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Paperless Office

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  • Paperless Office

    We are in the process of building more units at our facility. We are running out of space in our office to file all of the forms for each tenant and are thinking of ways to save space. We have tenants who have gone into the lien process many times and have very thick folders. We are wondering if we can scan the old notices and save them on an external hard drive, and shred the hard copies. Has anyone done this before, or gone completely paperless in your office. Are there any legal implications to doing this? Thank you!

  • #2
    You have to keep all records for 7 years is what I was told. My old company is keeping them for 10, but they have indeed gone paperless, just printing out the move out receipt and ledger on move out, and printing a copy on move in for the tenant if requested (or if they have no email). then scan the DL to the program and everything.

    As for larger folders, just add a second (or 3rd) folder for tenant and continue their information.
    I was born to be wild, but only until about 9:00 pm.

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    • #3
      We store our old paperwork in boxes in a storage unit....

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      • #4
        Well, yeah. Once they move out we put their files in folders and store them in a unit. But active files we keep in the drawers.
        I was born to be wild, but only until about 9:00 pm.

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        • #5
          Originally posted by KrisinNC View Post
          Well, yeah. Once they move out we put their files in folders and store them in a unit. But active files we keep in the drawers.
          Could you possibly do paper leases, then just scan into the computer and keep in a file in a storage unit for future reference? Basically no paper in the office, but still have the paper copies stored in a unit in case you needed it.

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          • #6
            Originally posted by letsgosonics View Post

            Could you possibly do paper leases, then just scan into the computer and keep in a file in a storage unit for future reference? Basically no paper in the office, but still have the paper copies stored in a unit in case you needed it.
            Good question for your local SSA, but I don't see why not?
            I was born to be wild, but only until about 9:00 pm.

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            • #7
              https://acrobat.adobe.com/us/en/sign...12SNQ&mv=other

              We use Adobe Sign in conjunction with StorEdge, both options include online storage of documents so you don't really need to worry about the external hard drive.

              Nice thing about adobe sign is for the $120 per year you can use it along with any other software. We have been going through the process of updating all of our rental agreements and it has been invaluable in that process.

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