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Old 05-31-2005, 08:19 AM
Mister Ed's Avatar
Mister Ed Mister Ed is offline
 
Join Date: Jan 2004
Location: Middle Georgia
State: Georgia
Professional Status: Certified Residential Appraiser
Posts: 3,432
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Background:

I am personally moving to a paperless office as fast as I can.

I have done the following:

I have moved to PocketTOTAL/Apex for my field work. I can measure the house in Pocket Apex and then draw a rough sketch in the field pad to place rooms, doors, interior walls (yes--i put them on my field sketch, but only in the report sketch if requested or I am feeling sporty), etc. I timed myself between this approach and the paper sketch... approx 3-5 minutes longer on a typical house (saves 10 minutes on report writing back at the office).

I save all my sales info as pdf files and have created a subject and comp note page template in PocketExcel that I use for taking notes. I get back to the office and covert them to a locked pdf.

So far, only maybe one or two sheets of paper have been used at most.

Thank you for your patience... now to my question:

PocketTotal and the PocketPC (in general) have voice recording capabilities. I am thinking that I could use that for speaking my observations concerning the various rooms, amenities, comps, etc.

Has anyone ever used that to make their notes rather than writing them down?

Also, would remaining USPAP compliant in my file storage require that these notes be transcribed or would the actual sound clips be acceptable?


Here is my vision of the perfect paperless workfile (all stored on a backup hard drive and two cd's):

1. A locked, signed pdf copy of the final appraisal report (as delivered to client)
2. A pdf copy of the order form, contract (if applicable), subject & sales tax/mls (and other related docs as appropriate) info, field notes/sketch (scanned from paper or from pocketTOTAL), the voice clips (as field notes).
3. All related photos
4. Any other pertinant information.

All thoughts are welcome.
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Old 05-31-2005, 03:48 PM
dan kessler dan kessler is offline
 
Join Date: Aug 2004
Location: Lancaster, PA

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I believe that at the last A la Mode convention I attended, when they demonstrated the pocet total voice notes, they stated that voice note storage was USPAP compliant. You may want to email A la Mode to see if they can direct tyou to where it is written.
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Old 05-31-2005, 04:08 PM
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Mister Ed Mister Ed is offline
 
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Location: Middle Georgia
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Dan,

Thanks for the reply. It would not be sooo hard to type up the notes (my wife may do it for me as she is currently not working outside the home), but if it is not necessary, that would be even better.

-ed-
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