Documentation could be the single most important word in business right now. Who did you talk to? What did you talk about? What conclusions did you come to and how did you reach those? Web and video conferencing haven't just increased in popularity and power due to the struggling economy and increased travel expenses., A lot of corporations have turned to conference calling as a means of being able to document. Pretty much every company offers call recording, and a recording is a document to prove what happened in a conference call. When you're not having a conference call but still need documentation of a conversation, you can do that through your AccuConference Toll Free number. By using it as a fax machine, you can keep PDFs of incoming faxes stored in your email inbox. Listed below are some situations where this would be a great tool for you to use, both for personal and business uses.
- One of the first things that came to mind was how this could be useful with online bill pay, which most of us use. When you pay online, you receive a confirmation number, which companies rely on you to write down. It's a good system but it doesn't always work, and as I've said before, having a back-up plan is one of the smartest things you can do. These confirmation numbers are stored in the companies' databases, and many companies are nice enough to fax you a copy of the confirmation if you ask. By using your AccuConference Toll Free number as the fax, you're going to get that confirmation into your email inbox as a PDF. If you follow the steps here, you can label them and file them away so that you always have a copy - . Not just the number you wrote down on the invoice but the actual fax that is dated and has their companies fax number on it. That way if you ever did have a problem with the payment posting or being correctly applied to the account, you have an almost foolproof back-up just a click or two away.
- If you're already using the call notes feature to keep your toll free accounts organized, then email notification is a great supplement for storing information coming from clients. If you have a client who's faxing you agreements or proposals, you can create a folder for that client and change the name of the subject line to (for example) “Steve, Proposal for Company X” and file it away under the “Steve” folder.
- If those client agreements are ever changed, create subfolders in these main folders for changes like “Steve, Company X, 11/15/08, price changed”. Using this feature allows you to have the most updated agreement, quote, or whatever is being discussed in the one place you're sure to find it: your email.
- Fax yourself. Sounds crazy doesn't it? It's really not. Send yourself important documents that one of these days might face the fury of moving, age, water, you name it. Send yourself your birth certificates, wedding licenses, social security cards, driver's licenses, or anything you think could be useful. In the event that these originals got burned, destroyed, ripped, whatever, at least you would have a place to start.
- Lawyers love paperwork, we all know that. Renaming subject lines not only works for the lawyers, but also you as a client. If you're buying a piece of property, there is going to be a lot of papers flying around and you're going to want to keep it all. So have it faxed to you, and again, rename it and file it. If you are handling multiple projects at once create folders to store each set of documents. As a law professional, you can do this for your clients who are sending in wills, settlements, subpoenas, and even payment agreements.
As you can see, this is just a place to start. Even if you're not a lawyer, a habitual online bill payer, or a salesman, just keeping important documents on file is a great idea. You never know when someone's going to ask you to see a birth certificate or when that new puppy is going to go exploring while you're at work and find that folder full of documents.
But there would be a lot of really nice confetti to celebrate the fact that you were smart enough to store the documents in your email.