Posted by Laura Upton on 2/22/06 8:57pm
Msg #99094

saving emails

hi everyone,

do you all save each and every email that goes back and forth b/t you and the signing co? do you print them out and put them in the files? or just the confirmations, addys and any instructions? my email box is full of stuff and i am wondering if i should print everything out and put it in the files, or just delete them. any input you have would be great. thank you! laura

Reply by Kydocrunner on 2/22/06 9:03pm
Msg #99101

Laura, I print the confirmation when I receive it. I record directions to bo and any special notes I may need for future reference. When the signing is complete I record the tracking number on it and file it. When it is paid I mark paid and move to another file. I also staple the check stub to it. I keep the email on file until it is paid and then I delete it.

Reply by Brenda_CO on 2/22/06 9:08pm
Msg #99105

Same here....seems to be the most efficient method.

Reply by Jersey_Boy on 2/22/06 9:11pm
Msg #99107

I use gmail which currently gives you 2697 Megs of memory space (no... not a typo).

I never delete anything.

Reply by Laura Upton on 2/22/06 9:15pm
Msg #99109

wow. thank you. i currently have yahoo.....but i dont necessarily want to save everything. thanks for all the input! i appreciate it! laura

Reply by Charles_Ca on 2/22/06 9:19pm
Msg #99113

Re: saving emails. Again I may be paranoid but I hate to

leave important documentation in the care of someone else. I am so bad, and this is from my nuclear engineering days, that I ahve redundant storage for all my files. I burn duplicates of everything and keep them at a second location. You never know when disaster may strike and leave you with no business at all. If you have duplicate files you can start over.

Reply by BrendaTx on 2/23/06 2:18am
Msg #99152

Re: saving emails?

Charles - you are not paranoid until you start backing up your files in duplicate because you think someone else is plotting to infiltrate your life just to steal your data.

Reply by Charles_Ca on 2/22/06 9:16pm
Msg #99111

Re: saving emails, Yes

Hi, I save all of my e-mails!. I convert them to portable data files and then write them to CD. I write an index to the CD in Word so that I can go back and get what I need. Perhaps I'm unnecessary paranoid but having been in the real estate business for over 20 years I have realized that problems can come back to haunt you many years after you've completed the job. I've had to go back into my archives and they have saved my derriere on several occasions. The IRS requires that you hold files for at least three years but my accountant tells me at least 7. I keep my files permanently. Remember that if you write on regular CDs with a felt tip pen that they may degrade over time. I write along the outermost edge since CDs are written from the center out. If you turn the CD over you can see where the data has been written: it looks like haze from the center out.

Reply by Joan Bergstrom on 2/22/06 11:41pm
Msg #99139

I save my emailed loan documents

I keep on my computer, for a month or so, the emailed loan documents that are sent to me to download.
The reason I do this; if a title/signing company/etc calls me and says I have not gotten a document signed/notarized I can look at the loan docs and see if this document was included in the original edocs.

If it wasn't included I have 2 choices I can ask the company that hired me to give me an additional fee to return to the borrower and get their signatures or I can do what I usually do is point out the document wasn't in the original edoc package they sent me and tell them I will "take one for the team" and do it for free!

I always ask them at this point to put me at the top of their call list if this is a new company and if it's is a company I do a lot of signings for I just chalk it off to "customer relations"and nicely point out I am a "team player" and go back to the borrowers free of charge.

Its a judgement call on the issue I raised and only you can answer what you want to do?

I use gmail.com & hotmail.com as they have huge email capacity and I pay for a yahoo.plus.com account which I will drop next year as there is no reason to pay for extended email box with gmail & hotmail available for free. Gmail is google

Reply by KH_MA on 2/22/06 9:52pm
Msg #99124

I tend to save my emails up to 30 business days. If I deem them truly important I'd print them out and file it with the clients information.

Reply by Nd_WA on 2/23/06 3:01am
Msg #99153

Use CutePDF or

other file conversion softwares if you plan on saving your email (confirmation) else where. An email saved as a text file is not good for the purpose of showing proof as text file can be edited.

Charles, RE agent is required to keep records for 3 yrs and 7yrs for broker.