I archive my completed jobs by scanning all the paper in the job folders, and moving all the associated computer files into a same folder, then dropping that folder into a "Scanned Folder" archive.
I just clicked on my directory, properties, and that is what I've accumulated after 3 years and 10 months of being solo.
I'm trying to remember all that is in there, but CAD files, .RAW, .JOB, .TXT, Scanned notes and research, Photos, El Cert Docs, PDFs of invoices, Aerial Images I've cropped and inserted, etc.
It does not include GPS related files, or email, which is archived separately.
I wonder how many file cabinets that would take up?
Cool! What kind of scanner did you use?
I have a Brother MFC 9840CDW printer/scanner/fax that will feed a stack of legal and letter paper ( sometimes I cut ledger in half and scan it as two letter size docs). For anything larger, I have Staples scan it. But it is rare that I need something larger than ledger scanned.
When I went solo about 2 years ago I decided to stay as paperless as possible, and I think it's one of the best decisions I've made. I don't own a flat file and I have very few paper folders. I plot drawings straight to pdf and scan any paperwork that I accumulate during a job. Keeps the office a lot more organized.
I'm very close to buying a Fujitsu ScanSnap iX500. The only thing that's been holding me back is the time investment in scanning file folder contents. The ScanSnap runs about $420, but the reviews on Amazon are pretty consistently positive, and often glowing.
I got rid of my flat file years ago, but I currently have 4 legal-size file cabinets in my tiny office. I'd like to cut that at least in half to reclaim some floor area. I'll gladly trade disk/cloud space for extra square footage.
Ask Jimmy what I told him when he started griping about having too many survey files.
I do something very similar. You must be one very busy bee as my 13 year count stands at:
45,887 Files
2,140 Folders
168 GB (Took me a while to realize the dpi setting in the scanner could be much lower than I though it needed to be)
I usually just place every file for a job within a job number directory. In that directory, I create a "scan" sub-directory. My scan is usually one or two pdf files of all of the research that I feed through the ADF tray of the scanner. I don't usually separate each deed as a single scan file.
I just wish I had looked into it more and found that the MFC-J6910dw would do duplex scanning. The MFC-J6710DW does a great job, but occasionally the duplex scanning would be a very handy feature to have.
Within the count shown is also a large amount of aerial, topographic, record, and other scanned maps or data that may be referenced in multiple jobs - all in a "Maps" directory.
Jim
It is amazing how much of it can be accomplished just by scanning a couple of jobs while working on another project. I will often be drafting a plat for a lot survey and have the research records for that job scanning at the same time.
With the ADF trays on so many scanners currently sold, you can start the scan, use the PC to work on something else, and not have to worry about the scan operation until you want to interrupt what you are working on. If you get wrapped up in preparing a plat or description, just finish the scan up and switch to a new one after you are done with the plat or description.
It would take time to get through so many filing cabinets, but it doesn't have to be dedicated time.
One option I would recommend (learned from this website) would be a Brother MFC-J6910DW. The 6710 series works great, but the 6910 has duplex scanning in addition to duplex printing. I have sent a huge amount of paperwork through this scanner and it is holding up very well for the minimal costs of purchasing it.
> With the ADF trays on so many scanners currently sold, you can start the scan, use the PC to work on something else, and not have to worry about the scan operation until you want to interrupt what you are working on.
At 25 pages per minute, I don't anticipate having much time to get anything done while the iX500 is working. But I do appreciate the notion of doing my scanning piecemeal rather than all at once -- it's pretty tedious work.
Hey, it's summertime ... hire a high school kid !
Since you're busy working, get a neighborhood kid to scan your files. Cheaper than you doing it, and some kid will get pocket money.
