this, but they both involve creativity and a flow of information. The Tablet PC is in a unique position to really boost idea exchange and brainstorming. And some tablets have pressure sensitive pens that allow artists to use the tablet as a digital canvas.

Again, a smartphone is key to staying in touch and connected with your team. See a trend here? Everyone can use a smartphone.

Next issue, we’ll take a look at ways to use your digital gear to the fullest! Stay tuned…

 

Feel like we didn’t address your particular needs? Have a suggestion for the column? Shoot us an email or leave a comment! Your opinion matters, and no suggestion is too small!