Streamlining Document Management for Accounting Firms

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Keeping client files organized and accessible can seem like a full time job, even in small accounting firms. As firms grow, they have more employees interacting with more clients generating more files. Keeping things organized becomes a Herculean task. Fortunately, the days of file cabinets and paper folders are rapidly disappearing.

On Monday, July 25, Interwoven, Inc. a provider of Enterprise Content Management (ECM) for businesses, announced a key integration between WorkSite Collaborative Document Management (CDM) system and CaseWare Working Papers, enabling accounting firms to create and manage client files with greater efficiency and ease. Many accounting firms seek to streamline client file management through a single, unified CDM system. CaseLink, as the integrated system has been named, manages complete client files including electronic documents, e-mail, scanned paper documents and other records in a central web-based system.

“A primary component to solving the needs of our accounting customers is delivering solutions that address the full lifecycle of their client-related content-only then will they derive the greatest benefit,” Says Neil Araujo, vice president, professional services solutions, Interwoven. “Integrating Interwoven WorkSite with CaseWare Working Papers enables firms, for the first time, to consolidate all their client related materials into a single system of record, that is easily searchable, shareable, and securely accessible from anywhere at any time.”

In other document management news, Grobstein, Horwath & