How long should I keep my paperwork for shows and guests?

[krzymomof4]

Since I started with PC 2 years ago, I have kept a paper record of all my shows, including the hosts guest list and a copy of each guests receipts. Well I am now spilling out of my file cabinet and don't know where to go from here. I originally liked the idea of having a copy of everyones paperwork in case something happened with PP, but now it is just becoming a nuisance. What is the rule of thumb on how long to keep these? If you do at all.

 

[Teresa Lynn]

Toss 'em
If something happens with PP PC will have a record of the customers order.
I only hold onto the recipts for a monthto amke sure the customers got everything & I didn't mess up when entering after 1 month they are outta here!!

 

[raebates]

I generally hold onto the bulk of the paperwork for about a month after the show closes. This helps me to have the answers to any questions handy.

After about a month, I go through through the paperwork. I make sure I've made note of anything I need to follow up on--i.e. contact in September @ show, interested in stoneware sale, etc. I also make sure I have a record of the show details--what I made, number of guests, guest sales, show and close dates, etc. At that point everything goes into the burnables.

In case something happens to PP, I make sure I back it up after making any changes.

 

[pchefkristin]

Well, I keep my stuff forever... its the pack rat in me. I box everything up and put the year on it and store it downstairs in the basement... along with my tax stuff!

I have been having problems getting my PP to back up, so I find it nice to have the hard copies on hand if I ever need them.

 

[raebates]

I understand, Kristin. I have some serious pack-rat tendencies of my own. It takes everything in me to toss out paperwork, but I would be buried in the stuff if I didn't.

Of course, I've not had the backup problems you've had. That would probably be enough to make me hold on to everything!

 

[pkd09]

AFter a year with PC and trying to figure the best way for me here is what I have come up with: Guests use an OOF to place their order. I give them a form receipt (8 1/2 x 11 piece of paper) that states their amount, how they paid and their name; paper also includes info on hosting their own show, adding to their order, etc. At home after the show I input their order from the OOF. I print up a PC receipt with a thank you note attached to each receipt, and mail them to the host. I keep the OOF for my follow up calls that I make about 3-4 weeks after the show. When I have made contact with the guest making sure they had received their product and doing my "customer care call" thing I then shred the OOF.

 

[dannyzmom]

Just a few months ago I finally took a deep breath and shredded everything over a year old. First I made sure I had all the customers' info both in PP and in Customer Connection -- then I shredded away!!

 

[krzymomof4]

Thanks for all of your input. I am trying to let it go. I am just scared that as soon as I shred them, someone will call and say they bought a stone 2 years ago and they can't find their receipt and want me to take care of it for them.

 

[DebbieJ]

If they can't find their receipt, you can just print one from PP. You don't need the original.

 

[raebates]

And, you can generally find the info from the HO. I think all they need is the state and the host's name.

 

[Rebeccascabinet]

I only keep my paperwork for about a month after the show closes. I can't stand paperwork! I back up my PP everytime.

 

[amy07]

Thanks for sharing all this info. I'm just starting out and already I can see there being a BIG problem with DH if I don't get a handle on all this "clutter"