How Long to Keep Old Show Files Etc?

[lisacb77]

How long are we supposed to keep such things? As y'all know, I am winding down to just take orders for family & friends. I don't plan to pursue shows, and even if I change my mind, all my people's info is in PP. So I have started recycling the DPDS from the shows and any other such paperwork.

My main concern is my copies of the order forms. Do I need to keep them? Or maybe not since I submit in PP? Just wondering how long I should keep them or not.

TIA!

 

[rebeccastt]

I shred mine after about a month. Everything is electronic and as long as you back up PP/P3, I can't imagine why we would need them. Shred away!

 

[KellyRedHead]

We just discussed this at our last meeting and it was said to keep them for 3 months and then shred.

I like to keep them for at least 2-3 months just in case there was something on the order form I missed when placing the orders and I can reference back to them if someone calls with a question. Then I shred since I use PP3 and back up my files.

Kelly V.

 

[DebbieJ]

As long as you backup your PP/P3 to an EXTERNAL source, you can shred as soon as you are comfortable.

 

[lisacb77]

Thanks all, I backup both to a separate place on my drive and an external jump drive, so I'm going to recycle away!

 

[cookinmommy]

Not to be stupid, but what if a customer calls you asking if you have a copy of her receipt because she has something she thinks is still under warranty but cannot find her copy?

 

[lisacb77]

Well if you use PP you can just print another.

 

[bethsbiz]

If you still have PP loaded on your computer, you would be able to go to that program, find the show/order, and reprint on receipt paper. Either than or handwrite another receipt on the tri-part paper using the original info that is showing on the order screen. I'd probably just keep one set (of 100) computer receipts on hand in case this came up.

I think you can reprint forever...you just can't change any show data after 6 months (which I've never done anyhow).

Regarding shredding: ......The only real problem with shredding stuff and then someone needing a receipt later might be items received as gifts (so someone else purchased an item) or, the infamous "several people on one receipt to split the shipping fee". But, if I know folks are combining orders, I am very clear that any returns would have to be done in the name on the order and that I won't be able to find shared orders except under that original name.

Since all products, except consumables, have a 1 year warranty, I do not shred until that year deadline is past. Most show paperwork will fit in 1 or 2 boxes as the year goes on so I see it as a cusomter service to retain the records for that one year...

b

 

[lisacb77]

That was what I thought. Beyond one year would be safe. Cool!

 

[pampchefrhondab]

Just a warning about going back and printing the receipts. I heard if you don't add a person to contacts in PP Plus you won't be able to do that.

 

[chefkristin]

I haven't switched tp PP+ yet--Am I understanding correctly that you cannot print out receipts???

 

[tlennhoff]

I haven't switched tp PP+ yet--Am I understanding correctly that you cannot print out receipts???

You can print receipts in PP+. However, it may require that you have added the person as a contact.

 

[pampchefrhondab]

You can print receipts in PP+. However, it may require that you have added the person as a contact.

Correct, so if you have old shows and haven't added the person as a contact you won't be able to print a receipt for them.