How do you keep your personal work records?

CW2 Private RallyPoint Member — Mon, 30 Dec 2013 14:20:02 -0500

<div>So I read the thread about the I love me book. I don't really have one. What I do use (and as a precursor I don't have any affiliations with them) is Dropbox combined with Acrobat and an iPad and the associated Dropbox app (free) and Goodreader app (I think $4.99). </div><div><br></div><div>I figured I'd share with some of you that are not familiar with this simply because it has been amazing for me. </div><div><br></div><div>If you aren't familiar with Dropbox it's a cloud storage system. You can sign up and get like 2gb for free. You can also sign up using my referral link and get an extra 500mb (no this post isn't just to get referrals I already have 120gb of space with 60gb free). Referral link: </div><div><br></div><div>https://db.tt/5qDwiMC</div><div><br></div><div>So I scan and upload all documents into my Dropbox folder. I have my Dropbox organized by subject. Example in my Dropbox I have sub folders for awards, ratings, annual training certificates (things like antiterrorism certs), schools (MOS related etc), leave forms, PCS documents, promotion orders, ERB documents, re-enlist paperwork etc. </div><div><br></div><div>The key is to make sure they're all PDF. So even my NCOERs I print then scan back as PDF documents. </div><div><br></div><div>I then for the awards, major training certs, and NCOERs/1059s number them sequentially and what they are for. So for example my last NCOER file name in my Dropbox says:</div><div><br></div><div>17. NCOER - May 2013 thru Dec 2013 - COR (1SG to S2 NCOIC).pdf</div><div><br></div><div>So the files are easily sorted and you know what they are. </div><div><br></div><div>Then I have all of them on my iPad. I can access them also from my iPhone via Dropbox. </div><div><br></div><div>So this accomplishes a couple of things:</div><div><br></div><div>Your house could burn down and you still have all of your records.</div><div>You always have access to everything important. Someone wants a copy of your latest AT cert while you're out processing? Too easy. Open it up via Dropbox on your phone or iPad if you have the cellular version and email it to them. Or you want to reference something?? Well I have every important regulation on my iPad and in my Dropbox too, so no matter where I'm at I can jump on my phone or iPad and bring it up. </div><div><br></div><div>There are other added benefits as well. Because I pay for extra space I sync my itunes to the cloud as well which allows me to have itunes on all of my computers. Then I can update a playlist on one computer and it updates automatically on my other computer.  </div><div><br></div><div>I figured since we are a community and I have received many compliments for this organizational tool around my unit I'd share here as well. </div><div><br></div><div>Dropbox is my savior. I keep all my work docs there as well. I could go on and on if anyone is interested. </div><div><br></div><div>Ps - you have encryption protection for your files there as well. </div><div class="pta-link-card"><div class="pta-link-card-picture"><img src="https://dt8kf6553cww8.cloudfront.net/static/images/brand/ [login to see] "></div><div class="pta-link-card-content"><div class="pta-link-card-title"><a target="_blank" href="https://db.tt/5qDwiMC">Matthew has invited you to join Dropbox!</a></div><div class="pta-link-card-description">Dropbox is a free service that lets you bring your photos, docs, and videos anywhere and share them easily. Never email yourself a file again!</div></div><div style="clear:both"></div><div class="pta-box-hide"><i class="icon-remove"></i></div></div>

Response by SGT Dillon Townsel made Dec 30 at 2013 3:17 PM

SGT Dillon Townsel — Mon, 30 Dec 2013 15:17:01 -0500

I'll share my input from the earlier thread regarding I Love Me books.

I want to reiterate the importance of mirroring your I Love Me book in the cloud. When I separated from the Army in 2012, I moved to NYC to temporarily reside with my girlfriend. Long story short, my hard copies of my records were in a lockbox in the trunk of my car, which ended up submerged in the first floor of a parking garage during Hurricane Sandy. By the time I was able to get to my car, the binder was wet pulp.

Since I was the Information Management Officer (and had been preaching backup, backup, backup for years) I had all my records in both a Dropbox folder and a Google Drive folder. While the loss of the physical documents was inconvenient, the digital copies made sure that I was able to keep everything moving smoothly with my transition to civilian life.

Response by SSG Andrew Dydasco made Dec 30 at 2013 3:18 PM

SSG Andrew Dydasco — Mon, 30 Dec 2013 15:18:59 -0500

I need to get on this ASAP when I get back from deployment. I've been inexcusably neglecting my Love Me Book and this seems like the way to go. Thanks SFC!

Response by CPT Private RallyPoint Member made Dec 30 at 2013 3:23 PM

CPT Private RallyPoint Member — Mon, 30 Dec 2013 15:23:18 -0500

This is good advice. I went digital myself, but I use...don't sigh...AKO because then things are always right at my fingertips when someone is asking for it. I am often on "special" NIPR machines that restrict non .mil file sharing.

I started two different physical "I Love Me" books. The first one, with all my Basic Training stuff, disappeared some time after the move between MIOBC and Iraq. I started a new one, then the old one reappeared. Tried to merge them and couldn't, so I went online and never looked back. It is so convenient and impressive. Someone says, "hey, send me your last three OERs," and you can get it to their inbox before they can even get their CAC reader working (sorry for the cheap shot S6-types).

Response by CW2 Private RallyPoint Member made Dec 30 at 2013 3:33 PM

CW2 Private RallyPoint Member — Mon, 30 Dec 2013 15:33:30 -0500

Here is what I mean by organization of my ratings, they are numbered from my very first one all the way to recent, so I'm never confused as to which NCOER I need to show someone.