Property management is a profession involving a great deal of trust. The property owners trust you to take care of their investments and the tenants inside them with absolute reliability and veracity in the case of damages and security deposits. You are their stand-in and in that position, it is your responsibility to be their eyes and ears so that important decisions can be made. This is one of several reasons why regular inspections are performed, documented, approved, and managed. Property managers, especially successful ones with many properties under their care, do a lot of inspections and the last thing you want is to lose your archive of records for a client due to either a coffee spill on a paper document or a magnet too close to your backup hard drive.
There are a lot of different ways you can handle, store, and share your inspections but it's 2018 and at the very least your inspection archive should be stored in digital form. The most cutting-edge solution to property management is to take clear and well-lit inspection pictures on your phone and store the data safely on the cloud. Here are the top 5 reasons to do so.
1) Safe from Mobile Device Damage
It wasn't that long ago when it seemed like digital cameras were going to be an all-levels luxury item forever. After all, who doesn't want pictures that are quick and easy to snap, check, save or delete, then transfer onto other digital storage. However, with the admirable camera quality of modern smartphones, most people don't need digital cameras anymore and neither do property managers. Your phone is more than capable of taking high-quality inspection pictures.
However, while mobile functionality is getting quite good, you still don't want to trust the only copy of any information to a mobile phone's durability. If it gets wet, dropped, overheated, or lost, you don't want to lose your inspection images. Saving them on the cloud ensures that they will be available later even if you drop your phone immediately afterward.
2) Convenient to Access from Anywhere
Digital storage was once a limited and preciously hoarded resource first with floppies and cards, then with CDs and servers, and now with USBs and external hard drives. These were carefully created, copied, and shared and access was based on access to a physical location. Fortunately, networking technology has allowed us to move past the data hoarding stage. On the cloud, there are nearly limitless vaults of virtual storage space waiting to be filled up by personal and business data.
Of course, the best thing about the cloud is that your 'cloud servers' aren't actually in a single place. First, they are most likely to be virtual servers which gives them a certain amount of freedom from physical machines in the first place. Next, cloud servers are often echoed and stored throughout several data hubs throughout the world meaning that your data is literally everywhere. What does that mean in the day today? That you can always access your recent and archived inspections and so can your clients. All you need is an internet connection.
3) Immune to Local Disasters
Disasters have been the bane of data preservation for a long time. Even careful companies with rooms full of cooled and maintained backup servers are at risk of local disasters like tornadoes, hurricanes, earthquakes, and other acts of nature that can thoroughly thrash a building. If the physical location of a backup server goes, so too do all your backups. Keeping your files on the cloud, however, means that even if one location is taken out, your data is stored in two or three other places so it's never completely at risk. In terms of inspections, this means that no matter what happens, you will be able to access, edit, and work with your inspection images and files from anywhere at any time.
Guarantee To Your Clients
The best thing about cloud storage for your inspection documents is your ability to make a guarantee to your clients that their inspections will always be safe and available. Free from the risks of even having a physical location, when you store your inspection images and files on the cloud, they become available from any internet-capable device for editing and completing and then sharing with your client for approval and processing.