I haven't looked into Paperless much, but what does your workflow look like exactly with regards to the emailing part?
I got an unlimitted email package from a host, before my journey into self hosting. I use a different email address for everything I sign up to or need to confirm I am human with. They all forward to 6 or 7 different emails I check I have just decided that those email addresses would forward to paperless email address to keep stuff sorted.
*edit I get next to no spam, if I do I either close the email or tell the company they have had a data leak and close the email.
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.
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.
Asked myself which documents I have to keep for how long. I found this German Verbraucherzentrale article (Google translated) 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?
For backups I use Borgbackup with Borgmatic, to two different storage VPSes (hosted by two different providers in two different regions).
I posted my paperless backup strategy here: https://lemmy.world/post/46429607
As for retention time, in digital I don’t care. Storage is cheap enough for that amount of data.
Paper I tend to only keep very important documents, but haven’t done a full inventory scan yet.
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