Paperless Office Users

Paperless Office Users

Didn't find your answer?

I want to go paperless but having had a bad and costly experience of audit software I would like to know (and I'm sure others would to) what the systems are that you experienced users are using and what you think of them. If you could answer the following questions it might be helpful for everyone who's thinking of changing to paperless.

1] no of partners

2] no of staff

3] system used to scan

4] system used to file and retrieve

5] what does it file (hard copies scanned, emials, MS documents, etc)

4] cost of system (roughly)

5] are you happy with it

6] would you recommend it

7] any other thoughts/recommendations .

Replies (20)

Please login or register to join the discussion.

Teignmouth
By Paul Scholes
28th Nov 2012 15:56

We didn't need a formal bought in system

Hi - We started about 7 years ago and became over 90% about 5 years ago.  Doesn't really matter the size of business but rather just stopping producing the stuff and encouraging others to do the same, leaving just say HMRC & Co's Hse as the largest paper producers but, even then,  they are usually only telling you something you already know and so once you've noted the information or reminder you just stick in in recycling, no need to scan.

For many years, other than the odd form that had to be printed, all our docs are created in Word/PDF/Excel and are emailed to clients with them being saved here on relevant client folders on the server, in the Iris system (if it produced them) and as an email attachment.

It only took a couple of years to persuade all but say 3 clients to accept info on that basis and to encourage them to do the same back and we are now at the stage where every client emails or deposits docs in dropbox/Iris Openspace, again for saving in our server folders and if they do stick some back up docs in the post for say their tax return, we'll only scan the important ones before returning them.

So now, even if I have to drop the odd letter to HMRC it's in the folder so no scanning and then, as I say, practically every bit of paper we get from the authorities, results in say a tick on an Iris job stage leaving, on average, maybe 10-15 documents a week to scan.

A Duplex scanner is a must and we might scan a dozen sheets at a time, creating one PDF then, in Adobe, we extract and save each document(s) to the relevant folders.

This won't suit everyone I know but the best route must be to make sure that everyone is doing the best they can to stop using paper first before deciding whether you need a doc management system, rather than just slinging software and wasted time at too much paper.

It will pretty soon become a habit and I now email or return paper to suppliers and publishers requesting they email in future and signing up for online rather than paper services.

Thanks (0)
avatar
By User deleted
28th Nov 2012 16:11

Logical Office and Iris

My experience comes from an 6 partner practice with 80+ staff over 2 offices and from a 2 partner practice with 6 staff where I am now.

In both cases we used/use Logical Office and Iris. 

Logical Office was/is used to scan, file and retrieve documents but also to create all out going post and to log emails sent and received.  Logical office uses a drag and drop system where to the best of my knowledge any file type can be dropped into it.  It certainly does MS docs and PDFs because I do this on a daily basis.

Iris 'communications tab' is then used to log all accounts, tax returns, HMRC forms, CH forms etc which are accessed as PDFs.  In theory these could be dragged into Logical Office.

I really don't know what the system costs as I am not privy to that part of the business and to complicate things we have recently moved to Iris open hosting.

It does work really well and I would recommend it, but as with anything you need to look at the cost v benefits.

 

Thanks (0)
Teignmouth
By Paul Scholes
28th Nov 2012 16:27

cost v benefits

Sorry, I know that this is my particular drum but costs & benefits will include more that what comes in & out of the bank account, it's also in being more efficient, consuming, polluting and wasting less.

Losing paper, printers, envelopes, cabinets, stationery suppliers (and in my case an office) are likely to be represented by a significant improvement in the bank balance, but if they are not, there's nothing wrong in paying a bit extra to gain the non-financial benes.

 

Thanks (0)
avatar
By morgani
28th Nov 2012 20:37

Folders
We are very similar to Paul. We don't have a doc management system but rather a windows folder filing system. We produce very little in paper and receive very little on paper as well.
Again we scan in very little with most be able to be noted or recorded and then the paper document shredded.
We currently scan about 50 docs a month to PDF to a holding folder and then rename a move ona regular basis.

Thanks (0)
Locutus of Borg
By Locutus
28th Nov 2012 22:04

Same as Paul also
Been paperless for about 2 years. If you are a small practice I firmly believe all you need is a reasonable scanner and an organised folder structure.

Fancy software (which will probably be unsupported in 10 years time) completely unnecessary in my opinion.

Thanks (0)
avatar
By Cloudcounter
28th Nov 2012 22:14

Started with folders

We started with folders, can't really remember when as it's more than ten years ago.  We switched to a proper document management system about 6 years ago.

Using folders is obviously as close to free as you can get, but there can be drawbacks.  The greatest of these is that in windows explorer it is amazingly easy to drag a folder from where it should be to somewhere else.  Of course it doesn't happen all the time, or even all that frequently, but when it does trying to track down what has happened can be a real pain.

We realised eventually that the windows folder system was simply too cumbersome, too slow and too unrealiable.  There was no proper cross indexing, and the search facilities were much the same technique as applied to searching for a paper file in a four drawer cabinet.

