…clear thinking Information Fee Protection Software Magazines Professional Development CCH...
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…clear thinking
Information
Fee Protection
Software
Magazines
Professional Development
CCH Software
CCH Document Management
CCH Servicing Professionals in the Accounting, Finance,
Legal and Health industries
Acquired MYOB UK 2007
3.7 Billion Euros
20,000 staff worldwide
Software Division Information Division
Software solutions for Accountants
Information & Technical resources for Accountants
About CCH Document Management
Designed by and for accountants
150 Practices in the UK, 1500 in US
About CCH Document Management
• Designed by and for accountants• Over 6,500 Licenced users (UK)• CCH Singleview 2004 AccountingWeb
Paperless Office Guide– Highest score (46 stars out of 50)
• CCH Singleview 2005 AccountingWeb Paperless Office Guide– Highest score (47 stars out of 50)
About CCH Document Management
• New.net version launched Dec 2009• Sharepoint style filing• Document viewer• Portal• Smart filing• Fully integrated into CCH Central
Change is hard!
1Going Paperless involves Change
&
Example: Client Correspondence
Fee-earnerDictates document
Draft DocumentIs typed
Partner In-tray forReview & approval
Print Final Copy& File Copy
Signed Final Copyis Posted
File-Copy to filing
Draft is reviewed and finalised
Example: Client Correspondence
Example: Client Correspondence “It’s slower”
“My partner does it differently”
“I just use last years’ letter”
You WILL need…
Partner “Buy In”
Staff “Buy In”
to deal with the office dinosaurs
A change to “How we do it here”
Scanning
2
How we do it now…..
Post comes in
Partner review and distribution
Staff work on client
Long-term storage(eventually)
Filing clerk/secretary collates into file
Where do we put the scanner into this process to gain maximum benefit from minimum disruption?
Option 1 – Scan at end of process
Post comes in
Partner review and distribution
Work on client
Scan instead of client-filingDay-file (and move off-site)
Pro• Minimal disruption for
fee earners• Initial distribution of
documents is fast
Con• Documents don’t get
scanned for some time after initial receipt
Option 2 – Scan in the middle
Post comes in
Partner review
Work on client
Scan before distribution
Day-file (and move off-site)
Pro• Documents are scanned
and on-line on day of receipt
• Fee-earners are free to keep originals on their desks
Con• Delay in distribution to
fee-earners
Option 3 – Scan up front
Post comes in
Work on client
Scan before distribution(email sent to partners automatically)
Pro• Documents are scanned
and on-line on day of receipt
• Electronic Workflow!
Con• Big cultural change –
can be difficult to implement
Partner reviews on screenand forwards electronically
Day-file (and move off-site)
CCH Scanning
Selecting a Scanner
Reliable
Fast (50 ppm minimum)
Double-sided (Duplex)
‘Good enough’ quality
Document Scanning
A one-page letter in Microsoft Word = c. 25Kb
Black & White, 300dpi 27Kb
Black & White, 600dpi 50Kb
24-bit Colour, 200dpi 160Kb
24-bit Colour, 600dpi 900Kb
Scanners – Canon DR 3080
40 ppm
4500 Scans per day
256 dpi Greyscale
100 page feeder
£1689 plus VAT
Scanners – Fujitsu fi 6130
Up to 40ppm monochrome
Double-sided
2000 scans per day
50-page feeder
£657.50
Scanners – Fujitsu Scansnap
HOME-USE document scanner
Free copy of Adobe Acrobat
Double-sided
15ppm
Idiot Proof (No, really)
£300
Multi-function Photocopiers
£1,500- £20,000
Most modern copiers can scan
BUT
Limited Data-entry
Scan to email or network
Wrong Location
Poor Ergonomics
Other demands
Best used as a second scanner
Do I back-scan?
Will produce a faster take-up of DM
Will free up a LOT of SPACE!
Outsourced scanning services?— Disruption— Cost
Do It Yourself— Outside your expertise— Short-term hardware and staff costs
3
E-mail often escapes your current controls
E-mail has the immediacy of a phone call, but the legal status of a letter
E-mail is conversational in a way that correspondence is not
LOTS of my e-mail traffic won’t need filing
More of your formal business communications are going by email (FBI)
E-mail Filer
Establish an Internet (and e-mail) usage policy
Staff awareness
Consider sending ‘electronic letters’ as attachments
Emails are correspondence – treat them identically
Hardware
4
Servers
Multiple, specialised, servers—File Server
—Database Server
—Email Server
—Application Server
A Reasonable Server
Dell PowerEdge T110
Intel Xeon Processor – 3GHz
Up to 16Gb Memory
Up to 1TB
CD Drive, Keyboard, Screen, etc
Windows 2008 Server Standard Edition
£1500 (base price)+VATwww.dell.co.uk – 5/09/2009
Servers
As a rough rule of thumb,Introducing Document
Management will
DOUBLEyour rate of consumption of disk
space
Desktop PC
Memory – 1Gb upwards
Screen Size – You should be thinking about 17” minimum
Dual Monitors – A real benefit
Dual Screens AND (mostly) Paperless
Erm…
Data Management
Consider ‘On-line’ archives in place of CD or Tape
Network Area Storage (NAS)
ReadyNAS NV
1.5 Terabytes capacity (2,400 CD’s)
£1400 inc VAT
Data Management
‘Working Server’ for 24 months worth of documents (backed up nightly)
‘Archive Server’ for all older documents
‘Working’File-Server
ArchiveServer
Periodic migration
Where’s the Payback?
5
Project Goals?
1.Reduce Risk
2.Reduce Costs
3.Improve Access to information
4.Improve Quality & Consistency
5.Office Space!
Paperless or Less-paper?
We scan, we keep the filing cabinets, but don’t use them much for day-to-day stuff
We scan, we get RID of the filing cabinets, and we keep the paper in off-site archives
We scan, and we shred.
Paperless or Less-paper?
Paperless MUCH harder work
Higher procedural standards
Legal Admissibility issues
Less-paper Paper storage issues remain
Legal Admissibility
Civil Evidence Act 1995
Data Protection Act
Statutory Requirements
BSi BS 10008
This is not ‘All or nothing’
Not “Paperless” but “Less Paper”
Do Nothing Do Everything
In conclusion…
1. Change is hard
2. Where do I put the scanner?
3. Email is a problem
4. Hardware demands
5. Where’s the payback?
In conclusion…
1. Change is worth it
2. Analyse your paperflow
3. Email IS correspondence
4. Good hardware is worth it
5. ROI is there to be had
