Hi
Are there any practices out there currently operating a paperless office system?
I'd be interested to know how this compares with the good old fashioned correspondence file on filing, file structure and recovery, ease of use, etc.
Any advice or tips gratefully received.
Thanks
Martin
Replies (6)
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electronic files - ownership
Often overlooked within accounting offices is the question of ownership of files. A working paper file is likely to belong to the practice but a correspondence file is likely to be a mix of papers. Just how you would deal with separation within folders is interesting.
Should firms therefore obtain approval from clients before adopting the paperless method just in case the (client's) file is requested in the future.
Standard software and limited budget - good results
If you use any proprietary product from an office "solutions provider" you would be tied to their way of doing it. As a sole practitioner my approach was based on a limited budget, but using standard software I am pretty happy with the result.
The key items were a fast scanner (Fujitsu M3092, 15ppm b&w, about £400, ) and two bits of software, Acrobat writer (c£250), the other Scansoft Paperport Delux 7 (Current version c£50). Putting paper into the scanner starts a scan into Paperport without any mouse or keyboard clicks (very important, that). Click and type to enter a filename, right click and export to pdf format. It has to be simple enough to live with.
Acrobat PDF is a good format to use because it's a worldwide standard, and so will be here for a while. The tif format is also a contender since the viewer comes as part of MS Windows.
Accepting that there would be an awkward overlap between paper files and screen-held files for about a year, I scanned in some existing paperwork, depending on the client, but for most it wasn't necessary. Stick all the paper onto a file, using a number stamp, and you'll hardly ever need to look at it again.
We've all got Windows Explorer, and it's a good file manager. You still have to drag-and-drop each scanned item into the client's folder, and the sub-folder within that. Still much quicker than the filing cabinet way though.
Use partitioned disks, so a system failure might leave your data intact. Lastly, backup, backup, backup. You depend on it now. Disk imaging is good to save on the set-up time if you decide to wipe the hard disk and re-install.
Good luck!
Hello again
Martin: I didn't go into specifics in my response however Anon makes a good case for the DIY approach so it's worth a few words on the designed product approach.
I don't think we could handle client's affairs and the switch away from paper without a formalised client management system and, as with many practices, we rely on our accounting/tax software suppliers to provide this, ie we get relationship/work management as well as the "doing" stuff all under one roof.
In our case it's IRIS and, again following on from Anon, the ability to link client's records to client files & folders as well as produce any document in PDF format has been a major step in enabling us to control most anything via our screens.
There's too little space to go into detail here and so email me if you need any more info. [email protected].
It has to start in the mind
So many discussions (ads?) start with "use this system" whereas surely it's best to work out why & what you want to achieve then go looking for systems.
Back to the question. Whilst we still correspond with clients and agencies who rely on paper I find it more realistic to operate a “lesspaper” policy.
My personal driving force is environmental however the by-product of moving from paper to electronic information systems is an improvement in efficiency. At its heart is the ability to have up to date knowledge about your client or practice available on screen where you are. Not only does it save you time in not having to hunt for paper files but you can have the equivalent of several paper files available simultaneously, ie audit, tax, time & fees ledgers etc. Consequently, when my client calls I can see the current state of play on the work we’re doing as well as the value of wip and outstanding fees.
The proof of the pudding in all this is that paper filing can now wait 2-3 months, as we rarely have to refer to it, and a DVT from not walking about enough!
Other benefits accrue from being able to send and receive anything electronically, especially if the work is urgent or the accounts, report or tax return need to go through several draft stages.
Difficulties & cons?
Spending too long typing a message or amending a report yourself rather than relying on the people who are paid to edit text and are better at it.
Battling with our inclination to print anything that fills the screen. I know that the document is actually far safer where it is on the server & backup, however old habits die hard.
Far more reliance on everyone working the same policy, ie it only takes one person to forget to update the work schedules or client data to throw out the information for us all.
I still find it more comfortable referring to hard copy when reading long reports or discussing accounts etc face to face.
Not a paper thing but a tendency to be lazy over personal contact, it’s easier to email than pick up the phone.
Just a brief summary of several years of effort but I’m sure the trees appreciate it.
See previous threads
Have a look at https://www.accountingweb.co.uk/cgi-bin/item.cgi?id=126192&d=789&h=788&f=785
Caseware
You should talk to Credence Software, who distribute Caseware in the UK, or at least look at their website.
Caseware offers a paperless audit system, and I think they have practice customers who have gone down a paperless office route.