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?
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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?
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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
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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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Monitor Real Estate: More Is Better

Empty office space with many monitorsNo, one big screen is not just as good as multiple smaller ones.

By Roman H. Kepczyk
Quantum of Paperless

The best place to start the discussion on hardware is with monitors as it is the easiest place to see an immediate return on your IT investment.

MORE ON TECH SPENDING: Keep Your Tech Budget Updated | 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 | Smart Firms Don’t Happen by Accident
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Your monitors are your windows into all digitally stored information and are the foundation for improving every aspect of firm production. Transitioning tax production processes from physical to digital requires that all input screens and source documents be simultaneously viewable in a convenient format, which today means more screen real estate per workstation.
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Keep Your Tech Budget Updated

Three people looking at server rackWill you replace servers or head for the cloud?

By Roman H. Kepczyk
Quantum of Paperless

We have all heard the saying that if you don’t know where you are going, you’ll end up going nowhere (or… you won’t ever get there).

MORE ON TECH SPENDING: Centralize Contact Administration | Standardize QuickBooks Support (and Bring Your Clients) | Remote Deposit Saves in Several Ways  | How Efficient Are Your Audits? | Going Digital: How to Train a Client | Unified Messaging Offers Benefits | Remote Access: Giving Workers What They Want | Desktops vs. Laptops
GoProCPA.comExclusively for PRO Members. Log in here or upgrade to PRO today.

Unfortunately, many accounting firms do not do a good job of integrating their information technology requirements into the firm’s overall strategic vision.
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