Solutions for the Financial Sector

Accounting firms are facing six important issues that are easily solved with the proper document imaging system.

• Storage Space
• Disaster Recovery
• Remote Access to Documents
• Internal Efficiency and Workflow
• Shared Access to Documents
• Web and Internet Access

Storage Space
With paper files growing at the rate of 20% - 25% a year, many accounting firms are running out of space to store their client files on-site. And, with the high cost of rent, storage costs continue to escalate as well.

Our system solves this problem by turning your paper files into electronic PDF files that can be stored on your server or on CD-ROM. This solution frees up all your storage space, turning it back into useable work area for offices, etc.

Disaster Recovery
What would happen to your business if you had a serious fire? Although some accounting firms have a disaster recovery plan for their electronic files by storing copies off-site, their paper files are excluded from such a plan. Generally, the most recent three years of your client files reside on-site and could be lost to fire or water damage.

Our system solves this problem by turning your paper files into electronic PDF files so that copies can also be stored off-site.

Remote Access to Documents
An ongoing problem is one of needing a paper file when out of the office. The typical solution is to have the documents faxed to you. Depending on how many documents need to be faxed, this can be a major problem for you and your staff. Alternatively, you can remove the file from the office, but this creates another set of problems. Staff members in the office no longer have access to the information if needed, and many times the sheer size of the file is a problem.

Our system solves these problems by letting you download the entire file to your laptop computer or PDA, which allows you to take the entire client file with you for easy access. This also allows you to leave the original document in the office for ease of access by other staff members. Then, you can easily have it e-mailed to you in a fraction of the time it would have taken to fax you the same information.

Internal Efficiency & Workflow
It is estimated that the average CPA and staff spend between 15% - 20% of their time retrieving files and putting them back. Many times files are out on somebody's desk or taken from the office, compounding the frustration and the problem of finding the file.

By implementing our Document Imaging solution, files are retrieved right form your desktop PC instantaneously and can be put back where they belong with the click of a button. The savings in this area alone usually will pay for the system in less than 6 months.

Shared Access
With a paper filing system, if you want to share information, you go to the copy machine and add to the paper problem.

With our system, everyone in the office has access to the same file at the same time, thereby eliminating the need for additional copies. And if revisions are made to the document, everyone has them immediately, so that everyone is working with the most current version.

Web or Internet Access
We have found that many accounting firms want to share information with their clients over the Internet. This ranges from e-mailing documents to clients to making documents available over the firm's website.

Our solution solves these issues now! PDF documents are ideally suited for sending e-mail attachments. They are compact in size so that they transmit quickly compared to any other electronic format; the receiving party can view and print the document with Adobe Acrobat Reader which is free software; and you can secure the document preventing anyone from opening it by sending it with password security at document level. This same document level security can be used for documents residing on a website.