During the lifecycle of the deal you will be collecting various documents from your client. The goal is to obtain an electronic version (i.e., PDF, JPEG, etc.) of each document and store all the electronic documentation in a dedicated folder on your computer or office network.
Typically,
clients will email you attachments of their documentation, which you
can then save into the dedicated folder. If the client faxes a document,
your fax-to-email system will send you an attachment of the document,
which you can then save into the dedicated folder.
If
the client provides you a hard copy of a document, you can convert
it to an electronic format by scanning
or photocopying the document.
If your firm subscribes to Exchange, you can upload existing electronic documents to it, or have paper documents faxed directly to Exchange.
Note: If it is required that your electronic documentation be in PDF format (assuming it was received or obtained in another electronic format), then you will require PDF software to convert it to PDF. Common PDF software packages are PDF995 and CutePDF™ Writer. Both are inexpensive and easy-to-use. The software also allows you to combine multiple PDF documents into a single PDF document.