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CCH Software

CCH Document Management

Going Paperless

Ian Wilson

CCH Product Manager – Document Management

Ian.wilson@wolterskluwer.co.uk

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

E-mail

3

E-mail

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

E-mail

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