Despite the increasing popularity of software, apps and other electronic ways of doing things, some people are still carrying out property inspections on paper. While paper was the time-honored approach, it actually has significant drawbacks when compared to the digital inspection method. Keep reading to discover just how doing inspections on paper could cost you.
Forms are easier to lose
Paper property forms are easy to lose or damage. You could lose all the information you’ve written down from a move-in or move-out inspection and anything else you were saving. Tearing, stains, water damage and fire are all things that could quickly destroy your inspection forms, rendering them lost permanently. With apps and software, on the other hand, you can back up and save your information so you never find yourself in that situation.
There are bigger potential mistakes
The error issue on paper inspection forms is two-fold. First, you’re writing the items down, and if you’re in a hurry or having someone else help, you may end up trying to decipher handwriting later. The second problem arises from the transcription of your handwritten forms into a computer to generate a typed report afterwards. The person typing the report may make a simple mistake or misread your handwriting, resulting in a final form that is inaccurate.
Storage can become nearly impossible
If you’re running a hotel, a resort, a large apartment building or have multiple properties, you may soon end up buried under a mountain of paper inspection forms. You’ll need to keep the reports to protect yourself later, such as in a dispute over a security deposit, but in the meantime, you have to find a safe place with enough room for storage and have them organized so you can easily find what you need.
It slows you down
Writing down comments on a paper form, having that information typed into a report and then storing it consumes a lot of time. If you’re storing forms off-site, then that’s another step in an already long process. With digital inspection software, you can enter the information in as you’re doing it, upload your photos and store it safely all within minutes. You can also make it available to your property managers and anyone else who would benefit from access to your inspections.
If you’re still going around with your pencil and paper, consider making the switch to digital inspections today. Not only will you save time and money, but you’ll also rest easier knowing your inspection reports are safe and secure.
