5 replies to this topic

[bm_99]

Hey people, just wondering what paperwork do you keep in your files at the office (i.e. for each customer, a log book and or a specification of whats installed on site??), obviously any copies of job sheets and r.i's carried out would be kept but im thinking apart from that?

[DannyJones]

Everything relating to that job even the spec sheets just incase. Customers are always loosing information so its always handy to have a copy of everything.

Regards
Danny

[Scotmod]

bm_99, on 17 January 2012 - 09:07 AM, said:

Hey people, just wondering what paperwork do you keep in your files at the office (i.e. for each customer, a log book and or a specification of whats installed on site??), obviously any copies of job sheets and r.i's carried out would be kept but im thinking apart from that?

Job Control Sheet
Spec
Drawings
Quote
Order
Kit List with part numbers + prices
installation job pack with associated paperwork
electrical test certificate
maintenance dockets

If you have all of that in your file you'll cover 99% of everything you'll ever need.

[jameswilson]

Most of our info is electronic. We are still scanning the filing cabs to get rid of them. Keep copies of EVERYTHING for ever. Thats what we do

[alterEGO]

jameswilson, on 27 January 2012 - 04:35 PM, said:

Most of our info is electronic. We are still scanning the filing cabs to get rid of them. Keep copies of EVERYTHING for ever. Thats what we do

I am planning to do the same, what are you doing with the hard copies? Archiving?

[jameswilson]

once they are scanned? No we are not keeping them they get shredded.
We do keep 12 months of paper but only keep it by month, ie when jan comes around again the old jan gets shredded.
We backup every night locally and also to 2 remote locations over ssh