Going paperless!

By
Real Estate Agent with Remax Executive Group, Inc., Marsha Booth & Associates

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!

Comments (5)

Eileen Begley
Coldwell Banker, DelMonte - Carmel, CA
Monterey Real Estate

This is something that we all need to explore.  I am half way there.  I turn in paper files to the office and keep pdf files for me.  But sometimes I still resort to paper... a hard habit to break.

Nov 09, 2008 02:47 PM
Yvette Lopez-Robinson
The Real Estate Power Houses - El Paso, TX

Paperless is the way to go!  However, it is best if the office at least has a hard copy or if you're backing up your documents to an external hard drive then it will be ok.

Nov 09, 2008 03:01 PM
Anonymous
Not using business cards, but using text instead

How about getting rid of the amount of business cards and flyers you utilize?  This company, http://www.textid.com is being used by some realtors in Arizona to cut down on paper and save money and trees at the same time.

TextID allows realtors to purchase unique text “domains”, such as their names, house location, or businesses that allow them to pass along contact information and messages quickly and conveniently. They can give out their ID, like "Phoenix realtor" or "Sue Jones" for example, and the recipient texts that name to 555411. In just a few moments, they will receive a text back to their phones with contact information and the message the TextID member has chosen.  This can be simple contact info for the starter version ($5/month) or bigger agencies are doing custom packages in bulk for their agents that allow for custom brochure loading, etc. that they then use instead of paper flyers.

As a means of marketing your business and promoting your homes, it’s technology of the best kind: cheap and effective.

For more information or to become a member of TextID, visit http://www.textid.com.

Nov 09, 2008 05:04 PM
#3
Anonymous
Steve Fabrykiewicz

Check out VFC they have a free 30 day trail period, the software is like a contact manager, document organizer on steriods. It's still in the late beta stages so they are very receptive to input from their users. Email me and I'll send you a coupon code for a discount if you do decide to buy it after the trial period. We love it.

Nov 03, 2009 09:43 PM
#4
GoPaperless Solutions
GoPaperless Solutions - Escondido, CA

Are you a mobile professional who needs the ability to conduct business without paper? E-Sign Dashboard is the premier paperless productivity tool for any industry.

E-Sign Dashboard is software packed with features that allow you to conduct business on the go, without paper. Capture "wet" legal electronic signatures on contracts and documents, electronically manage documents, send and receive faxes, send documents via email, retrieve and access documents via the web, and a host of other features delivers a completely paperless mobile office solution.

E-Sign Dashboard is built for use on tablet PCs, ultra-mobile laptops that have a pen-enabled screen. Mobile professionals using E-Sign Dashboard eliminate paper from their workday, spend more time selling and less time shuffling paper, and provide customers with superior service.

Check it out at gopaperless.com

Mar 01, 2010 04:37 AM