This is part of my development process for bookkeeping.
I have to find a way to acceptably manage the document capture process – which in plain English is about what you do with those pesky little bits of paper you collect every day, such as petrol and parking receipts, train tickets and the like.
My plan is scan it the second you get it and auto-store it in a file on the internet, deleting it from the phone.
Everyone dislikes paperwork (except perhaps me), and most of us like gadgets so we have smart phones.
No more paperwork.
SHORT VERSION
(1) Search your app store for “Document Capture” – also “FTP”
(2) Yes it’s legal and acceptable. Yes there are caveats (below).
LONGER VERSION
Contact me if you’d like to work with me on this, it is part of my guinea pig development.
I can give you some web space or you can use google docs or sky drive for example.
EXPENSES CLAIMS etc
I am exploring smart phone use for document scanning and pleasantly surprised with what I am finding.
Search your app store for “Document Capture” – also “FTP”
My plan is to use the phone to scan receipts and invoices etc and save them to an internet location
I already do this, but from a home based sheet feed scanner (Brother MCF 9840CDW expensive toner, great FTP scanner) – this means unattended (and no PC) batch document scanning to private internet space.
Believe it or not there is a case (see below) for NOT keeping many original documents and there are ways to avoid all the paper, even those horrible petrol and parking receipts.
OR
OUTSOURCE IT
The absolutely most simple way to do this is to send it all to someone else such as Papershrink here: http://www.papershrink.co.uk/
Based King’s Lynn direction.
I have never used their service, preferring to do it all myself with my own gadgets which I have done for many years now, BUT I have spoken with them over the years and like their approach; I would consider them as a choice if I wanted that service level and they are a smaller business, if growing, so they don’t price us completely out of the market. Here’s the approach http://www.papershrink.co.uk/eFile-it.htm
WHAT ABOUT?
LEGALITIES
A consideration of the legalities is here: http://www.cull.co.uk/dbimgs/LegalAdmissibility.pdf
I have no contact with that business, but note they are Northern based.
HMRC
In short, HMRC scan everything the minute we send it in, so what’s good for the goose as it were – chain of evidence is the basic idea.
VAT – see 2.6 and 2.7 (microfiche has been around for years and years) – paper not required.
http://customs.hmrc.gov.uk/channelsPortalWebApp/channelsPortalWebApp.portal?_nfpb=true&_pageLabel=pageVAT_ShowContent&id=HMCE_CL_000099&propertyType=document#P67_6195
Electronic Invoicing – meaning no paper version.
http://customs.hmrc.gov.uk/channelsPortalWebApp/channelsPortalWebApp.portal?_nfpb=true&_pageLabel=pageVAT_ShowContent&id=HMCE_PROD_010205&propertyType=document#P28_1697
None of the above is an alternative to specialised legal advice especially in criminal matters.
What do I do? I scan everything AND keep the originals archived in the order scanned, but then I do not have a great volume of paper.
Edit: two technical matters, I recommend keeping dpi to 150 dpi and file type to PDF.
Yours sincerely etc
Anthony
I write all my own material – same as I do all my own work – engage me, you get 100% me. No employees, no sub-contractors and no “outsourcing”.
