I've read the posts about which document management software to use etc but I am wondering if one is required at all.We have about 80 clients.
In my previous practice, everything was printed off (including all emails) and filed. This mean that all documents relating to a client from accounts working papers to tax returns to correspondence could be found on a paper file.
In my new practice, almost all correspondence is by email. I sort the emails into folders for each client. I also have folders on the server for each client for accounts working papers and scanned incoming/outgoing correspondence. We save relevant emails as pdfs in the client folders (e.g. client payroll hours or closing stock, so we have evidence of where we got our figures). So theoretically at least, all client files are dispersed across these two systems. We use Google Apps for business so searching for emails and or documents is quick and easy.
Is there a need for specific document management software at all?
My only concern is that I have two staff and there may be some information spread across all our emails which are only accessible by the recipient of the email. Having said that, almost all of the emails come through me (except for innocuous information requests etc.)
The other reason I ask is that even when we had the paper filing system in the old practice, we rarely consulted the files! I don't want to spend time and money setting up a document management system if we will never use it.
Does anyone else manage fine without document management software?