Paperless
2026-05-09 03:49 UTC
Replies (6)
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@nibbler@discuss.tchncs.de 2026-05-09 08:39
I run a small it company. Each month I have to sort all tax relevant documents and hand them to my tax office. So I download the tx CSV from my accounts. Those get parsed and the relevant invoices get searched in paperless, so I see if something is missing etc with a few minutes of manual work.
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@shrek_is_love@lemmy.ml 2026-05-09 03:59
I haven't looked into Paperless much, but what does your workflow look like exactly with regards to the emailing part?
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@dan@upvote.au 2026-05-10 04:58
I felt like a grown up once I got my paperless-ngx setup up and running. I have a Scansnap ix1600 scanner. Everything is automated once I insert a document and click the button to scan it. 1. Scanned documents are saved to an SMB share on my home server - it's a built-in feature on the scanner. 2. Paperless-ngx is watching that folder and grabs the files. 3. Paperless-ai uses AI to add metadata to document (title, tags, correspondent). For documents I need to keep a physical copy of, I give each document a consecutive ASN (archive serial number) using QR code stickers. When importing the document, paperless-ngx sees the barcode and attached the correct archive number to the document. If I need to find the physical copy, I first find it in Paperless-ngx, look at the archive number, then look in a folder where the documents are arranged by archive number. Easy.
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@probable_possum@leminal.space 2026-05-09 09:09
Asked myself which documents I have to keep for how long. I found this German Verbraucherzentrale [article](https://www.verbraucherzentrale.de/wissen/digitale-welt/datenschutz/aufbewahrungspflichten-welche-unterlagen-muss-ich-wie-lange-behalten-84296) ([Google translated](https://www-verbraucherzentrale-de.translate.goog/wissen/digitale-welt/datenschutz/aufbewahrungspflichten-welche-unterlagen-muss-ich-wie-lange-behalten-84296?_x_tr_sl=auto&_x_tr_tl=eo&_x_tr_hl=en-US&_x_tr_pto=wapp)) about document retention times. But that information doesn't give me a workflow. What are your workflows for new documents to scan(tags, correspondent, unique number). How do you keep track of out-aged paper which can be disposed? What's your pdf backup strategy?
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@Saltarello@lemmy.world 2026-05-10 06:18
I still feel like I'm living in the future using Paperless though I feel I must use it differently to everyone else as i haven't felt the need to automate everything as it doesn't always tag things to match my own specific tagging system. For those that do automate everything, how do you overcome naming of documents? I want the scanned documents to have human readable names rather than the naming format of my scanner (or phone on occasion) or the naming format of XYZ company emailing me a document because in a catastrophe situation I want to be able to easily find & retreive vital/important .pdf docs from a backup rather than having to think about replacing equipment to set up Paperless again (in my instance aside from nightly Kopia snapshot backups I also export Paperless backups on device plus a secondary backup is automatically moved to a separate drive on my network & a third copy is encrypted & stored off site).
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@scrchngwsl@feddit.uk 2026-05-11 09:23
The main problem with Paperless is me. I just can't be arsed to scan stuff, even though it's almost entirely automated. The only thing that isn't automated is me putting the paper into the scanner. Why am i like this?