Presentation on theme: "…clear thinking Information Fee Protection Software Magazines Professional Development CCH Software CCH Document Management."— Presentation transcript:
…clear thinking Information Fee Protection Software Magazines Professional Development CCH Software CCH Document Management
Going Paperless Ian Wilson CCH Product Manager – Document Management Ian.firstname.lastname@example.org
CCH Servicing Professionals in the Accounting, Finance, Legal and Health industries Acquired MYOB UK 2007 3.7 Billion Euros 20,000 staff worldwide Software DivisionInformation 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! 1 Going Paperless involves Change &
Example: Client Correspondence Fee-earner Dictates document Draft Document Is typed Partner In-tray for Review & approval Print Final Copy & File Copy Signed Final Copy is Posted File-Copy to filing Draft is reviewed and finalised
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-filing Day-file (and move off-site) Pro Minimal disruption for fee earners Initial distribution of documents is fast Con Documents dont 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 screen and forwards electronically Day-file (and move off-site)
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
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 wont need filing More of your formal business communications are going by email (FBI)
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)+VAT www.dell.co.uk – 5/09/2009
Servers As a rough rule of thumb, Introducing Document Management will DOUBLE your 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
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 dont 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