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It is 2010, Accounting Practices are we paperless yet?
Thursday, 31 December 2009 00:00

It is amazing how many small professional services companies in Calgary and Red Deer are finally catching on to the “Paperless Office”. The irony is that since the invention of the term, “Paperless Office”, the paper industry has sold more paper then ever! Going paperless is not a technology it’s a mindset!

In 2009, we have had discussions with a number of professional services firms about the benefits of electronic client records. In this blog we will discuss the benefits of going paperless for an Accounting Practice.

What are the benefits of going paperless for an accounting or book keeping organization? There are still companies who will collect all receipts, statements and invoices in a shoebox and once in a while “dump” the “administration” at their book keeping/accounting office. This means you need to have physical access to the information in the shoebox in order to maintain the books.

What if you could convert the documents in the box to bits and bytes in electronic documents? You can, by using a scanner and a document management program like Doc-It. You can link these digital files to the client information in programs like CaseWare to keep a complete record of your client information.

A Calgary based accountant’s firm, with a really creative approach, where a number of book keeping tasks are outsourced to India, needs to ensure all their client’s information is digitized using scanners. At the end of the day, the information is posted on a shared server and the India crew works over night to complete the book keeping tasks. An innovative idea that renders real results when you show your clients that their work was completed overnight! With the proper systems in place a reliable paperless solution is starting to take shape.

A system like this, can also easily being utilized for a company where a number (or all) employees (or contractors) work from the comfort of their own home! Let’s face it, our workforce is moving away from the centralized offices in the urban centers with long commutes to and from work. Generation Y wants to get the job done but have the freedom to choose when and where.

It is critical to ensure that reliable systems are used to store this information. It is equally important make sure to have a solid backup and disaster recovery plan in place just in case things don’t go as planned. PIPEDA the Personal Information Privacy Electronic Document Act needs to be taken into account, as you need to guarantee the privacy of your client’s financial information. We offer real Bulletproof solutions that will remove your worries about privacy and reliability.

 

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