The fact is the longer you are in business the more file space you need, you simply add file cabinets. That is another reason for pro's going 100% digital, CD's or DVD's simply take up less space. You can even archive your paperwork on CD's and just keep the current year paper in a file cabinet. Legally you only have to keep paperwork for 7 years, so you won't have to worry about re-achiving it from the CD's.
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Tanya Mayer Photography wrote:
Thankyou to everyone who has responded to this, you have all helped me out no -end. Tom, I was most interested to see your "bag" system. I do exactly the same, but using large A4 sized envelopes. So, I must be on the right track somewhere. I also like Leon's idea of the database and also the easy numbering system suggested by Bob. I already have a large filing cabinet and this is where I place each clients envelope (in alphabetical order), I also have a checklist attached to the wall above the cabinet that I check off before I file the envelope to ensure that everything is in there. BUT, the filing cabinet is already becoming too small so I was considering moving on to "better" things, but as I seem to be "on par" with the system that I am already developing I think I'll just install a couple of small changes and continue on my merry way...
Tom, thanks particularly for taking the time to post a pic of your system. I really do appreciate your help. I totally "hear" you about the confusion with order forms/contracts etc, that is exactly why I posted my question as I have found myself really swamped by this type of thing in the past few days as work continues to escalate.
Many thanks again guys, tan.
----- Original Message ----- From: "tom" <[EMAIL PROTECTED]>
To: <[EMAIL PROTECTED]>
Sent: Thursday, December 04, 2003 10:27 AM
Subject: RE: Archiving stuff...
-----Original Message----- From: Tanya Mayer Photography [mailto:[EMAIL PROTECTED]
Ok, so another question (full of them aren't i?!) - the recent increase in my workload, has also brought about another issue for me - that of storage. I am wanting to adopt a fail proof way of filing and storing negatives and cds so that they are a) easily accessible b) don't take up too much room c) secure from grubby little 1 year old fingers.... d) easy to refer to with regards to client orders etc.
I wrestled with this one for a while. I decided I could do all of the above except save space.
I have flat 8x10 ziplocs, which get an 8x10 cardboard insert. When I get hired, the contract and questionnaire go in there, along with a label on the front with the name and date of the event.
After the event, my first dvd dump goes in the bag. Film used to go in the bag, and *that* took up some space, but the files are starting to thin out now that I'm all digital. Of course I now have 2 250 gig external drives, but that's another matter...
After I get it edited down on the pc, the final edit gets cut to dvd and placed in the bag. The old dvd goes offsite.
When someone places an order, I pull the bag and it goes into an "active" crate. I print a copy of the order (and an index image) and place it in the bag.
I do this for every sort of gig.
It does take up a bit of space:
http://www.bigdayphoto.com/images/files.jpg
I have 3 more milk crates of inactive files.
I decided that I was spending too much time keeping track of negs, contracts and order forms. Now, everything goes in the bag. I'm *so* much more organized, I'm actually getting orders done when I say they'll get done.
tv
-- graywolf http://graywolfphoto.com
"You might as well accept people as they are, you are not going to be able to change them anyway."
