Going paperless

[Joe Btfsplk]

Flatbed scanner

Folks, does each document scanned create a separate file? I have started limited scanning with a flatbed scanner and I can see the need for a feeder for large scale scanning, but I'm wondering how you set up the files. In Proseries I pdf the clients' returns and then I'd like to scan in only certain docs like W2, 1099, organizer, etc. If I have 15 docs to scan that I would normally photocopy, can they be scanned into one file per client? Thanks.

I have a Canon flatbed scanner. When I scan multiple documents, the program asks for the next item until I indicate I'm through. The items scanned all go into one file. Once I am through, I don't think there is any way to add another document.

I don't know why anyone would scan a tax return. I print all returns as a PDF, then print a paper copies from the pdf after looking it over and deleting any unwanted pages. I then save the PDF for my file copy. If a client later wants another copy, I can quickly and easily print one. I always print my 'signature' so that eliminates having to manually sign the return.

[taxmandan]

Scanned docs

Folks, does each document scanned create a separate file? I have started limited scanning with a flatbed scanner and I can see the need for a feeder for large scale scanning, but I'm wondering how you set up the files. In Proseries I pdf the clients' returns and then I'd like to scan in only certain docs like W2, 1099, organizer, etc. If I have 15 docs to scan that I would normally photocopy, can they be scanned into one file per client? Thanks.

PaperPort scans each piece and creates one file with it. You can merge other scanned pieces into that file later if needed. Sometimes clients bring in more papers and those can be added to the file. So, in each client record in the database we usually have 3 pdf files: the tax return as filed, documents, and the 8879 (keep it separate in case theIRS shows up to verify we have one for each efiled return).

Dan

[MAMalody]

Did you backup data only or your whole hard drive?

I decided to go ahead and back up all data on my hard drive. It was 3.5GB. My top speed for connection was 768KBS. All subsequent backups have only been for the changes and take very little time at all.

Mike

[Greenbriar]

Scanning files

Folks, does each document scanned create a separate file? I have started limited scanning with a flatbed scanner and I can see the need for a feeder for large scale scanning, but I'm wondering how you set up the files. In Proseries I pdf the clients' returns and then I'd like to scan in only certain docs like W2, 1099, organizer, etc. If I have 15 docs to scan that I would normally photocopy, can they be scanned into one file per client? Thanks.

[Matt Sova]

Scanning

I went paperless in 1999 for printed returns and in 2001 I hired a part time high school student to scan all returns back to 1997. We scan all W-2's, 1099's, 1098's, prop tax bills, etc. What we do not scan are copies of receipts including charities and other miscellaneous bits of paper. If the client has written notes we scan those and we scan our organizer.

My assistant compiles the returns and does the scanning. If the client has 20 pieces of info and a 15 page organizer the scanning process is probably only a couple of minutes.

I have a Brother MFC-9800 that I got before Fujitsu became the one to use. We have the settings at 100 x 100 black & white and find it to be quite sufficient.

[susieq]

Document retention

For several years we have been attempting to reduce the paper in our filing cabinets. This eliminates annual sifting out of old returns to make room for the new. We have a combo fax, copier, scanner (Canon Super G3)

We scan into the electronic filing cabinet (Filing Cabinet Solutions - Creative Solutions) documents that the tp has supplied that will be returned to them. We call this section of their drawer "Docs" . The tax returns are "printed to the filing cabinet" from the Ultratax program At the same time we can create the electronic file for e filing and print a "client's Copy" .

As far as W-2's, 1099's - we keep a hard copy of the information returns in our paper file since most of the time we have multiple copies in our hand. If a 1099 is only one copy then we scan for the FCS.

The FCS drawer for each client will contain 1) US return 2) State returns 3) 9325 forms
4) Documents 5) Invoice if it is prepared after the return is printed to the FCS
6) Anything else that comes up for that year can be added to the individual tp's drawer.

We love this system - it was a little tough letting go of the notion that you had to have a paper copy of the return in your hand but we have adjusted.

One advantage of sending the return to the FCS at the same time the ELF file is created, we know exactly what return was sent to the IRS and the state. The returns in the FCS cannot be changed or altered in that mode. If you receive a gov't notice and they change the returns, you go back to Ultratax, make the change and send the adjusted return to FCS. Ultratax will reflect the latest return when you proforma for the following year. change

[BOB W]

Mike

Did you backup data only or your whole hard drive?

[MAMalody]

I just did a web search for "online buckup" and found this> http://mozy.com/. PC editors choice icon is shown. It is free for most but 4.95 a month for higher KBs. Seems very reasonable.

I have just began to use Moze. It tooke me 19 hours to make the first backup (3.5 GB). Since then I have set it on automatic so that when my computer is idle for 20 minutes it will automatically back itself up. It will do this at 2 hr intervals. The subsequent backups on take a couple of minutes and normally happen when I am at lunch or during the night. Seems to work great.

Mike

[BOB W]

Backups

I just did a web search for "online backup" and found this> http://mozy.com/. PC editors choice icon is shown. It is free for most but 4.95 a month for higher KBs. Seems very reasonable.

[TaxBird]

Back up

How about backing up files? That's my biggest worry in going from the scroll to the book. Is backup easy? Reliable?

Quite. Depending on your size, of course.

I have an Iomega REV drive that backs up to 90G. It comes with backup software that you can set on a schedule at regular intervals &/or incrementally. And it allows you to distinguish between system information and data.

Iomega now has relatively inexpensive back up drives up to 250G.

I also backup online/offsite which runs nightly. That saves me that hassle of having to mess around with multiple cartridges & a safe deposit box.

So the short answer is yes, backing up is both easy & reliable.

[Luis Mopeo]

How about backing up files? That's my biggest worry in going from the scroll to the book. Is backup easy? Reliable?

[Joe Btfsplk]

Scanning

I tried scanning everything last year, but when it got down to near the end of the tax season, I found that I didn't have time for making complete scans.

Next year, I will probably limit my scanning to W-2s, 1099s and a few other documents that I think might be good to retain. I will then return all documents except those attached to Form 8879 to the client and hope that they will retain them.

[sea-tax]

.... where your paperless concept is going but, to me paperless means printing my copies directly into my PDF files. Scanning is only used for documents that I did not generate and need copies for my records.

Likewise Bob W, we scan only those docs which can not be directly printed into our Document management system. Right now we can print into our dms directly almost 85% of everything from P&l's , payroll reports, tax returns, excel and word docs and the like. Basically all the 1099 and w-2's and supporting schedules need to be scanned unless we made them then even those get printed to the dms. It is pretty slick.
When a client needs an extra copy of something it takes all of about 1 minute to find it and get it to them, either by password protected email or fax.

[Bjorn]

Scan what you need

Think about what you need to scan. It may be better not to scan everything.

Things that are referenced often, like a 1040 I put into the paperless system. Things like an 8879 or w2 are only looked at if there is a mistake in the keying of the data into our system so I just toss them into a bankers box and sort them alpha. A few times a month a client may want a copy of a w2, then I need to copy them. For now it is few enough that scanning in 4700 people is more time consuming than a few copies per month.

Paperless may be excellent for some firms, but less paper may be effective for others.

I use the Brother multifunction 9700 machine and it works for pretty well.

I'm all about productivity.

Mahalo,
Bjorn

[BOB W]

Not sure......

.... where your paperless concept is going but, to me paperless means printing my copies directly into my PDF files. Scanning is only used for documents that I did not generate and need copies for my records.