Posted by Elizabeth Soliday on 11/21/06 4:40pm
Msg #161518

Filing Cabinet

Hi, I did a search on filing, but didn't see what I wanted. Does anyone have a suggestion on what to file where? I am usually good at this, but I have so many companies/invoices/confirmations/contracts floating around that I don't know how to file them? Should I make a file for each company? Or is there another way. Currently, I have a messy file that is somewhat separated by company and one folder for invoices pending payment. Looking to get better organized...

Reply by PL on 11/21/06 4:49pm
Msg #161519

Why not scan them into a nice neat file on your computer? Then you can let the paper go and live a less stressful life.

Reply by Elizabeth Soliday on 11/21/06 5:02pm
Msg #161521

Great idea, no scanner

Reply by MaggieMae_CA on 11/21/06 5:13pm
Msg #161525

I keep a tickler file folder with pending appointments and open invoices which allows me to quickly get my hands on what's current.

I file all closed appointments by date of signing. Directions to the signing location, appointment confirmation, copy of invoice, copy of the airbill used to forward loan docs back to title, and any notes that I feel may be useful in connection with that signing in the future are all stapled together.

I keep an Excel spreadsheet with all my appointments for the year. The information on the spreadsheet includes: appt date, time of appt, mileage log, borrower's name, ss/tc/lender name, agreed upon fee, date fee is received, and amount received.

I wrestled with filing via signing service, borrower's last name, etc. This seems to be working well for me. I am now using Signing Tracker software and am thinking about switching to Notary Tracker. Both of those programs allow me to keep track of my expenses as well. Notary Tracker has less pages to flip thru when entering the signing information. I like that aspect of it. Neither seem perfect. I do love my Excel spreadsheet. I use that daily.

Hope this helps to give you some ideas. For me the key to my paperwork organized is to staple everything pertaining to an appointment together.

Reply by Patti Corcoran on 11/21/06 11:15pm
Msg #161578

Maggie - I am brand new at this and I really appreciated your fliling info. Printed your response for future use. Thanks for your experienced wisdom. Patti

Reply by Patti Corcoran on 11/21/06 11:16pm
Msg #161579

Re: to MAggie - pls read my response, it was meant for you n/m

Reply by PL on 11/21/06 5:13pm
Msg #161526

Office Depot, Brother fax, scanner and copier less then $80

As a matter of fact, if you scan the ads, you'll find one with a rebate making the final cost under $20.00. ( I have the reciept to prove it) One other idea. Are you using an efax service? If so fax the docs to that service, which converts them for you and then store them. Good Luck on whatever you do.

Reply by MaggieMae_CA on 11/21/06 5:19pm
Msg #161529

Why I don't scan...

It takes time to scan and I feel I have the potential of losing everything should I have problems with my computer outweighs the time and trouble of scanning everything.

I know... I know...

If my house caught on fire, my paperwork would be gone (so would the computer for that matter).

Personal preference for me is keeping paper copies.

I hoard paper. I definitely have a thing for paper. I have a love poem my dad wrote to my mom when they were dating. I have the deed and cancelled mortgage to my parents first house. I have my dad's discharge papers from the army. I have autographed pictures of Ronald Reagan and Jane Wyatt my mom got years and years ago. I LOVE PAPER!

Reply by PL on 11/21/06 6:15pm
Msg #161533

You can get that same feeling from 1's & 0's :) n/m

Reply by Susan Fischer on 11/21/06 7:21pm
Msg #161541

Paper Tiger v. 1s and 0s = schizoidal nsa. My father is an

electrical engineer, retired HP R&D physisist. 1s and 0s flow through his veins. He'll be 83 in January, and has taken over the whole lower floor for his 'lab.' (I moved over here after we lost Mother; her dream home on Devils Lake in Lincoln City, Or. She insisted on a fairly formal house; there's not even a TV on the main floor, and Dad's lab *was* relegated to a downstairs den.)

So, here we are, networked to the max, with screamin' machines, and yet, somehow still cling the old paper ways.

Somehow a disc is mysterious. You can't just pick it up and read it. Remember scented ink pens?

Anyhoo, what a great topic. I'm just calling myself a lucky girl, and thankful for the paper, the 1s and 0s, and for this opportunity to talk about the subject.

Wishing you all, all the best! Cheers, dears.

Susie

Reply by BarbaraL_CA on 11/21/06 7:39pm
Msg #161548

Susan - you're refreshing ...

I really enjoy reading your posts. You have an art with words, a feel for nostalgia, and good intelligence.
Thank you for your contributions.

