Recently qualifed cemap - any advice please

shameless-about-money

MortgageMamma wrote: »

its not as bad as dunston says dont worry! only one rule where paperwork is concerned - record and keep EVERYTHING!

MM do you keep everything on paper or on cd or both?

I do tend to be a ferret where paper is concerned and I do tend to keep paperwork forever.

I am used to having to keep records and paperwork with the therapy work that I do so at least I am in the habit!

MortgageMamma

I have an inital paper file, but then when I close the file I scan everything onto a usb flashdrive and store it that way, I also have an automated back up which runs every 24 hours, its stored externally so I always have a method of retrieving data if I need to. I have an arrangement with my network that when they do random file checks they get it sent to them via email as attachments rather than the physical file as that saves me on postage and paper. Once I've done with the paper file it goes into secure storage which I pay £50 a year for as I feel thats much preferable to storing client details in my office at home

dunstonh

I know you said MM but I will answer as well as it always helps to hear different approaches.

I have no paper records. Everything is scanned or printed to pdf and stored that way. That is then backed up daily to a second computer and a weekly dvd is burned and put in a fireproof safe. Some advisers use a remote upload to a server as an alternative to the dvd.

An average client file would be about 1/2 inch to an 2 inches thick. These have to be kept for life. If you arrange around 200 cases a year, then you will soon be having space problems.

Also, paper records can suffer over the years with the ink getting lighter, paper getting torn etc. Electronic records are simpler, safer and easier to manage.

Although my back office software has a document storage facility, I prefer to use Paperport with files stored under A, B, C etc then subfolders with the clients surname then name. Then subfolders again for date and transaction type. example
J
-Jones, John
-- 2007-04-14 - Portfolio review

Start as you mean to go on as you dont want to be scanning old documents in 10 years time. A lot of firms are doing this now and its costing them thousands.

Many complaints are not upheld but redress paid as documents have been lost or damaged. That is unlikely to happen with a backed up electronic system.

MortgageMamma

I agree Dunstonh. I have only just started using electronic storage as my old company wouldnt pay for it, but when I set my own company up whilst I was waiting for my FSA authorisation, stationery etc me and my husband systematically went back over every single client file and scanned them all. We are still keeping the paper ones, although there is a good argument for disposing of them, something inside me prevents me from doing so! Its hard moving from paper to paper free, but I'm getting better at it and feeling better about my reduced impact on the enviroment as well. I've been meaning to start a thread on green mortgages and the steps lenders are making to be green on the board for ages, I've done it on a well known broker site and its sparks great debate, I think it would be an interesting thing to discuss

Mr_helpful

However the clients memory storage system is far superior to any method above as they never forget if its to their advantage

MortgageMamma

Not all clients are like that!

dunstonh

Only the ones that complain and they are the ones you have to worry about. After all, thats the only reason we keep files.

MortgageMamma

There is a really easy solution to stop client complaints - maime them all once the transaction has completed

Joke, I only boil their furry little pets if they are really horrid :rolleyes:

Mr_helpful

MortgageMamma wrote: »

Not all clients are like that!

They are if they have an endowment

shameless-about-money

dunstonh wrote: »

I know you said MM but I will answer as well as it always helps to hear different approaches.

This is great information - thank you for sharing this.

I tend to be very organised with my work, so this would seem a logical way to do things. I will start as I mean to go on.

Of course, at the moment I don't know what my Company will request - they will probably go with the back office filing system.

For my own benefit I like your way of doing things.