How hard is it?

[Tim Ferguson]

Ok, I am finally trying to go paperless, but having a very hard time to justify it. My folders are usually between 1 to 1.5 inches thick. I just do not see spending the extra time, scanning, converting to PDF, and so on. As we all know time is money. So what is the best way. I am looking forward to Brian class next month in Phi. PA, but have been trying to get a start on it.

[Kat Bryce]

Tim

I found the conversion frustrating at first. Then I took Brians class. No I wonder how I did it with all the paper!

First, for now at least, forget about all the old stuff, just make a commitment from this point going forward.

2nd create a folder on your desktop for each job.

3rd, forget about printing to paper first. Set your default printer to your PDF printer. You will NOT need that much paper in your file when you go to the inspection.

When I go into the field I only have (not using Divinci or Nexus) a copy of the public record. The Assessor's sketch, a summary of the listings to check out and of course a map. That's it. And seldom do I need more.

These papers I have in hand were printed from the created PDF, therefore no need to scan anything except stuff I've put pencil marks too.

When I print out a record for a comp, for instance the MLS listing. I use the free text tool in Adobe to type my notes directly to the PDF. It is actually easier to find the right comp when the Realtor calls back from the PDF than my stack of papers!

When the report is finished, there are just a few pages needing scanning. [Note: this is how I do it] I scan the last bits into the desktop folder. Once this is accomplished I then move to the work file.

When scanned directly into the work file the become images. I don't know if that is or is not better than the way I am doing it now.

Anyway I have a place on my hard drive that is set to the back up systems where the desktop folder is stored in perpetuity.

[Tim Ferguson]

My guestion is how long does it all take to do this and with it being paperless does the State Appraisal Board, say this is ok. I know here in Virginia, we have to keep reports and files for 5 years. If this is appcepted by the board, I could give up my rental unit, that I keep all of my boxes and boxes of appraisal files in.

[Kat Bryce]

Absolutely ok. But you must have redundant backups. So I keep a copy on my hard drive, in the work file in the vault and backed up with Carbonite. If ever needed you just need to print out the work file for the courts.

Don't know how much your rental unit cost, but you could probably pay a student a stipend to spend the time scanning.

For me the worse part about the scanning project was the de-stapling. And now my document feeder is getting ornery.. But I really don't scan the whole file anymore...

[Mister Ed]

Tim,
Let me recommend that you consider getting a second monitor on your computer. The video card and extra monitor should run you no more than about $300 unless you get really high end stuff for gaming or video work. That cost is covered based on how much less paper/toner/ink/file folders you will use and pays for itself in about six months.

Another important thing I did was get a fax modem and I receive all faxes in my computer (fax toner is very expensive). That way, all orders, contracts, etc. are in digital format. Also, "junk faxes" don't waste paper and toner. Windows has the fax software built into it, so there is no cost but the modem.

My format for the "digi-files" (as I call them) on the desktop is very similar to Kat's.

If you do not have Adobe Acrobat, you can get various free pdf writers off the internet. I use one called cutepdfwriter. It works great for me.

I take three sheets of paper in the field with me: 1) Property record card, 2) a subject sketch/notes page, & 3) a summary notes page for the potential comps. Like Kat, I scan them into the computer somewhere in the process.

Unlike Kat's description, I use Adobe Acrobat to merge all of the potential comps into one file. A typical "digi-file" for a purchase (using sample address 123 Main St) will have the following in it:

*A folder with all of my subject photos (I also use the windows photo print wizard to make a "contact" sheet in pdf format that is part of the subject pdf).

*The rest of the "digi-file" has pdf's with the following names:
123 Main St-1-Order
123 Main St-2-Purchase Agreement
123 Main St-3-Subject
123 Main St-4-Comps (this includes land comps for site values)
123 Main St-5-Active and Pending
123 Main St-6-Cost Data
123 Main St-7-Final Report

The first month or so, it seemed to take a while to develop and adjust the work flow. After that, it is second nature for my work flow. Be patient with it as you start. You will develop a work flow that works well for you. It will be well worth it in the long run.

Oh yeah... Another important change I made was to get Marshall and Swift on CD rather than paper. You can "print" the pages you use from M&S to your "digi-file" for your cost data documentation. I also created MS Excel worksheet based on the Marshall & Swift worksheet in the book that I make for each subject. I print this to a PDF and it is part of the cost data for my report. I even figured out how to have it calculate for the numbers in the URAR with the various multipliers.

Finally, I look forward to reading other posts so I can get more ideas.

[Tim Ferguson]

Ok you guys are scaring me (LOL). How many are still using the Pocket PC, Pocket Total. I still have mine, but have not used it for years, mainly eye sight is not what it use to be.

Alot of the ideas mention, I do already, like the M&S cd, but I just copy their PDF to my computer, made a short cut on the desktop and just client, I have the Hud manuel as a short cut and I purchased the USPAP for the computer. Still use ureach as my fax services. That part I can handle. It is the scanning that is worrying me. All I can find is the letter size scanners and not legal. My office manager uses the dual monitor, I have a hard time using it, but I could learn. I guess I am more worry about the time it would take to do this. I like having everything out in front of me, when I do an appraisal. So, I guess old dog, needs to learn new tricks.

[Mark Wilson]

I use to purchase the M&S CD at $700 a year, but this past year (2007) I found that it was not cost effective, so now we are just purchasing 100 or reports at a time. But the M&S through a la mode does not include manufactured housing and I still need to use the M&S Cost Handbook. So I made up Cost Approach table using Excel which handles all the figures, still need a calculator in some parts, but you can save it in your file. If anyone would like the template I made, let me know and I will send it to you.

[Teri Doscher]

I would like to see the template, thanks!

[Tim Ferguson]

Ok, got the second monitor last week, been playing with it. I have done 2 appraisals. Where I Printed all public records, MLS and other items to pdf. My folder went from a 1/2 to 1 inch thick, to one page, only in folder. I will have to say so far, pretty slick. Taking about 40 minutes longer to do an appraisal, but I think so far it is worth it.

[Mark Wilson]

I agree.... And the boxes are stacked/stored for 5 years with no place to store new file boxes (working out of home). If you find a way that is does not take so much time scanning, let me know.

Here is something I have been doing now for the past few months to cut down time spent.
Using Excel as my data base I have logged all sales (vacant land, site built & MFH) sales which includes all the required information for my appraisal reports (e.g., S/P, S/D, Doc #, Beds/Baths, additional improvements, etc). I have every sale which took place in 2008 in my area, even the sales not on MLS.

[Tim Ferguson]

As far as the database, goes, I have been using one for years, first with Q&A then switched over to Filemaker pro. I have every sale, in the 6 counties I cover since I started the database in 1996. Most with photos. Would be nice if there was a database to import into Alamode's database or even have Almode database as a stand alone database, just for my laptop, when I go to the courthouse.

[Kat Bryce]

Ok, now this thread should be on the email forum... BECAUSE I think it is important for alamode to read what you just said. BTW... ditto on the comps db being available outsite of a report. Even ACI can do that!

Kat

[Tim Ferguson]

Hey it would be nice. Anyway, I took one step this weekend and purchased an additional montor. So, now I am running dual, going to take a while to get use to.