"Paperless" Office!

BCASL

Does anybody have any experience of working in a paperless environment? If so, would they be prepared to share the experience and particularlarly what sort of scanning equipment they use?

Many thanks

deanshepherd

Yes.

Canon DR-2580C scanner. Pretty compact yet still does fully automated full colour duplex scanning. Also have a cheapish flatbed for things that won't go through the autofeed.

More importantly is the software you will use to document manage.

Invu is probably the market leader and is very swanky looking but costs the earth.

I use Rapport from PracticeNet which is a little clunky in places but does everything I need it to and more. I couldn't ever go back to paper files!

BCASL

Thanks again Dean
So - has it worked for you, do you actually have any paper filing or have you just cut back?
Why can you not use the software that came with the scanner, the limited scanning we do at the moment is purely done with a combination of the scanner software and a pdf generator? I'd be interested to know.

Poodle

BCASL wrote: »

Why can you not use the software that came with the scanner, the limited scanning we do at the moment is purely done with a combination of the scanner software and a pdf generator.

Hi, sorry to but in,

I have started to do this as well and I am slowly going through destroying file hard copies. Working from home I found storage was becoming a major issue

However, I do (for some reason) keep original signed accounts, returns and letters of engagement. Old habits die hard I suppose.

Poodle

Gem7321

We use CaseWare and it's pretty much been a nightmare from the beginning. There are so many bugs in the system and every time the software is updated, ie. for changes in legislation, something else seems to break.

You have to be really careful about everything you do. We've now resorted to backing up every single file 3 times during the day and throughout the night because the smallest thing can break a file and make it corrupt.

We also had some security issues where anyone could sign off as RI (not that anyone would on purpose).

With regard to equipment, we've got a huge HP flatbed scanner, and the audit seniors have got HP portable USB scanners for when they're out on audit. We had to get USB hubs so they could plug everything in! We also had to get LAN routers for the audit seniors because the procedure for sharing a file with the junior/manager not on the central network was so technical and would often break the files.

We still keep paper files for signed accounts etc.

We're now looking at paperless tax files. Joy!

deanshepherd

BCASL wrote: »

Thanks again Dean
So - has it worked for you, do you actually have any paper filing or have you just cut back?
Why can you not use the software that came with the scanner, the limited scanning we do at the moment is purely done with a combination of the scanner software and a pdf generator? I'd be interested to know.

Completely paperless now aside from yellow PAYE payslip booklets!

The advantage of a document management system is that my daily post gets scanned in one go and then I allocate each document to the client file on the system. Therefore, when I open up the software I get a digital representation of what my physical files used to look like. i.e if I click on client A there is a tax file, a payroll file, a correspondence file etc.

It records who created the document, when it was last edited etc and I can set permissions for other users to limit what they can access or change.

Of more use to me is the document creation facility whereby all my standard letters are in the system and also all HMRC and Companies House forms. I just click on the client, click on the form and it is all pre-filled ready to print out. Once printed it is automatically saved in the appropriate client file.

No more filling out 7 page VAT reg forms!

There is also a diary system, CRM and time & fees modules but I don't use them.

BCASL

Thank you all for your replies.

Dean, I have looked at Rapport on their website and it certainly looks quite good and I am quite tempted. Can I just ask how long you have been using it, are you happy with it, any problems and what do you think of the support?

deanshepherd

I have been using it for about two years now. I am very happy with it but it isn't perfect.

It looks a little bit 1990's (I wouldn't go as far as saying dos-based but it was definitely made by programmers rather than designers!). Every now and then you get random error messages even when things seem to have worked fine. If you are not particularly IT minded then these things can be a little alarming but, aside from that, I wouldn't be without it.

The support (if you pay for it) is very good. You only ever speak to the two directors (Rob or Dale) and they will either talk you through it over the phone or access your computer in front of you using LogMeIn and sort out any problem for you. You get 30 days free support when you purchase and they can install and set everything up for you remotely. I would make sure you set it up straight away and use that 30 days support because they are very helpful and there can be some teething problems initially in the set up process if I recall, particularly if you have networked computers. You can buy further support for £150 per annum I think but you do get a huge reference manual so you probably won't need it.

I didn't bother buying the scanning module (for an extra £150). My existing scanner software works fine in combination with Rapport.

There are no bells and whistles with this product. It is entirely function over form. If you want a polished product then go for Invu at £1,000 plus. If you want something that does the job with a few quirks at a good price then go with Rapport.

Poodle

Dean

It is £397 plus VAT and that includes a years support and the diary.

Looks interesting but I think that I will stick with what i am doing at present

deanshepherd

Ah I see. It was only £247 when I bought it so they have bundled in the £150 support fee.