Switching to a proper system was the correct decision for us, and provides facilities that you just don't get with DIY.  The searches operate on a number of levels, and the workflow facility built in means that a document can be filed securely but at the same time put into somebody's work tray for action and somebody else's tray simply for informaton

Some of the systems that we looked at were eye-wateringly expensive, or the salesmen at exhibitions flatly refused to discuss even a range of prices - always a sign that it's stupidly costly.  Docusoft was way under some of the prices we were quoted and has worked brilliantly for us.

Cheap and cheerful was OK up to a pont, but I'm glad that we realised the limitations and moved on.

Thanks (0)
Teignmouth
By Paul Scholes
28th Nov 2012 23:50

Just a little PS

Looking to slim down windows folders last month, to save the Cloud a bit of soot, it suddenly struck me that current working documents, probably take up no more than 15% of the client and admin folders on the server and even then, when having to retrieve files to say discuss over the phone, I'm usually referring to the email and its attachment rather then the original file/folder.

At a rough guess therefore 80+% of my folders are effectively static archives, which could be removed to hard standing (to save more soot).

Do others find this?

Thanks (0)
0
By Lutondata
29th Nov 2012 13:15

Act! and Glide
We use Act! which is a robust database and links with Outlook. We have recently started using Glide Practice management software to control workflow and keep track of dates for submission etc. Both good value

Thanks (0)
Picture
By julie.severn
29th Nov 2012 14:40

Small firm

 

Hi

1 full timer, 2 part timers, approx 200 clients.

Can't afford much software, but invested in an Epson pdf scanner 6 months ago.  Best thing we ever did.

Next time one of the family youths want a holiday job, I'm going to get them to scan in the massive paper archive we inherited and then have a bonfire.

Just use windows folders for clients and drag and drop emails into them (which we use as file notes as well as communications).  Particularly easy if you use two screens on your PC.

All other letters (word), workings (excel), payroll (pdf'd from moneysoft) and vat/accounts/nominal/tb (pdf'd from sage/siap) are saved in the relevant folder.

Retrieval system: Click on folder, open file.  Searches easy to do by pressing Ctrl+F in explorer.

Cost:  £140 for scanner, all other software already in use.

Small but happy :)

 

 

 

Thanks (0)
Locutus of Borg
By Locutus
29th Nov 2012 14:45

@Paul Scholes
I would think around 80% - 90% of my folders are static. Probably 99% of the documents I have created I will never open again in my life ... but good to know they are there if I need them. When I think of these statistics it makes me wonder why I didn't go paperless years before. I think the key was having confidence (through multiple backup systems) that I would not lose the paperless data.

Thanks (1)
Teignmouth
By Paul Scholes
29th Nov 2012 16:56

Thanks "01"

It also occurred to me that the 80% of mine are fast growing to 95%+ as the March accounts & tax returns are done & dusted.  Have now moved all but past 3 yearly folders on each client to an external HD & DVD.  Our last paper files were 2007 and all of these are in an outside storage facility along with 2005 & 2006 and it will give me great pleasure to finally recycle the lot in the new year, leaving us with a few old permanent paper docs that can be scanned.

The thing that people don't realise when thinking about backing up paperless files is that when you think of your average PDF set of accounts or tax return, there are probably 5 or more versions of it dotted all over.  We share quite a bit on dropbox and so between me & the client we may have 6 copies on that alone, then there's the email I sent and that they received and, in my case, another copy in the Iris file folders and on our email archive system "Mailsafe" plus of course our hosted servers back ups and a "just to be safe" local download of all our folders I do, once a week, ie 12 in all and if all those failed, I'd just produce another one from Iris!

With regard to scanning, we get all sorts of weird & wonderful images sent to us from iphone pictures of Companies House docs we can't read, to 50 mb .bmp files of 3 pages of A4, where the clients don't know what settings to use on their scanner.  I've now got into the habit of reducing & combining scans from clients of say 2mb+ into a few hundred k of PDF and sending them back, asking them to turn down the volume & delete the old versions.  Then we will regularly sort our inboxes by email size and delete the attacmments on any >2mb.

So first it's paperless then MB-less and hopefully save a bit of CO2 in the data centres.

Thanks (0)
avatar
By janet.gee
30th Nov 2012 11:44

Rapport

We are a'2 qualified staff, approx 8 other staff, 500+ tax returns, 200+  accounts ' fiirm

We went paperless 7 years ago , mainly for storage purposes ( or lack thereof).

We use Rapport document management system , which we find brilliant. Incoming and outgoing post, accounts , e-mails etc are scanned to the relevant template and automatically linked to the client file. Therefore, looking at that client's file in Rapport gives a complete history with every docoment ever created .

We do keep a paper permanent file with signed copies of accounts etc although some firms scan those as well. Our accounts clerks prefer to work from paper files and we therefore have a paper accounts file , which is scanned in once the following year's accounts are finalised.

Everyone can access to view all the documents within Rapport. It is possible to set permissions so that only some can edit/ delete documents etc.

Rapport also provides a full history for each document so it can be seen who has created, viewed, amended etc the document.

Would be more than happy to chat to anyone who wants more information. ( And I'm NOT on commission!!)

