Sunday, November 9, 2008

Going Paperless

Ok, our office recently decided to go paperless and I am curious what others are using to manage their paperless files. We have a Xerox machine that allows us to email documents to ourselves so we just email a copy of the original contract and store it by property name on our hard drive. We also save a back up copy too. We keep all photos of each property in a folder along with all other documentation and keep a log file for any notes we make on each property. Right now it is kind of tedious because it is different from what we are accustom to, but I think in the long run it is going to be much easier to manage not to mention all the trees we are saving. I also us a program called DoPDF which shows up as a printer in your list of printers. If you have a document, say an email you want to keep a copy of from a client and instead of printing it for the file, you simply choose DoPDF from the list of printers and it creates a PDF file that you just have to name and file in it's corresponding property file. This has been very handy in recent months.Another simple way to eliminate some of your clutter is to choose paperless billing with all of your monthly bills. Most electric companies and other utility companies have this option if you visit their websites. In most cases you can even save the cost of the postage because this service is free if you pay online. If you keep copies of your bills for your taxes, just simply print to DoPDF and save it to a file labeled taxes and you saved paper yet again. So what other option are available to help a small business go paperless? What online storage options are you finding easiest to use? Would love to hear what works for you!

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