Why should you archive scanned shipment documents? Read on to learn more about this best managed practice...
When scanning shipment documents into Profit Tools with Document Imaging, over time, those documents begin to add up. Like with any electronic files, the images take up valuable space on your hard drive, and should be archived. Below are some very important points to consider about the archiving process:
- Where do you want to store the archived images - You will want to move the images off of the drive that Profit Tools is installed on to fee up available space. This could be simply on another internal computer drive, or an external hard drive such as a CD. The most important factor is to store the images some place that all users can access for future reference, if needed.
- Archive shipment images in smaller batches (initially) - Archiving scanned shipment documents can take a significant amount of time, depending on the size of the files you are transferring. It is recommended that you begin the transfer process in smaller batches (1,000 documents or less) and take note of the time needed to complete the process. Once the transfer time is known, you can then increase your batch size as desired.
- Retain scanned shipment documents for 6mo. - 1 yr., then archive the rest - Depending on your needs, any shipment documents associated with a customer older than 6mo. - 1yr. should be archived on a scheduled basis, which will free up significant space on your Profit Tools drive. Don't worry, the archived images will still be available to view and print at a moments notice from the shared archive drive.
- Only scanned shipment documents can be archived - It is important to note that even though you may be scanning all your documents (shipment, employee, equipment, and company), only shipment documents can be archived within Profit Tools.
For additional information about shipment document archiving, or a review of this process, please don't hesitate to contact your trainer.
Before making any application updates that interface with Profit Tools...
please be sure to check out the compatibility listings on our customer support page. We make every effort to maintain compatibility with the latest recommended upgrades. Please note that we are not yet compatible with QuickBooks 2014 version at this time.
If you have any specific questions regarding third-party compatibility, please be sure to email support, or call (603) 659-3822 for assistance.