Janet Gee

Potter and Pollard

[email protected]

 

Thanks (0)
avatar
By pauljohnston
03rd Dec 2012 13:40

Some ideas

If you want to continue using the windows file stucture have a  look at file center or file center pro at www.lucion.com.  If memory serves me correctly it is about $200.

As others have said the scanner must be duplex and have a good scan rate.  Try and get one with a sheet feeder as well as flatbed.  Consider A3 which deals with those odd shaped docs such as LLoyds Bank Statements.

Consider if you want a push scanner or a pull scanner.  A push scanner sends all files to a designated folder on your computer/server.  A pull scanner means that it is controlled from the software.  Using push does mean that if you are scanning a clients accounts data you can do it all from the scanner and then return to your desk to file it.

For a relatively modest outlay look at docusoft.www.docusoft.net.  see also https://www.accountingweb.co.uk/anyanswers/question/docusoft-paperless-p...

 

Thanks (0)
Torben Halvorses owner of PaperLess Document Management for Sage
By torbenhalvorsen
30th Nov 2012 13:17

PaperLess Accountants Programme

Hi

 

The PaperLess Accountants Programme may be of interest. From a few users upwards the programme scales with a reasonable initial investment.

Key Features:

Manage your working papersClients can send document to you securelyClients can approve documents you prepare for themIf you do the bookeeping you can share transactions and documents via Internet with clientsIf you want to let clients do the bookkeeping they can complete this, and you will see documents and transactions togetherScan documents, add any windows file type and use automatic invoice recognition to reduce manual data entry and duplicate transactions

Thanks

Phil

- Accounting the PaperLess way™

Thanks (0)
avatar
By alan.scott-wilkinson.com
30th Nov 2012 14:32

Out and about

Hello!

Those who have gone paperless or 'less-paper', what do you do when you go out to see a client?

In the past, I presume you will have taken physical files (Correspondence, accounts, tax) with you just in case you needed to refer to a letter, some email advice or last years working papers?

If everything is now stored digitally back at the office,what do you take with you when going to see a client with this years accounting queries?

Obviously tablets are now very much common place but how practical are these linking back to the works network e.g. an iPad linking back to a windows network?

What happens if you take a laptop out with you to log into the office but struggle for reception and cannot log on?

It'll be many years before we achieve a paperless office but I'm all for a less paper office and we are currently exploring various options but these are some of the questions being thrown around in our office.

Anyone else encountered this opposition and come up with working solutions?

Thanks

Alan

Thanks (0)
avatar
By jonbryce
30th Nov 2012 23:17

Think about what happens in 10 years time
I would not consider a document management system that stores things in a proprietary format. What happens if your software doesn't work in Windows 11, Windows 7 will only work on museum artefacts, and your software is no longer available, is stupidly expensive or the serial numbers have expired?

Word, Excel and PDF files work on multiple different software programs, some of them open source, so they should be safe. You just need to keep copying them to more modern storage media as it comes out and the existing drives become obsolete.

So for me, a structured folder system is the only way.

If I'm going out to a client, I find the best way is to copy the files onto a USB stick before I go. If you use a Briefcase folder on the USB stick, it is easy to update any files you change back to the server, and if someone else made changes to th folder while you we're away, it can deal with that - changes to a different file or new files will be left on the server, and if two people made changes to the same file, it will alert you.

If you set up a WebDAV share on the network, your iPad can access it from outside, though I generally only use my iPad to access Outlook stuff.

Thanks (0)
avatar
By Cloudcounter
01st Dec 2012 17:04

Out and about

If you instal Docusoft on a laptop, there is an option to transfer some or all files relating to a client or group of clients and take them with you.  You retain the full search facilities across those files.

Thanks (0)
Teignmouth
By Paul Scholes
01st Dec 2012 19:32

Out & about

@Alan, we're hosted and so I can login from anywhere, done it from a clients using their own PCs several times but usually take my laptop now I have an easy to carry about one (MacBook Air).  Just in case I sometimes also dump the cient's flders into dropbox, which syncs with the laptop before I leave.

I use a MacBook Air because it weighs next to nothing, boots up in seconds and has 5-6 hours battery life.

However, having said all that, as I've already sent the accounts/returns & queres to the client they are sitting there on their system to discuss.

A tip for notes & queries, if you keep them on Excel spreadsheets you can hide the internal ones, protect the sheet and send it to the client to add answers to questions with question/answer/question/answer columns.

Thanks (0)
Kevin Salter
By Kevin Salter
02nd Dec 2012 15:42

Practical Guide to the Paperless Office

Free 160 page book has helped lots of firms progress down the less paper route...

http://bit.ly/tQ1BUl

 

 

Thanks (0)
avatar
By brumsub
06th Dec 2012 13:58

Keep it simple

Small practice. I use Fujitsu Scansnap S1500. A duplex sheet fed scanner costing around £300. You get Adobe software with it, a simple file management system and some software. Documents are saved as PDF files and can be accessed on any storage/retrieval system. I use structured folders in Windows 7. So, I have folders for payroll scans files, correspondence files scans, working papers files scans, etc. - works for me.

Thanks (0)