Organization of Files

[Wesley Wells]

Hi, I was wondering what systems you are using in your note business to ensure all your files are properly organized from tapes to collateral files. I have a process that will work for small number of notes but i would like to improve my process. Thanks for the suggestions.

[Gail Greenberg]

Hi @Wesley Wells

I have a folder on my computer for TAPES and then subfolders for my different sources. Within each subfolder, I save the tape with the original name but I add the date I received it in this format at the beginning of the excel name:   101117 (for one that I'd get today). So if someone sent me a tape called "October NPNs" I'd rename it "101117 October NPNs."  Makes it handy too if you see an asset you know you've seen before, you put partial address in the search box in Windows Explorer for the "TAPES" master folder and see how many files it appears in and how far back they go. I'm buying an asset now that went back to January. Good to know in negotiations!

Oh, and my computer is automatically backed up to the cloud every night.

With collateral, I just have folders by address and they are all in a safe deposit box at the bank. Not sure what I'll do when I have a massive number. I'm already approaching that.