Paperless Office


Would you like to find important documents in 10 seconds or less? Of course you would! At the very least, you would like to have secure, reliable access to information more rapidly than you have today while reducing storage space requirements and costs. No one expects a completely paperless office, but everyone would like to have much less paper to manage! This course will use best practice methods and demonstrate proven processes for document management. The instructor will guide you through the file organization and retention process from simple, inexpensive systems costing a few hundred dollars to comprehensive options complete with workflow. Example topics include how to integrate digitized hard copy files with documents that already exist in your system, such as Word, Excel, and Outlook e-mail files and how to manage long-term electronic file systems. There will be discussion on exporting and importing data from specialized applications such as tax or accounting software into a total document management solution. Considerations for implementing paperless audits will be included. You will leave this seminar with a comprehensive understanding of your options and a clear direction of how to implement your own version of the Paperless Office. The course will begin with understanding paperless issues and how to best organize your paper and electronic documents today. It then moves on to suggest what options are best for you to eliminate paper, what documents to maintain electronically, and how to retire expired documents. The goal is to improve productivity and to reduce cost.

Learning Objectives

* Define key paperless office terms such as document management, records management, and business process management; calculate the ROI of paperless; and identify the steps to prepare for paperless
* Describe the need for records retention guidelines and define a records retention policy
* List and describe the three components of a paperless office – infrastructure, workflow, and people
* Identify key characteristics of electronic file cabinet solutions and document management solutions and typical costs associated with these systems; recognize key vendors of these solutions and the products and services they offer
* Identify key hardware requirements for moving to paperless, including scanners, computers, storage, memory, operating systems, and network considerations
* Describe key data backup, disaster recovery, and business continuity issues and identify key vendors in this area and the solutions they offer
* Define paperless audit and describe the key hardware, software, and workflow tools needed to execute a paperless audit; identify key vendors and solutions for paperless audits

Major Topics

* Understand the real cost of paper – why go digital, lost documents, filing expense, and other issues
* Comply with regulations in your document imaging system
* Organize your file room and electronic images
* Capture optical images – retrieval techniques including storage and indexing
* Choose electronic file cabinet solutions from off- the-shelf or grow your own
* Create the right mind-set in your office – coping with the cultural change
* Learn who the top vendors of paperless products are
* Understand the components of content management: acquisition, storage, retrieval, and workflow
* Choose production quality scanners and understand why you should use them
* Protect your system with the right storage, backup, and other hardware changes

K2 Enterprises, L.L.C.
Course Level
CPE Field of Study
Specialized Knowledge and Applications
Karl Egnatoff

Fundamental knowledge of computer operations

Advanced Preparation



Colorado Society Of CPAs, 7887 E. Belleview Ave, Suite 200, Englewood CO 80111

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Oct 23, 2012
8:30 am - 4:30 pm
Colorado Society Of CPAs, 7887 E. Belleview Ave, Suite 200, Englewood CO 80111
Total CPE Credits
Karl Egnatoff


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Paperless Office

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