BEST PRACTICES Implementing the Paperless Office
Page 1 BEST PRACTICES Implementing the Paperless Office Creating a paperless environment within your firm is an important step toward staying current with developing technologies and remaining competitive in your rapidly changing profession. One of our goals at Thomson Reuters is to provide information that your firm can use to make a smooth transition to a paperless office. After considering the experiences of other firms that successfully transitioned to a paperless office environment, we recommend creating a well-thought-out plan before you begin your transition. This white paper defines the term “paperless office” and provides general guidelines for planning the storage of documents, planning the roles of people within your organization, and implementing the move to a paperless office. Note:We do not recommend implementing the paperless office in a single step across all departments in your firm. To limit the issues you may encounter during this process, consider starting your implementation in a single department, or a small group of departments. This will allow you to refine new procedures before incorporating them throughout your firm. Case study Before reading our recommendations for implementing the paperless office, please take a moment to read the following case study. The case study outlines a plan for implementing the paperless office using a sample firm, and will provide you with a general context for the more detailed material that follows. We recommend that you use this case study to guide your firm through the implementation process, making adjustments where necessary to fit your firm’s specific needs. Description of sample firm •Three partners •Ten staff members •Windows®2003 •Windows XP and Vista workstations •Approximately 1,000 tax clients •Approximately 300 bookkeeping clients •Approximately 50 payroll clients Pre-paperless planning •Held brainstorming session with all three partners, one tax preparer, one bookkeeper, one payroll administrator, and the office manager. •The group determined which firm documents would be stored in FileCabinet CS,™created a list of documents, and then removed extraneous documents from the list. •The group decided on firm data locations. In the case of the sample firm, the group decided to create separate data locations for active clients, inactive clients, and Human Resources, but you should create data locations that are appropriate for your firm. (For other considerations related to choosing firm data locations, see “Organizing your firm’s documents” on page 4.) •Members of each department developed their respective drawer- and folder-structure ideas, then met to determine a drawer and folder structure for the entire firm. The following illustration shows the sample firm’s folder structure as it would appear in FileCabinet CS.
- Fall '16
- Mr das
- Document management system, Paperless Office