Posted by twostep/CA on 8/3/11 1:04am
Msg #392428

Help! Drowning in paper

I need an effective system to file all my paperwork for my notary work (and my hubby's who is also a notary public and a former realtor with lots of files that he will NOT shred). I have utilized the search feature and past suggestions include using Notary tracker, signing traker, quick books or Excel. Wondering which one worked for you.
Also, do you always keep the confirmation print outs, or rely on the email sent by the SS or title co? Thanks

Reply by Marian_in_CA on 8/3/11 1:11am
Msg #392430

I scan everything in and keep digital copies on an external hard drive. I also have a backup copy of that drive that I keep off-site, just in case.

I use a high speed scanner for this stuff... Fujitsu Scansnap. Best thing ever.

Reply by twostep/CA on 8/3/11 1:13am
Msg #392432

Thanks Marian!

Reply by Glenn Strickler on 8/3/11 9:20am
Msg #392454

Marian ..

What is the model number of your Scansnap? My scanner died. Was just beginning to shop around.

Thanks.

Reply by Teresa/FL on 8/3/11 9:40am
Msg #392457

Glenn - I have the ScanSnap S1500

I think this is the same one Marian has.

I had been using a smaller scanner but upgraded to this one earlier this year. One good thing about it is that it comes with the full version of Adobe (not just the reader). I would highly recommend this scanner.

Reply by Marian_in_CA on 8/3/11 10:25am
Msg #392464

Yes, that's it. I have the S1500, too. Love it! n/m

Reply by Glenn Strickler on 8/3/11 8:44pm
Msg #392573

Whoa.. Those things are expensive! n/m

Reply by Glenn Strickler on 8/3/11 10:38am
Msg #392467

Thanks ..... n/m

Reply by walthtz on 8/3/11 4:15pm
Msg #392523

here is what i do:
I scan my confirmation, invoice, shipping bill, any other info I feel that I might need & create a file on the computer.
Any docs, once they are printed, I delete.
Most printers have a scan feature & are very easy to do.
Walt

Reply by Julie/MI on 8/3/11 6:07am
Msg #392437

Not a paper horder!

As I approach my eleventh year in this full time business, one thing has NOT changed, in that I use my excel spread sheet for mileage and accounting and I have my $8 notary journal, I think a dome, this is my back up in case of power outtage. This "journal" is not loaded with thumbprints, drivers licences info or signatures, just a simplistic easy to view records and I use good old-fashioned tally marks to reflect the number of notarizations. I manually write the tracking number in the "detailed Identification of Individual section". I Do NOT keep a copy of the airbill.

I DO kept a separate journal for general notary work, since there are generally no recordables with signatures.

I never never never never never never print a confirmation, let alone keep it for any lenghth of time. One year I did like some here do and put it in a binder and stapled the check stub to it, but that created a mountain of binders and I stopped after a few months. Too time consuming.

Once I get paid, I delete the confirmation from my emails (hate cluttered inbox too) and simply put the check stub in a manila envelope.

Simplistic ,it works and no hording of paper or mountains of paper.

Reply by CopperheadVA on 8/3/11 6:33am
Msg #392438

Agree w/Marian - I scan and then shred hard copies n/m

Reply by Ilene C. Seidel on 8/3/11 6:47am
Msg #392439

I scan everything in computer and have backup. Also use Quickbooks for accounting.

Reply by Sha/CA on 8/3/11 5:01pm
Msg #392531

I like Julie's suggestion. It is very much like my own, ie, simple! I have never, in the last 30 years I have been a notary public, needed more than the info I input into Quickbooks, after I have been paid. As an extra paper trail, I'll keep the check stubs, until the taxes are done.

Reply by Lauren Sni on 2/1/12 12:18pm
Msg #410518

I went through the same frustrations...paper tends to add up and get cluttered everywhere! I now use notarygadget.com and I only print a page for my records, when I absolutely need to.