Too Much Information Running Through My Brain

#1 10-31-2005, 01:34 PM

Instead of taking pictures I 've been on a disastrous course of melding my Windows and Mac world. I've been holding on to a dedicated Win machine in order to run ACT! which I've been using since 1993. This all knowing software has every e-mail, estimate, phone call and note buried deep inside its brain. I'm wondering if this is just plain overkill? Do I really need to have a recorded e-mail exchange regarding casting from 1999? The combination of two systems is way too much work and since I'm moving my office next month I thought it was time to take another look at my processes.

As a replacement for ACT! my current thinking is to just slightly modify the fields in Mac OSX Address book and rely on Spotlight to pull e-mails or documents when I need them on occasion.

The plain simplicity of Address Book and Mail app are a real attraction to me. Plus the ease of syncing between my studio Mac and laptop and Ipod sounds dreamy.

Anyone care to share their contact management strategy? Emphasis on the uncomplicated please!

On a related note that is a specific question geared to U.S. photographers only. How long do you retain your paper records? Has anyone had an IRS audit and not had sufficient paper backup? My CPA says seven years is sufficient and well within the law. I have stuff that is way older but I'd like to toss it but I just can't make it happen.

#2 10-31-2005, 04:41 PM

Hi Stephen,

I've been using Entourage to handle my emails and calendar. Entourage also has a projects function that lets you associate all the related emails, notes, files, etc. from a given project in one place and then archive them at the end of the project. My studio software, InVue), keeps track of estimates, etc. That said, I rarely need to see what I charged someone for a job last year, (it *was* last year after all).

That said, I'm begining to think even that is overkill and am also leaning toward using Mail/Address Book/iCal as well for the ease of syncing. The only downside is Entourage is one program, Mail/Address Book/iCal is three. I used too use Invue to track my contacts but it's grown a little long in the tooth and doesn't sync with anything. I've taken to keeping my select contacts on Adbase for mailings. Let them do all the updating...

I keep my records the requisite seven years and then use my Brother MFP to stack scan them and archive them as PDF's to a disc.

#3 10-31-2005, 05:41 PM

Ed,

I also scan my receipts, but as they accrue instead of at the end of a tax year. So much of what I purchase, even with established vendors, is via the internet so everyone gives an e-receipt. I just save it as a PDF instead of printing it out. Any receipt for an incidental expense or capital purchase that is over $100.00 USD is scanned and saved as a PDF too. Many of my bills are set up for auto debit from my credit card or bank account. An annual or semi-annual statement is all I have from some suppiers llike telephone, insurance and web hosting.

I took a hard look at Entourage and it's probably equal to the Address Book/iCal/Mail combo. You're right that Entourage is slightly less customizable and the ability to .mac/iSync is less seamless. Currently I don't use a calendar but I plan to try the iCal.

The interface of Entourage leaves me a little cold. The primary colors and odd icons would wear on me over time. The Mac Address Book interface is spare and spartan, quite visually appealing.

For estimates and invoices I have a custom MS Word template that requires the entry of just a few data fields. Those are also saved as PDFs. The nice thing about using the full version of Acrobat is that a PDF can be locked. I always lock an invoice and estimate PDF before sending out to a client. This prohibits any editing or changing of data.

#4 10-31-2005, 06:28 PM

[ QUOTE ]
The interface of Entourage leaves me a little cold.

[/ QUOTE ]

Yes Stephen, it is time for you to get rid of the PC

;-)

Mike_Guilbault · #5 11-01-2005, 12:37 AM

I used Maximizer (kinda like Act) on my PC when I had it a few years ago. I weaned myself from it when I got the Mac and found that I really didn't need it. Using Mail/Address Book and instead of iCal, I use my Palm Desktop program to sync with my Palm M500 for booking appointments and such. Most of my quotes are via email now, so I simply save a copy to the clients folder and when the job is finished, I burn a CD/DVD and have everything all in one place. Spotlight works great for finding those odd items that you've misplaced, but if you're careful, you won't even need that.