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Paperless Office & Recent Tech Headlines. Charles Coe, CPA, MCSE www.CoeSolutions.com. Background. My background Board Member – N. O. Chapter of Society of Louisiana CPAs Business and Accounting Software Consultant Microsoft Certified System Engineer

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paperless office recent tech headlines

Paperless Office&Recent Tech Headlines

Charles Coe, CPA, MCSE

www.CoeSolutions.com

background
Background
  • My background
    • Board Member – N. O. Chapter of Society of Louisiana CPAs
    • Business and Accounting Software Consultant
    • Microsoft Certified System Engineer
    • PC Magazine Top 20 SMB Tech Innovator – 2006
    • Company won Magic Software RAD Contest – August 2009 in Las Vegas
  • Coe & Company, LLC – www.coesolutions.com
    • Microsoft Gold Certified Partner
credit
Credit
  • Parts of this “Paperless Office” session come from the book “Paperless Joy” by George Dimopoulas – which is an excellent reference book on the topic.
ict based paperless
ICT based Paperless
  • ICT stands for “Information and Communication Technology”
    • Reduces stress
    • Liberates
    • More “organic” lifestyle
slide5
ICT
  • Allows you to be “stationed” at your favorite location
    • No need to commute
  • Time and Location independent
factors driving paperless
Factors Driving Paperless
  • Easy availability of the
    • Internet
    • Computers
    • Cell phones
  • Shift to a Knowledge based Economy
  • Increase in clogged cities (highways, etc.)
  • Long commutes, increasing fuel prices – not eco-friendly
  • Need for improved Quality of Life
goals of paperless
Goals of Paperless?
  • Work less while being more productive
  • Enjoy life more – no constraints of location or time
  • Reduce clutter
  • More eco-friendly
  • Preparation for the future
transition to knowledge based economy
Transition to Knowledge Based Economy
  • Increased computing power
  • Increased communication speed
  • The Internet
  • The “Cloud”
what does it mean
What does it mean?
  • Replacing traditional paper based processes
    • Writing
    • Note taking
    • Reading
    • Editing
    • Drawing
  • All replaced with electronic methods that take advantage of ICT and software
    • Work Flow Technologies
benefits
Benefits
  • Flexible schedules and more free time
  • Mobility
  • Greater access
  • Cost savings
  • Safer document archiving
  • Clutter free flexible work-style
  • Adoption of environmentally friendly practices
improved quality of life
Improved Quality of Life
  • Stimulate your work environment with ICT
  • Adopt Eco Friendly work practices
    • ICT does contribute to greenhouse gas emissions (computers, data centers, etc.)
    • But savings results in a multiple of 5 times the gas emissions output
  • Higher productivity
keys to freedom
Keys to Freedom
  • Go Paperless
  • Be connected
  • Be location and time flexible
  • Multi-task
why paperless is better
Why Paperless is Better
  • Enables flexible work schedules and more free time
  • Less need to travel
  • Greater control of private and personal business
  • Save money
  • Safe document archiving
  • Increased productivity
  • Environmental friendliness
critics of paperless
Critics of Paperless
  • It is truly a matter of Trade-Offs
  • First – Commitment, then Savings
paperless requires planning
Paperless – Requires Planning
  • Lots and lots of planning required
  • Success dependent on buy in by all users
paperless education
Paperless Education
  • Users need to be trained – Extensively
  • You need to search for places to be Paperless
    • Forms
    • Student Exams
    • Workflow documents
paperless points
Paperless Points
  • Virtual and dispersed Teams
  • Flexibility
  • Increased productivity
  • Staffing flexibility
  • Enhanced Customer Service
  • Improved Public Image
  • Clutter Free
practical adoption points
Practical Adoption Points
  • Adopt and sustain paperless habits
    • Conditioning of Paperless Habits
    • Get work done in less time
    • End commuting
    • Lower your costs
    • Live where you want
    • Render yourself and your organization more “agile”
  • Gradual and Incremental Adoption
planning
Planning
  • Make a list of current Paper based processes
  • Determine degree of interconnectivity of tasks
  • Determine types of documents used as basis of other types of documents
  • Determine intensity of collaboration
map it out
Map it out
  • Draw a “map” of each paper based process
    • Receipt by snail mail
    • Scanning to electronic format
    • Convert image to text
    • Save documents to client folders
    • Edit the files/manuscript as needed
    • Email to client so they can edit, etc via email
    • Store notes on files in subfolders of main document
    • Email the final doc along with invoices as needed
security
Security
  • Use strong passwords
  • Make a “delete” reversible
  • Backup, Backup, Backup
meta data
Meta Data
  • What is “Meta Data”
  • Why is that important?
  • How best to capture Meta Data.
  • How is it stored?
acquire and setup your paperless icf
Acquire and setup your Paperless ICF
  • Hardware
    • Scanners
    • Big Big hard drives
  • Software (frequently called “Enterprise Content Management”)
    • Microsoft Sharepoint
    • Documentum
hardware options
Hardware Options
  • Scanners
    • Types – Fujitsu recognized leader
    • Everyone?
    • Office high speed scanner
conversions etc
Conversions, etc.
  • Converting existing paper documents to Digital
  • Document and file archiving
  • Naming files
  • Organizing files
  • Backups
  • Security
    • Passwords
    • Protection from deletion
tech headlines

Tech Headlines

Tech News that will affect you!

new cpus from intel
New CPUs from Intel
  • Businesses overwhelmingly use Intel
  • Core i7 processor – 3 versions
    • 4 “cores”
    • 920 – about $300
    • 940 - $600
    • 965 extreme - $999
    • 975 – over $1,000
  • Support for more memory in 64 bit OS
  • Better support for “overclocking”
new hard drives
New “Hard Drives”
  • SSD – Solid Stated Drives
  • Two types – MLC and SLC
    • MLC – Multi-Level Cell, Flash Memory 10 Channel
    • SLC - Single Level Cell, Flash Memory
  • Fast, very very Fast
    • 250mb read times and 200mb writes per second
    • 7 second boot times reported
  • Expensive, but coming down fast
  • “My Story” of my SSD
netbooks
Netbooks
  • Miniature laptop
  • Intel ATOM Processor
  • Designed to be cheap – sub $300.00
  • Connects to Internet
  • Some built in cellular
  • Windows XP or Linux
  • Small hard drive – most popular are SSD drives.
  • Sales via cell phone providers – subsidized prices
cloud computing
Cloud Computing
  • What is it?
  • Google Docs
  • Microsoft OfficeWeb
  • Any system accessible via the Internet
windows 7
Windows 7
  • Skip Vista
  • Reported to be very stable
  • Faster than Vista
  • Smaller than Vista
  • Tech writers are all excited
  • Release set for late this year (October 22, 2009)
  • Same question exists for users – “Do I upgrade?”
microsoft bing
Microsoft “Bing”
  • Microsoft’s “answer” to Google
  • Marketed as a “Decision Engine”
questions

Questions?

Thank You for having me!

contact information
Contact Information
  • Charles Coe, CPA
  • Coe & Company, LLC – www.coesolutions.com
  • Questions?
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