Reply by Susan Fischer on 11/21/06 9:49pm
Msg #161561

BEET RED. I am not worthy. n/m

Reply by LkArrowhd/CA on 11/21/06 6:21pm
Msg #161536

Re: Why I don't scan... Maggie you are refreshing....... n/m

Reply by Susan Fischer on 11/21/06 6:49pm
Msg #161538

M: as another who loves to tame the paper tiger, cheers! n/m

Reply by Susan Fischer on 11/21/06 6:19pm
Msg #161534

Hi, Elizabeth- You can put this in your "for what it's worth' file:

I finally settled on two rolling, steel open top file holders, with a shelf on the bottom. (open, aiy, easy to dust). The shelf holds FedEx/UPS envelopes and airbills. In one rollaround (both fit under one side of 'L' tables) holds 'pending payments' filed in the alphabetical folders, several 'letters' to a pendaflex. Behind those are 'paid' jobs, in Jan-Dec folders, several months per pendaflex. The other rollaround holds payables by catagory (phone, computer, advertising, etc. in pendaflexes, with file folders for suppliers,venders, cell-company, etc.

I'm able to whip out the rollarounds to clean, which I really like. My rollaround 2-drawer holds mostly printer supplies (I'm a toner refill gal), and stuff I don't want out but use sometimes. On top is a corner mesh 'book' holder (never saw anything like it except staples online), which holds dictionary, thesaurus, CASA binder; and it has three little cubbies for the flowered tape measure, staple puller, white out, and daily vitamin jar. On top are the fax, Big Momma Printer, an 'in/out tray, with lots of workroom in front of the periferals.

Since my office is in a corner of my roomy bedroom loft overlooking the lake, I don't want much on my right L desk blocking the view. More paperwork room, lamp, and a neat little flip weekly white board for daily appts. The corner of the L is a small table that holds the phone and my new 19" flat panel, and a lower shelf for all the cords, plug-ins, and surge protector. Shopping today for shredder on wheels. Living on a dirt road, you know, dust is relentless. Guess it is everywhere...

Took a long time to put together. Something would look like it might work, and be either too flimsy or just wrong. Cruise the Staples online store...lots of stuff available that aren't in the stores, like the corner mesh thing.

At the end of the year, I box it all up and start over. Hope this helps.

Reply by David Kral on 11/21/06 11:23pm
Msg #161581

Log Sheet

I log each call sequential on paper template. Each template is a single sheet, each one is number 0 to 100 on the upper left. This is the order I took the calls. Upper right is a blank line and I number 0 to 100 as the transactions are closed.

The sheet has Name, address, Title file number, service who hired me, closing date, express tracking number and date sent. After each closing, I increase the closing number by one.
It is easier and faster to sort a pile of them by the number in the upper right than to look at date and time. I staple the confirm to each log sheet. Every night I throw them in a file to be logged into Quick Books. I log them once a week. If it does not sign or cancels. It logged as $0.00. After they are logged, they go into a second file, in the order numbered order of the closing. I can search quickly in Quick Books any borrower name, company name, file number etc and the log number. The closed numbered order roughly approximates the date and time sequentially but it is easier to sort the numbers. Then I can go to the file and pull out the right sheet since they are filed sequentially.

QuickBooks will quickly run a report on those that still owe, those paid, or total transactions.

It is rare that I every need to refer back to the original sheets but every now and then I do.

Reply by Lisa Prestegard on 11/22/06 7:43am
Msg #161614

Mine isn't a perfect system, but it's fairly neat and organized and SUPER easy come tax time.
Firstly, I use QuickBooks Pro. I set up my company as simply as possible. I record my clients (TCs and SSs) and then assign 'jobs' to the respective clients using the Borrowers last name. I am able to invoice, print and/or email statements, keep a running log of AR/AP and overdue accounts. It's really easy once you get the hang of it.
That is my 'tech' filing. Then I have a paper filing system that is just as easy, if not more so. (I, too, LOVE paper)
I use legal size colored file folders. On the tab, mark a folder for each month. Purchase one legal sized cardboard document storage box ($4.00) and mark the outside with the year.
Each time I have a signing, I print the confirmation, a copy of the HUD and a Yahoo! map w/driving directions, stapled together. In the file it goes. I refer back to it often (for invoicing, past dues, etc). Once I receive payment, I locate the signing and staple the check receipt to the driving directions and confirmation, remove and shred the HUD.

At the end of each month, I am able to record on the FRONT of the file folder my monthly data, such as total number of miles driven, total number of signings, total dollar amount owed. At the end of each month, I go back to the PREVIOUS months folder to pull out the signings that still have HUDs attached and no checks. They get moved to the front for collections, and collection efforts are recorded on the front of that file folder.

I am proud to say that my monthly bookkeeping takes about two hours

Reply by Elizabeth Soliday on 11/22/06 12:48pm
Msg #161668

Thanks everyone...

I have learned a lot reading your posts!