And so I thought. I tend to switch off when I hear the ‘going paperless’ chatter and all this talk about carbon footprint (I just think of dirty footprints in the conservatory after the children have run in from outside after playing barefoot).
Nothing quite like the feel of a working papers file, a bit like a comfort blanket to me. After all I am an accountant and conservative by nature – same haircut* for the past 18 years, except for a brief involvement with fashion for about 12 months a couple of years ago.
However my balanced existence has been rocked this morning by an incredible discovery.
Now I’m fairly organised, my office whilst not overly tidy is under control. I know what is where and can generally lay my hands on the information I require pretty quickly.
This wasn’t the case when I took on a new client three months ago. Met him in London, collected signed engagement paperwork and returned to the office, all good so far.
Later that week I went to set up the client permanent file and prepare the client’s tax return – he was due a rebate so best get it done asap. Well I could not find his P45 from his old job anywhere. Spent the rest of the week looking for it, still no sign of it. Well no issue, I have signed email copies of everything, except the client’s P45 from his old job.
Went back tail between legs and asked for a copy, he doesn’t have one but he agrees to go back to old employer and request one. Not a great start.
This morning I went to start work on another client’s accounts, which happens to be the next in my orderly filing system. Open the file and guess what pops out…yes...the missing P45.
Might have to give this paperless lark a think – perhaps a job for Miss KA in the summer holidays.
Anyway, back to my quill pen and parchment.
*No.4 if you’re interest
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my tools
I couldn't live without paperless although I do make manual notes / working papers which I will also scan in once I'm done with them!
Some of the tools I use are:
Iris OpenSpace - for all document approvals (PDF) - engagement letters, accounts, tax returns, VAT returns, year end payroll etc.
Fujitsu ScanSnap S1300i for £200 a great scanner that goes straight into my Dropbox:
http://www.amazon.co.uk/Fujitsu-ScanSnap-S1300i-PC-MAC/dp/B008F05ND6/ref=sr_1_1?ie=UTF8&qid=1371036676&sr=8-1&keywords=fujitsu+scansnap
DropBox - all files and folders, yes I know there is the question of data protection but my clients know that I use it and are very happy that I do. Creating a 'shared' folder for both the accountant and client to share info / collaborate in is priceless.
Gmail - I use gmail to power my website domain email - I never have to delete an email because of mailbox size and I can pull out an email from several years ago within seconds...
:-)
Nice tool!
@RM - scanner looks good, job for another time I think along with all the others I want to do.
Digital Filing
We've been going through a transition faze from paper to digital over the last 12 months and are now almost completely paperless.
Having a rigorous digital filing system is hugely important so that you can find things in seconds rather than minutes or hours.
We now have a clean desk policy and have noticed productivity increase among our accountants.
If you want to know more, just ask: www.aims.co.uk
Go for it KA!
I am less paper now. It really does make life easy. Just go for it KA.
I find this incredibly helpful http://www.lucion.com/filecenter-overview.html
When the penny dropped ...
The moment came for me a couple of years back when shelf space ran out and I thought I can't go on like this.
So I got a Fujitsu scanner. First of all I scanned all new paper, keeping the originals, just in case the paperless thing didn't work out.
After a year, I decided to move on to immediate scan and shred, as I was confident about the system, security and backup.
Now, I'm working my way through certain historical paper. It's nice to see shelf space being reclaimed. Weird also to think I that if I want to, I can fit everything I've ever done onto a small encrypted memory stick.
You've only been going for a couple of years, so you've probably got another year or two before the penny drops for you too.
House move
We went completely paperless when we knew we were planning on moving house. We had a home office at that point so it seemed logical to be moving as little paperwork as possible.
We also have a Fujitsu scanner and everything is scanned as it comes in.
Running dual monitors is a must really though if you want to really reduce the amount you print. It really saves having to have physical copies. As you can have bank statements on one screen and software/working papers on the other.
My set up
I'm near paperless.
I have had mistakes with digital as well as paper.
I have two 32 inch monitors with UltraMon software.
I have a ScanSnap S1500 - the latest version is on the link
http://scanners.fcpa.fujitsu.com/scansnapit/scansnap-ix500.php
I don't overdo the paperless. I think it's more efficient to print statements and work from them than read pdf's from the screen. I ask clients to get online banking and give me downloads though. If you want to scan or use digital and don't file paper then that's fine. I keep current paper in my office and old paper in my garage.
I have recently embraced it.
For years i have always had papers and files all over my desk. Like you I knew where everything was so didnt see it as a problem. Other people did though as if i wasnt there no one could find things on my desk.
When I decided to take the plunge and go it alone I knew I would have to change. I was converting my 4th Bedroom to an office to work from and it just wouldnt work unless I bit the bullet and embraced the paperless thing.
I invested in a 2nd 24 Inch monitor and a decent all in one printer/scanner. Digita links back to all your cleint scans which is useful and it does save a lot of time and makes your office a lot more efficient.
I still have some old papers and for some things i do like to go through the paper documents.
So I am about 80% paperless i would say.
The 2 screen thing is up there with Fire and Sky + as an Invention and makes life a lot simpler when you have a lot of things open.
I am currently trying to teach my eyes to work independantly from each other (like an Apache Helicopter pilot) to increase productivity to allow for more time at my holiday home.
To be honest the process is relatively painless and I wish I had done it years ago now.
I still always get nervous when shredding a pile of scanned post though with the thought "did all these go through ok"
Independence
@Glennzy - let me know how the eye things goes, if you get it sussed, I want it :)
Two monitors - yes went that way last year, so much better. I do know someone who has three 32" monitors - his desk is like mission control.
Paperless - yes I know its a hurdle, think its a job for the summer holidays - get small server set up. get eldest daughter to scan - job done. I can then run the two systems side by side.
Double 32's
I am a jealous man now Kent you make me feel insignificant .
I will have to a have a word with Mrs Glennzy to upgrade them. I have to 2 50's downstairs but I'm sure she will miss them.
Scanner
One of the reasons I let paper pile up is because I use a multifunction device that has a scanner, printer and fax,
The scanner is slow. I am thinking of buying the scanner Peter has - though a current model
Does anyone else use this? If so, any feedback?
Edit : Both US and UK Amazon reviews are good. So I have ordered the scanner.
Thanks KA for raising this topic and thanks Peter for the link.
Scanner
Just connected the scanner Peter suggested. Got a fair amount of scanning done in little time.
It is an excellent scanner!
This is another example where if I had spent the money earlier on, time savings would far outweigh the initial costs. Multifunction device just does not do justice.
Great
Somebody on AccountingWeb recommended it to me.