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Paperless Possibilities
Presented by:
Bill Parrish(oneplusone)3
Those Pesky Disclaimers
This Information is copyright protected by (oneplusone)3 and may not be reproduced or otherwise distributed without the written consent of (oneplusone)3
This presentation is for informational purposes only and should only be implemented by a practitioner after appropriate due diligence has been performed
Not all of the concepts and strategies proposed in this presentation may be appropriate for all practices. Careful study must be undertaken by anyone considering the implementation of these concepts and special attention should be given to individual state laws governing the practice of professionals.
Several programs and applications are referenced in this presentation. These are not recommendations, they are cited as examples.
The Glamour of “Paperless”
It’s the latest thing to do… It’s “Green”… Everyone else is doing it… It will solve my problems… It will save me time and money… I want to say I am “there”…
The Realities of “Paperless”
We will not be paperless in our lifetimes…
It is not a tool, it is a mindset… It will save time and money… It will cause us to improve the way
we do business… It will not happen easily…
Cost Savings
Time 5 minutes per file times 10 files per day
@ $20.00 per hour = $4320.00 annually Space Costs
A file cabinet = 4 square feet at $20.00 per sq ft per year plus walk space, utilities, lighting etc
Estimated $2860.00 per year per practice.
Other Benefits
Increased security Better disaster recovery Environmentally friendly Remote access Faster performance Resource sharing (possibly
outsourcing) Efficiency
The Mind Set It’s not about paper – It’s about
electronic work flow Everyone in practice must buy in Must be tailored to each practice Decisions
Scan forward approach Selective scanning Total conversion
The Beginning Capture at first touch & marshal that workflow Examine all processes
Mail (www.earthclassmail.com) Billing (www.timeslips.com) Collections Time keeping (www.timeslips.com) Communications Postage (www.stamps.com) On Line payroll (www.paycycle.com) File Transfer Protocol Report & work product delivery (www.sharefile.com)
Hardware Needs As much hard drive storage as you
can afford with a “raid” drive A reliable back up system with
ability to be taken off premise At least 2 monitors – preferably 3 Dedicated scanner(s)
Scan Snap by Fujitsu Avoid multi function machines
Technology Needs Document Management System
May just use Microsoft components In house program for total client management
www.officetoolspro.com Paperport Outlook
Remote Access Server Vendors such as Creative Solutions and Ark Works E Document Management Systems such as
www.efilecabinet.com Avoid combinations of these
It’s a Fact E mail has caused a 40% increase
in paper usage Paper going through an average
accounting office / department has increased 28% in 4 years
While computers generate tons of paper reports, computers and paper are not compatible (well almost)
Some New Stuff
Paperless printers Coffee table computers Electronic signatures Voice actuation Virtual office sharing The newest cell phone (Oct 22,
2008)
Some New Technology
www.jot.com www.phonetag.com www.pinger.com www.hyperoffice.com www.grandcentral.com www.efactusa.com www.edrawer.com
How to Start
Do not go it alone Design a flowchart for your work Design an electronic workflow plan Develop an implementation plan
Will be multi year Will not be expensive
Be flexible as you learn and progress
Lets Get Started
Be ready for tax season Talk to practitioners who have
been successful in this arena Designate a “control person” Test the system Disclose your policy to clients Do not look back
For Information
About ConnectEd: Jodi Goldberg, Director of Member Services National Society of Accountants 800-966-6679 Ext 1304 [email protected]
About the Presentation Bill Parrish, Founder & CEO (oneplusone)3
800-867-0065 Ext 1013 [email protected] www.oneplusone3.com
C P E Credit
Jodi Goldberg with NSA has sent you an email with the qualifying questions for today’s webinar. Complete that questionnaire and submit to NSA. They will then provide you with the CPE credit certificate.
