It takes some serious discipline on my part to harness my documents from all aspects of my life into a singular system that is safe, secure and accessible. Fortunately, I have a habit of cleaning up my desk before I leave the room and I have always had a good folder system on email accounts and my computers. But, I am on an IPad, my Mac, my two PCs and my phone. I can say they are all backed up, but as for efficient? Hmmmm, I’ll have to think about that.
There are several aspects to how I use that data and what location I want to retrieve it:
- Accounting Information: Bills, receipts, payments, invoices, timesheets that I use to manage my business transactions in QuickBooks. I need a place to store copies of these documents and pull retrieve them in QuickBooks as an attachment to the accounting transaction. SmartVault software to the rescue
- Marketing Information: Articles that I write, project plan notes, flyers for franchises and class outlines that Melissa can also access from her office and I can access on the road. SmartVault provides us with a shared drive on each device, including my IPad, IPhone, Mac and 2 PCs. This “SmartDrive” is secure and accessible from the web as well
- Client files: This can include QuickBooks backup files, bank statements, accountant’s journal entries and financial statements. I want to have a folder that my clients can share their documents with me without emailing sensitive information. I want that information to be available wherever I am or from whatever device I’m on so that I may open it, make changes and save it. SmartVault allows me to create a folder that I can share with a client. They do not have to pay a fee and whenever they save something in our shared folder, I will get an email alerting me. I can also have them use my Technology In A Box SmartVault portal to upload their documents and files. There are also audit reports to show each user’s activity within the folder.
Mobility is where we are headed and M is my middle initial. Unlike some people that I share a dwelling with who always asks “Where are my keys, my shoes, my hat and _________”, wherever I am, I want to know where my files reside. SmartVault: My File’s Mobile Domicile!
