Get in Front of Application Updates

Young woman updating software on desktop computerInvolve your IT team for server updates.

By Roman H. Kepczyk
Quantum of Paperless

Every firm has concerns about their systems being hacked or getting attacked by a virus or malware.

MORE ON TECH SPENDING: How to Choose Which Microsoft Office Version to Use | Transitioning to Windows 10 | Desktops vs. Laptops
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The 2016 CPAFMA IT survey found that 15 percent of firms had been infected with malware that caused significant downtime in the past 12 months. The vast majority of issues can be effectively negated with one simple process: KEEP YOUR SOFTWARE UPDATED.
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How to Choose Which Microsoft Office Version to Use

Man pointing at computer screen while woman works, both smilingFirms likely will be updating this year.

By Roman H. Kepczyk
Quantum of Paperless

To be effective in business today, every member of your firm must optimally utilize the Microsoft Office suite at an intermediate to advanced level for Outlook, Excel and Word.

MORE ON TECH SPENDING: Transitioning to Windows 10 | Why You Need Offsite Backup | Use Scanners to Capture Source Documents | Develop Monthly IT Flash Reports | Centralize Contact Administration | Is Your AP Digital Yet? | A Better Way to Handle Time & Expenses | How the Best CPA Firms Capture Best Tech Practices in Procedures Manuals | Workflow Systems Make Tax Season Less Tedious
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Due to the lag of accounting vendors providing support to the latest versions of office, today’s recommended standard is Office 2013.
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Transitioning to Windows 10

Businesswoman at desktop computerMake sure your tax personnel have additional RAM.

By Roman H. Kepczyk
Quantum of Paperless

Okay, we all know that the Windows operating system is preferred to run computers by the primary vendors to the accounting profession.

MORE ON TECH SPENDING: Why You Need Offsite Backup | Time to Replace a Server? Consider the Cloud | Monitor Real Estate: More Is Better | Why You Need an Independent Security Review | Standardize QuickBooks Support (and Bring Your Clients) | Remote Deposit Saves in Several Ways  | How Efficient Are Your Audits?
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All decisions about operating systems have to be done carefully as they impact software and hardware decisions for the next three to five years.
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Why You Need Offsite Backup

Man standing in front of server rackData "snapshots" make restoration much simpler.

By Roman H. Kepczyk
Quantum of Paperless

Your firm’s safety net in the event of ANY disaster is your data backup. It had better be consistently performed and securely stored offsite.

MORE ON TECH SPENDING: Time to Replace a Server? Consider the Cloud | Desktops vs. Laptops | Keep Your Tech Budget Updated | Mandate Training Programs | Turn to Portal Encryption | Deliver Reports Digitally (Even In-House) | Tech Trends for Auditors | Front-End Scanning Hits the Mainstream | Don’t Just Store Documents, Manage Them | Which Wireless Depends on Location
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Typically, firms have a problem when the process they relied on to make the backups didn’t work or was not complete because new servers, drives or directories were added but not updated in the backup program.
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Time to Replace a Server? Consider the Cloud

A virtual machine moves from one cloud server rack to anotherYou may need to partner with an external integrator, not just rely on your IT team.

By Roman H. Kepczyk
Quantum of Paperless

In most firms, the traditional core computers used for operating all applications are internal file servers.

MORE ON TECH SPENDING: Desktops vs. Laptops | Use Scanners to Capture Source Documents | Develop Monthly IT Flash Reports | Centralize Contact Administration | Is Your AP Digital Yet?
GoProCPA.comExclusively for PRO Members. Log in here or upgrade to PRO today.

Down time for a day or two is a disaster. If an “out of service” stoppage stretches to a week or more, your partner income will suffer measurably.
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Desktops vs. Laptops

Smiling young businessman in suit working on laptop in officeBeing based in the cloud can extend workstation life.

By Roman H. Kepczyk
Quantum of Paperless

Getting the right mix of mobility is critical for firms today.

MORE ON TECH SPENDING: Use Scanners to Capture Source Documents | Monitor Real Estate: More Is Better | Why You Need an Independent Security Review | Standardize QuickBooks Support (and Bring Your Clients) | Remote Deposit Saves in Several Ways | How Efficient Are Your Audits?
GoProCPA.comExclusively for PRO Members. Log in here or upgrade to PRO today.

The accounting professional’s rule of thumb is that everyone who works out of the office one day per week or more and needs to be self-contained should have a laptop as their only machine. The obvious exception to this is for tax or administrative personnel who would never work from remote client sites, but have a computer at home that they can use to connect to the firm via a secure remote access solution.
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Use Scanners to Capture Source Documents

A person electronically scanning a documentData must be captured at three levels.

By Roman H. Kepczyk
Quantum of Paperless

One of the keys to optimizing production processes is capturing information at its “root” source. This means when data enters your firm, regardless of the format (mail, fax, email or on a flash drive). Ideally, documents would be provided to the firm in a digital format such as secured email or preferably through a web portal, but the reality today is that a significant portion of accounting firm source documents

MORE ON TECH SPENDING: Monitor Real Estate: More Is Better | Keep Your Tech Budget Updated | Mandate Training Programs | Turn to Portal Encryption
GoProCPA.comExclusively for PRO Members. Log in here or upgrade to PRO today.

Ideally, documents would be provided to the firm in a digital format such as secured email or preferably through a web portal, but the reality today is that a significant portion of accounting firm source documents continue to arrive from clients in a traditional paper format. Your firm will need to develop processes to efficiently scan, name and store these documents.
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