Call me paranoid, but for some reason I hate keeping customer account records on my computer (the ones I do keep on a computer are stored on a pc which is not part of any network). I use a few programs, but only rarely. I just like being able to open a book and make changes to it, I don't have to worry about anything happening to it.

It looks like I might be behind the times... am I the only one that keeps a hard copy of everything?

I actually started making a hard copy of things I had stored...

then I was like - damn...that's a lotta paper....

so I just backed it up to cd. :)

I use Excel and keep it locked up in 3 different zips and 3 different RAR's with 6 different passwords. I print my out every month and stamp a monthly report on it and that's what I do. But I am as paranoid as you.

A lot of our revenue is local and comes in the form of checks. Even though the invoices are generated by computer we still keep copies of paper invoices for these clients as well as paper statements.

I'd keep a digital copy of everything as well as a paper copy. Invest in a fileing cabinet, it'll do you good. :)

3 years ago, maybe. This is the IT age people :)

Make backups, you'll be fine.

Kevin

You can buy DVD burners fro $112 from memorylabs.com. This is the Sony DRU-510A OEM version. That is 4.7gb of data that is easily burned and stored even offsite. All that paper is very wasteful. The small amounts we try to print each year still takes up tons of file space.

A local client paying $80 a month for web hosting wants paper invoices and statements mailed to him, what are you going to do?

Right, me too, ;)

Just make sure you keep at least one backup copy off-site. Fires, floods and things like that DO happen... and sometimes having multiple backups all in the same location is a false sense of security.

We keep financials on paper -- but that is because the accountant
is a bit less of a computer nerd than we are :)

Well, I do have a lite-on dvd burner which I use to back things up, and I do use excel to keep records on the pc. It's just I don't run everything that way, I prefer to open up the books if I have to. What I was saying is I use the PC for backups, but I use the books for day to day activity.

I make a digital backup at the end of every month.

No, you're not the only one and here is the reason why it is a *very* bad idea to rely completely on digital storage.

Besides the obvious such as a hard drive failure which you may or may not be able to recover data from, you also have to think about things that you would not be able to recover from. Period.

For example, here are two examples of things that could have been a disaster for another company had there not been backup plans in place. They all happened in one year, so needless to say, stuff happens.

This past summer, there was a fire which caused fire and water damage to the computers. Backup CD's were available for all information however, so purchasing new equipment was an easy fix. Load and go.

Second, on New Year's Eve, the office was broken into and computers and other equipment was stolen, including software and discs. This would have shut many companies down, especially since some records go back all the way to 2000. However, because we keep hard copies of everything we were able to recover from that with no problems other than having to work double time to get everything entered back into the system. It was a blessing of sorts because our digital records are now much more efficient and organized.

However, if you are making hard copies of anything, or even just storing them digitally, make sure that you make precautions. All of our customer sensitive information, such as billing and other records are kept in a safe. If something were to ever happen, such as someone breaking in, this is the only way that you can make sure that your customers are safe.

Personally, I'm not a fan of storing any CC, check or other sensitive information digitally.

Make a second copy of the CD/DVD and rent a nice Bank/Hotel safe or POBox to put it in.

I hate paper. Especially because printer ink is expensive nowadays. Just do paper when customers require and they are worth it.

yep - I understand some clients want that paper invoice - it's a more secure feeling when you're paying the above mentioned 80/month or more.

But yeah - many companies keep paper copy's of what's going on - as you said, subigo, you like to work with the paper copy. And that's fine - I think it's really just personal preference.

I prefer fully digital - burning to cd's is simple and easy.

You can always place the cd in a safe - same as 500 sheets of paper - only smaller ;)

And for those who are keeping a paper copy - don't forget to purchase a Corporate America Home Game (aka - a paper shredding machine) for when you don't need the client data anymore. *such as 5 years after a client leaves your services*

It's preferable to destroy their personal info and credit card # rather than just throwing them bulky into a trash bag. :)

I used to have around 6 files for all Peak Interactive's old websites which had customer information in, but ive just started putting them onto a database.

Paper or plastic, anyone? How about both. Double bags, please.

Ok, I'm done.

Theres also the problem that as soon as they go onto a computer you have to be compliant with the data protection act, or the equivalent for your country.

Our account requests the iif files of Quickbooks to do taxes and whatsuch each year. Very nice being able to do accounting this way. Safe Deposit boxes are very cheap also.

Well, my setup right now is......

I store all information digitally, with printed copies of all business related documents. They are stored in a locked/safe type filing cabinet which is fire resistent up to so many degrees. Also in the safe are backup copies (CD format) of all the material as well as all important software, including operating system install disks, etc. There are also two other CD backups preformed and kept in two different locations off-site, however, important software is not. Additionally we use Sony MicroVaults in some situations, but we definately don't use them as a sole backup, I'm sure a good thump could damage them.

Anyway, thats my method, I'm interested to hear everyone elses.

We store information digitally and backup daily. As well, we have paper copies of everything that are filed away.

Richard

Each client of mine has a nice little file folder which I keep all of their monthly invoices in. I keep these in a nice little file case right behind my desk. Every month, I put in each invoice in a folder so I can see the current month, and after they pay, I put it in their folder. I'll probably burn the SQL backups onto CD when I get around to it

Data center's are nice secure locations. If you've got your own space in a DC, it's an inexpensive off-site and offline location for archive copies of Cd's, DVD's, tapes, zips, et. al. (if you have a locked cabinet or cage where you can stash a small box of media)

Hi,

I have saved all information (client name, domain name, domain expire date, hosting plan, hosting expire date, etc....) in MySQL database. I back up the database on a regular basic.

I have developed my own PHP scripts over the years. All jobs (signup, billing, notice, renewal, etc...) are almost fully automatic. Since all jobs are link with the database, I do not have any hard copy for the records.

Best regards

helloooo.... there are virtual drives out there for backing up and using a password protected archive works pretty well. also back ups sent 'at least 30 miles away at a different elevation' are standard. do it weekly or montly at the least. and just a biased opionion from a guy who made his living for two decades writing large accounting systems from scratch... paper invoices are kewl IF they were generated by an automated program and they are a drain of your resources if you are hand posting figures to something like word and doing it on paper with a bic pen is ummmm, well, caveman and wastes a lot of time.