The Benefits of Going Paperless

Going paperless is becoming more and more the trend – in all sorts of industries. While it may initially seem like a big task to transition to a paperless system, you will likely find that the final outcome is much more pleasant. In fact, having a paperless office can have many great perks that you should consider. So, here are some property management advice on the benefits of going to a paperless office.

Going paperless will give you instant access, easy changes, and organization.

By choosing to go paperless, you will have instant access to your signed documents. Should you be out in the field or with a tenant who is questioning a lease, you can instantly access his or her file and review the lease agreement. All with the click of a button. 

Agreements are not a one-size-fits-all sort of document. Thanks to paperless programs, gone are the days have had to “x” through lines and add new ones to a pre-printed lease. Online agreements are easily changed to fit the needs of each tenant.

Is your office cluttered? Do you often misplace documents? Do you find things where you shouldn’t and not find them where you should? A paperless office will bring you none of these troubles! In fact, it will help you diminish them! Your electronic documents – both signed and unsigned -- will be stored neatly online. 

Going paperless is great for the environment.

The environment can replenish itself to a certain extent, but at the rate that we are destroying it, it cannot keep up. Fortunately, choosing to run your office without the use of paper means that you are saving everything from the tree the paper came from to all the energy it takes to produce that paper. In addition, care for the environment can score some bonus points with potential clients, as well. 

Going paperless can reduce your costs.

Take a moment to consider all the costs involved in printing:

•           A printer
•           Printer paper
•           Printer ink
•          Electricity to run the printer
•           Copier or scanner to make copies of signed docs

These are just a few of the costs required when you choose to use paper documents. Not to mention the upkeep to maintain physical files. By making changes to go paperless, you can greatly reduce your costs. It may seem like a minor thing now, but these small costs add up over time. 

Going paperless can provide you and your clients with more security. 

There are many laws surrounding the issue of how to properly – and securely – handle sensitive documents. Working in the real estate industry, you collect some very personal information from potential tenants. This information needs to be protected. Are you doing your part? Do you shred sensitive documents? 

Leaving this information sitting around your office or simply throwing it in a garbage can may lead you to one day facing some legal issues. By going paperless, you will have more control and be better equipped to manage this sensitive information. In fact, all the information is stored securely online or on your secure server and will not end up in the hands of the wrong person. 

Now that you know just how beneficial paperless can be, what are you waiting for? Start the transition today to find yourself in a more environmentally friendly, organized, secure position.

Marina Shlomov, a managing partner at ALH|Podland Realty & Rental Homes Property Management is the author of many articles on Landlording, Property Management, and Real Estate Investing. A residential builder in the state of Georgia since 1999, Marina is an investor herself. Her property management company is intended “For Investors” and “By Investors” for a simple reason – she knows what investors’ goals are and she works hard to reach their goals. In her spare time, Marina likes to spend time with her family, friends, garden, read and travel. Check her out at www.alhpodland.com. You can find Marina’s articles and comments at @rentalhomesatl on Twitter, on Facebook, Google+, Blogger. and YouTube, Bigger Pockets and REI CLub and LinkedIn.