Scanners: How The Smart Firms Do It

Hand tossing a portable driveSolutions from centralization to smartphones. Plus two best-practices recommendations.

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, portal or on a flash drive).

MORE: SURVEY: Only 14% Go Digital to Manage Recruiting | The Five Rules of Smart Tech | SURVEY: Paper Beats Electronic for Paying Bills | SURVEY: The Trouble that Lurks in Old Files | Your IT Strategic Plan Needs a Budget | 2019: The Biggest Tech Changes Yet
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Ideally, source 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.
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Give Monitors the Respect They Deserve

Empty office space with many monitorsDual monitors are just a starting point.

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. Your monitors are your windows into all digitally stored information and are the foundation for improving every aspect of firm production.

MORE: SURVEY: 71% Use Remote Check Scanners | SURVEY: Paper Beats Electronic for Paying Bills | SURVEY: The Trouble that Lurks in Old Files | SURVEY: When Clients Supply Digital Audit Docs | Firm Security Needs an Independent Review | SURVEY: Auditors Rely on Excel for Scheduling | Standardize Your Firm’s QuickBooks Support | Make Your Accounts Payable Digital
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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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SURVEY: No Consensus on Intranet Tools

Does your firm utilize an intranet to store firmwide information (i.e., personnel manual, best practices and internal firm procedures)?

 

Pie chart

If YES, which tools:

  • Microsoft SharePoint (12%)
  • Thomson GoFileRoom (6%)
  • Internal Shared Network Drive (6%)
  • CCH Document (4%)

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Your IT Strategic Plan Needs a Budget

Young businessman drawing computer network against server backdropDo as you tell your clients to do.

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

MORE: SURVEY: 57% of Clients Provide Audit Documents Digitally | 2019: The Biggest Tech Changes Yet | SURVEY: Digital Audit Confirmations Not the Norm | SURVEY: The Best Way to Handle CRM | Portals, Encryption Vital to Securing Client Documents
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Information technology impacts virtually every aspect of accounting firm production and is usually the biggest expense after your personnel costs. Accordingly, it should be managed as the critically important asset that it is.
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