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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


Paperless office recent tech headlines

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?”


Paperless office recent tech headlines

Demo


Microsoft bing

Microsoft “Bing”

  • Microsoft’s “answer” to Google

  • Marketed as a “Decision Engine”


Paperless office recent tech headlines

Demo


Questions

Questions?

Thank You for having me!


Contact information

Contact Information

  • Charles Coe, CPA

    • 504 885-8686

    • [email protected]

    • 3900 River Road, Suite 7, New Orleans, LA 70121

  • Coe & Company, LLC – www.coesolutions.com

  • Questions?


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