Paper? or Paperless?

Thank you to all who take time to participate in our surveys. CRA uses the information we gather to better serve you. If you have an idea for a survey for CRA members, please send your request to CRA at Info@CalRental.org. This month, we asked how members store their rental contracts, paper or digitally. 

1. What type of Rental Business do you have?
General Rental: 61% (20 responses)
Party Rental: 15% (5 responses)
Both: 24% (8 responses)

2. Do you still use paper contracts?
Yes, all of the time: 82% (27 responses)
No, never: 9% (3 responses)
Sometimes: 9% (3 responses)
Additional comments:
1. Does not apply.
2. Old ways are the best ways.
3. We did use paper contracts in the past, we are coming up to one year 100% paperless with our
rental agreements.
4. We try to use primarily digital, but at times the system lags so we default to paper as secondary
option.

3. What percentage of paperless are you?
10%: 20% (1 response)
25%: 0% (0 responses)
50%: 20% (1 response)
75%: 40% (2 responses)
100%: 20% (1 response)
Additional comments:
1. Does not apply.
2. This would be in reference to rental agreements, internally we still use some paper to handle swaps and services.
3. Check in tags.

4. How do you store “hard” copies? (26 responses)
• In a box upstairs.
• Back office data base, originals stored seven years.
• In a sea container.
• File boxes (3 responses).
• Back office.
• By day and by month by store.
• Hard copies are stored at one of our rental facilities in storage containers..
• Filing system.
• In a box in the rafters.
• File.
• With the dailys, in a file cabinet.
• Fire resistant vault on business premises.
• By company or name.
• The rental software we use stores the signatures attached to the contracts, so we are able to provide the signatures on an as-needed basis.
• File cabinets.
• Boxes (4 responses).
• Currently file for 7 years in safe file location. Exploring digital storage options.
• Storage room.
• Boxes in file room.
• Fire proof lock boxes.
• By day and by month.

5. How long do you store “hard” copies? (27 responses)
• 3 to 5 years.
• 7 years (12 responses).
• 1 year.
• 3 years (4 responses).
• 5 years (2 responses).
• 7+ years.
• 6 years.
• 2-4 years.
• When using our previous paper system we would store them for at least 7 years.
• 7 years minimum.
• In a box, forever, it seems.
• 10 years.

6. Are Yard Tags stored with contract or separately?
Stored with contract: 60% (15 responses)
Stored separately: 40% (10 responses)
Additional comments:
1. Not used.
2. Ready to rent tags are stapled to contracts. .
3. None.
4. Beta program for digital storage in 2021.

7. Do you have any additional comments on this survey?
• No, but a “Does not apply” and “Why” block may be in order. This is for inactive or former owners or perhaps owners with multiple rental operations.
• Not at present.
• Repeal the minimum wage!
• Paperless is extremely convenient once you make the transition. There is a retraining process internally and the customers. The issue lies with the programming to be able to go paperless. Our current vendor requires a lot of modules, which is extremely pricey in order to accomplish going paperless.
• POR needs to be more progressive in their adaptations to electronic signatures. Their interface at the instore counter level with tablets is not efficient or user friendly.

8. Survey Ideas
• GPS tracking systems for equipment. Business mileage tracking apps. Best business checking accounts/banks.
• Repeal the minimum wage.
• Keep them short and easy to navigate. This was done well.