California Surveyors Forums

I am talking about all the paperwork (deeds, accerssor parcel map, other maps) I do when a client asks me to give a quote, then I end up not getting the job. I have been collecting them in filing cabinets for years, hoping one day I might use them for another job nearby. I even have been thinking of getting a big map of the area, assign a number to each job (not turned to one) and mark the location on the map with a pin.(just thinking)
How about you guys? How do you manage these paperwork?

Sako,

I've been thinking about the same thing. I've got 3-4 file cabinet drawers with this info. I file them by county APN.

It's quite a bit of paperwork, but it does come in handy for additional estimates or if one of those estimates turns into an actual job later. I try not to print out as much paper for the estimates now a days. I've thought about storing all the APN maps, deeds, record maps in folders, etc. on the hard drive, but that requires time, memory, etc. I think some kind of GIS software program would be quite useful for storing the info. and keeping track of where the properties are, etc. I'm not familiar with one, but I'm sure something is out there at a cost.

Years ago I got my hands on microfisch films of Orange and Riverside counties assessors maps and info that RE agents used. It's great for research.

When I was in private practice, I used to scan all documents, not already in electronic format, associated with proposals and store in my electronic archives. I have a Brother all in one printer / scanner / copier that works very well for the scanning and only cost a couple hundred dollars.

I also setup a simple geocoding GIS database that linked to the project and proposal documents so I could spatially reference previous work. Simple for anyone to setup and use.

works for me.

Ric7308 wrote:When I was in private practice, I used to scan all documents, not already in electronic format, associated with proposals and store in my electronic archives. I have a Brother all in one printer / scanner / copier that works very well for the scanning and only cost a couple hundred dollars.

I also setup a simple geocoding GIS database that linked to the project and proposal documents so I could spatially reference previous work. Simple for anyone to setup and use.

Ric,
Would you please explain your geocoding system?

If you are looking for a way to put your jobs on a map, try using Google Earth with pushpins that you can label.
Duncan

My vision for a solution to this problem uses GIS (not been implemented yet). First, scan everything to .pdf and keep it on your server. The organization is important because you will not want to move it, and it will need to be able to accommodate change.

As the new work comes in, maintain a database (excel, access, ...) of your proposals and jobs with as many fields that are of interest to your firm. The more the better. These will all be ways that you can sort the data. One field will have to be a file path location on your server. The last two columns will be a geodetic coordinate.

Upon import into the GIS system you have it read the last two columns and define the import to place a point in the GIS system for each geodetic coordinate, which you can symbolize by job type. The Cadillac version is to geospacially reference all your survey data and link the database to polygons in the GIS database. Then dump a bunch of public info into the GIS system, AP lines, city boundaries, land use lines, zoning lines, whatever interests you.

Most of the work is in maintaining the database as the jobs come in and then are completed, the GIS part is straight forward. In the end you can click on the point and it will path to the job and sort the info by any of the fields in the database.

I would like to caveat this by saying that I understand that the software is expensive, the learning curve for the software will cost and that going back and entering previous jobs into the database is time consuming. When I do this I will probably start with current jobs and just move forward. Perhaps a half dozen old jobs could be entered a week, work it backwards, and eventually the system would be better. GIS support does not hurt either.

look st InfoRetriever, it is a handy tool, great search tool