Going Digital...

[Danno13]

At the moment, when I receive a completed booking form, I sign it, and return a copy to the client as confirmation and the other goes in my folder.

Anyway, I've decided it would probably be a good idea to keep digital copies, so I've bought a scanner and am now working my way through all completed booking forms in my folder.

Anyone else do this? Seems like a good idea to me, as I could lose my folder.. or the client could lose their copy, and this way I can simply just email them the PDF.

[Solitaire Events Ltd]

Or you could email them another copy to sign...

[Danno13]

Sorry, I meant lose their copy that I've returned signed, not the form I send out in the first instance.

Yes, I could dig out my copy and scan/email, but it makes more sense to do this as I go along so they're all there if I need them.

It also means I can dig out all information on a booking from my PC (and phone, with PDF software) without having to root through a folder for the paper copy every time.

I'm also working on a client centre for my website, similar to DJi etc. and the plan is to upload the PDF file, so the client can access it from there at any time.

[501damian501]

sounds like a good idea, everyone should be backing these sorts of data up and keeping them for at least a year or so. reguards damian

[TonyB]

You should keep a copy of documents for 6 years (period of the statute of limitations). May sound a bit extreme for a disco but a client can take legal action at any time during the statute period and you should keep copies of everything just in case.