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Going paperless - tackling filing

Discussion in 'Living Room' started by Property Twins, 24th Dec, 2015.

  1. Property Twins

    Property Twins Mortgage Brokers - Australia Wide Business Plus Member

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  2. teetotal

    teetotal airkeeping.com.au Business Member

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  3. Property Twins

    Property Twins Mortgage Brokers - Australia Wide Business Plus Member

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  4. Tony Fleming

    Tony Fleming Well-Known Member Business Member

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    If you have procedures in place its not too hard to remain paperless. I have four baskets in my office property, personal, business and joint. Estatements from the bank are a godsend. As I said though if you don't stay on top of it it can go pearshaped very quickly
     
  5. Scott No Mates

    Scott No Mates Well-Known Member

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    We just use our laser printer/scammer/copier/fax.

    I prefer an all in one eg. Lexmark or Epson ink jet
     
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  6. Terry_w

    Terry_w Tax and Structuring Lawyer Business Member

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    Both of my businesses are paperless and my personal stuff as well. I scan everything that doesn't come electronically - except those big loan booklets.

    The key to keeping track is the naming of the files. For property related stuff just put the street name and what it is and then date.
    "Smith Repairs Dec15.pdf"
     
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  7. Property Twins

    Property Twins Mortgage Brokers - Australia Wide Business Plus Member

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    Hi Terry,

    Does your scanner do pdf? Do you name the file on the machine or the PC? Which machine do you use?
     
  8. Scott No Mates

    Scott No Mates Well-Known Member

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    Our scammer just auto labels so you can rename the file.

    Saves as pdf or jpg.
     
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  9. Xenia

    Xenia Best Adelaide Property Manager Business Member

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    Sana I think you can get paperless system software for each profession. We use a paperless system (almost) for property management. Each scanned document goes into a file specific for a particular tenant, property or landlord and there are sub-files ie routine inspections, water invoices etc within each file.

    The software is subscription based and our scanner/photocopier is a large commercial one.

    I think there are different software programs and specific attachments for photocopiers that relate to that software that make things easy for each industry.
     
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  10. Property Twins

    Property Twins Mortgage Brokers - Australia Wide Business Plus Member

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  11. Terry_w

    Terry_w Tax and Structuring Lawyer Business Member

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    I would think most do PDF or jpg. Or you can down load software which does it. I use a hp officejet pro 8600. Cost less than $200 and is a photocopier, scanner and fax as well. I name the file on the computer.

    But for printing I use another one which cost me less than $50 fujixerox laser printer. You don't want to print on a inject.
     
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  12. geoffw

    geoffw Moderator Staff Member

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    My scammer does all sorts of nasty things.
     
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  13. wategos

    wategos Well-Known Member

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    Nothing to scan... everything paperless. Property, shares, banks, they don't post me anything anymore, except for share offers and chess statements. Surely most of the stuff you get can be sent online instead ? Makes it easier.
     
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  14. Scott No Mates

    Scott No Mates Well-Known Member

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    Is your scammer Nigerian too?
     
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  15. Westminster

    Westminster Tigress at Tiger Developments Business Member

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    Our scanner is part of our printer. We bought an A3 Multi Function printer as we needed A3 for architectural plans more and more and it had the double sided scanning as well.

    I use icloud and I have a folder per company and then sub folders per property and then another subfolder for each tax year. You can put the tax year at any level really but I like it this way. I also have an icloud folder that I share access with my accountant and I dump the relevant tax year folders (or data from it) in it when it comes time for tax.

    I will scan via the printer but also use an iphone/ipad app called CamScanner CamScanner Free| PDF Document Scanner and OCR on the App Store which is pretty good. I use that for all my receipts and non standard sized items.

    To reduce paper I also sign documents where I can by annotating the document on my ipad with software called Notability. If the file has been sent to me via email and is a pdf I import it into Notability and sign it (and enter any details I want by typing or writing with my stylus). Then save the file and email the file back. I also annotate and markup architectural files this way too so i can explain changes required to builders/draftspeople.
     
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  16. RPI

    RPI Property Lawyer, Town Planner

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    We are paperless. We use year month day for naming so that you can sort numerically easily eg 151225 Smith St - LTR - Tenant.

    use box.com for online storage. Accounting folders shared with book keeper and accountant etc

    use asana.com to manage tasks
     
  17. Mooze

    Mooze Well-Known Member

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    Can anyone suggest good scanners for bulk? One of my 2016 goals is to get all our old business receipts and paperwork scanned - close to 30 binders plus a filing cabinet
     
  18. soggy

    soggy Well-Known Member

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    This $299 all-in-one laser and fax will do duplex scanning - Brother MFC-L2740DW Wireless Mono Laser Multifunction Printer | Officeworks

    For those wanting something basic and cheap just to get started, this will do single sided document feeder scans, only $16 on sale now. It's a fax too. - HP Officejet 2620 All In One Printer - Printers & Scanners - Printing, Ink & Paper - Cameras, Printers & Stationery | Harvey Norman Australia

    For phone scanning, Microsoft Office Lens is good too. Free to use, and no watermarks.
     
  19. DanW

    DanW Well-Known Member

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    I use Kodak i1120 for duplex scanning. Nice and compact.

    Most things including PMs I have asked for digital / email only to minimise the work.

    Dropbox for filing.

    Folder structure has 2 components.
    1. Perpetual forever structure.
    This has suborders for each property that has:
    -settlement
    -finance loan docs
    -refinances (with year subfolders)
    -anything else that is not annual

    2.Financial year based structure. Eg filing 2005-2006. Subfolders of this are:

    -Properties
    --property1
    ---expenses
    ---statements

    -Finance
    ---Credit card
    ---Mortgages
    ---Transaction

    -Tax return

    -Utils and Home

    -Work related expenses

    -Misc

    -Superannuation


    Then I use another structure for Projects/Renovations/Acquisitions/Due diligence with spreadsheets and templates etc.


    I really think a folder based system is best and being stuck with a software program (like evernote) is a pain and introduces too many problems and restrictions. With a folder based system I can change cloud provider any day seamlessly. KISS principle.
     
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  20. Property Twins

    Property Twins Mortgage Brokers - Australia Wide Business Plus Member

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    Do you then store it locally? And back up to cloud? Can't leave it in email alone - how do you find it otherwise?

    My X-mas day has been spent....FILING :D
     
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