Dropbox announced yesterday they are increasing the amount of free storage one can earn by referring people to the service!
I wrote a blog post about the service almost three years ago, claiming they made USB drives obsolete. Dropbox offers 2GB of free cloud storage that integrates seemlessly into Windows, Mac and Linux, and more storage (50GB or 100GB) for a monthly or annual fee. They also introduced a service for teams, which I could see being very useful for small businesses with remote workers in particular.
The old blog post was very successful for me, as seven people signed up for Dropbox using my referral link, netting me an extra 500MB each time!
If you haven’t yet tried it, give it a shot. The way it integrates with the operating system makes it so easy to use, and the web interface is great for those times when you don’t have administrator access to your computer but still need to get those files!
Having lugged around three thick files representing the full permanent file for an audit client for the past few weeks, I’ve come to the conclusion that my firm needs to consider digitizing these things.
Perm files for accountants consist of client documents that carry forward year to year. For example, engagement letters are good for three years before they need to be updated and signed the client again, so a copy goes in the perm file for that time. Loan and lease agreements and their related payment schedules straddle multiple periods, as do rebate/royalty/license agreements. Articles of incorporation or amalgamation, and anything to do with share purchases and sales.
There’s no good reason to continue to keep physical copies of all these documents, rather than storing them in PDF or similar format and printing them when a hard copy is required (if ever).
The advantages are many:
Cheaper to store
Can easily be reprinted if hard copy is ever required
Increased mobility due to weight savings and digital format
Backups are simple and easy to do frequently
More secure storage on protected hard drives
Searchable (becomes really helpful as the file gains documents)
The same can basically be said for digitizing whole work paper files each year, but there are still situations where having a physical copy with work done directly on it is needed. I think tablets could be useful in ushering out the era of paper-based files, but who knows when the big firms will start to use them.
How far away from a truly paperless client file system is your firm?
With infinite storage, we can house all user files, including: emails, web history, pictures, bookmarks, etc and make it accessible from anywhere (any device, any platform, etc). We already have efforts in this direction in terms of GDrive, GDS, Lighthouse, but all of them face bandwidth and storage constraints today.