[Hidden-tech] To keep records or not to keep records...

[Roman Victor]

Hi David,

Although Zip drives are OK. I would not consider the Zip drive a terribly
good long term storage medium. I have an accounting friend that has lost
multiple Zip disks due to wear and tear, dust and smoke exposure. I believe
even burned CDs have some limits on media life but in my experience
generally better than Zip drives. Regardless of which I would store both in
air tight containers not just the sleeves.

See Issues with Zip drives: http://en.wikipedia.org/wiki/Click_of_death


Roman
 
Roman Victor, Software Developer
RVPM Designs
8 Coach Ln
Amherst, MA 01002
413 253-6547
413 695-9425 cell
romanvictor at rvpmdesigns.com
www.rvpmdesigns.com
________________________________________
From: hidden-discuss-bounces at lists.hidden-tech.net
[mailto:hidden-discuss-bounces at lists.hidden-tech.net] On Behalf Of Frank
Aronson
Sent: Wednesday, December 17, 2008 11:05 AM
To: 'DAVID F. FARKAS'; hidden-discuss at lists.hidden-tech.net
Subject: RE: [Hidden-tech] To keep records or not to keep records...

You have a bunch of options, the most logical and useful would be the use of
a CRM and either associating the documents to the individual clients or
cutting and pasting them into notes.  This way, should you have repeat
business, you have a complete record of past business.  Because CRMs can be
set up to use passwords to access to the database, you can maintain some
form of confidentiality there.

If having them around just bothers you, you can Zip up the ones you wish to
get rid of and keep them in an archived form for later retrieval.  This
makes them less accessible and keeps them in a non-searchable form, but you
have them for later use, should you need them.  A Zip or archival file can
be password protected, should you feel the need to maintain confidentiality.


Finally, if confidentiality is of paramount importance, you can choose to
encrypt either individual files or your entire hard drive through the use of
encryption utilities available on the market.

I’m a fan of keeping things around because if and when you wind up with a
similar situation, part of the new solution may already be available to you,
thereby cutting out some of the steps and saving time.  This either nets you
a larger return or savings for your clients.

Hope this helps,
Frank

From: hidden-discuss-bounces at lists.hidden-tech.net
[mailto:hidden-discuss-bounces at lists.hidden-tech.net] On Behalf Of DAVID F.
FARKAS
Sent: Tuesday, December 16, 2008 2:11 PM
To: hidden-discuss at lists.hidden-tech.net
Subject: [Hidden-tech] To keep records or not to keep records...

... that is the question.

        I have a rather unusual consulting business. I take intake notes. I
take notes on the work I do. Then write a report that is emailed to the
client.
        
        Filing is not my forte and I do not have staff, so there is a pile
of Jurassicly filed notes (oldest sediment is more or less on the bottom...
except for that pesky ice age that churned things us...)

        What I'd like is input on is whether there is any need to keep the
detailed notes at all. Perhaps just capturing the client info in a CRM
database with minimal notes would suffice? That let's me have an overview
and do follow up without paper that is not likely to be reviewed, assuming I
actually put it all into a dB.

        The other concern is privacy / confidentiality. I am not legally
bound by licensure to maintain confidentiality, but I do. Having notes
creates the potential for violations of that privacy. The less I keep the
less it's an issue.

        Thoughts? Experiences? Comments? Idea? Best practices that have
worked for you or others?

        As always, thanx for being this wonderful resource and think tank.

         Blissings,
        David
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