End of the Year - File Clean Up

[FE4U]

You don't have to scan every file today. Start with your active cases and when you meet with older clients for review, clean out their file and scan what's needed, shred the rest. Eventually you will have everything that's important scanned.

I'm a newby and plan on scanning my docs from the start. Would you guys suggest I still keep the hard copy for a certain period of time and if so how long?

Larry you said when you do an annual review to scan what is needed and shred the rest. Can you give some examples of which docs would be needed and which ones you would shred?

 

[Newby]

Paperport works very well. I've used it for over 10-years. I don't keep any paper files.

I use ACT as my database. Drag the scanned docs into ACT to the contact they go with and everything s simple and organized. You can easily backup everything and password protect it. If you want paper files on an appointment, you just print them out.

 

[Larry Tew]

I'm a newby and plan on scanning my docs from the start. Would you guys suggest I still keep the hard copy for a certain period of time and if so how long?

Larry you said when you do an annual review to scan what is needed and shred the rest. Can you give some examples of which docs would be needed and which ones you would shred?

I throw out mundane general docs or old notes that have no meaning any more. I throw out old annual statements or illustrations that I might have shown that don't represent what they bought. I keep scans of apps and current illustrations, annual statements, etc.

 

[Advisor06]

How do you keep your day to day work organized if your paperless?

 

[sgriswold]

I went paperless in 2009. Some tips:


- Fuji Scansnap S1500 is by far one of the best SOHO scanners and not terribly expensive. I used its predecessor to scan in over 10,000 pages of old records.

- Hire someone to scan in your files, your time as an agent is far too valuable to be wasted on this.

- You may want to weigh cost/benefit of hiring an imaging service. They're pricey but make sense if you have a LOT of paperwork. I decided that it was easier to have my secretary scan files here and there in her downtime.

Also, a few words on cloud storage: While Dropbox is inexpensive and convenient, be aware of potential data security and HIPAA issues. Dropbox has been known to have security flaws, and personally I wouldn't trust any cloud service that doesn't have local encryption (if someone steals your computer, all your files are compromised).

If you decide to work in the cloud, you MUST arm yourself with the knowledge of the risks and responsibilities of doing so. It's far more involved than just locking your file cabinet.

(For the record, after 18 months of trial and research, I chose Nomadesk as my cloud storage provider. Anyone is welcome to PM me with technical and logistical questions about any services available)

 

[Advisor06]

Does anyone use paper files anymore or is the best way to scan everything in?

 

[sgriswold]

There are literally zero advantages to having a paper-based office, unless you LIKE being called a dinosaur.

 

[russelltw]

Saw this when reviewing my SOS online back up service. Would think the major players are, but nice to see it in writing.

https://support.sosonlinebackup.com/entries/21568667-Are-you-HIPAA-compliant-
SOS Online Backup complies with the Health Insurance Portability and Accountability ACT. (HIPAA); enacted by the US Congress in 1996. Check the SOS Online Backup website for more details.

 

[Ann H]

Saw this when reviewing my SOS online back up service. Would think the major players are, but nice to see it in writing.

https://support.sosonlinebackup.com/entries/21568667-Are-you-HIPAA-compliant-
SOS Online Backup complies with the Health Insurance Portability and Accountability ACT. (HIPAA); enacted by the US Congress in 1996. Check the SOS Online Backup website for more details.

That is VERY important to me! Thank-you.

 

[russelltw]

Ann,
SOS online backup was rated higher than the other well known services. The bit I like the most is that you can back up multiple computers to the same account.
Rusty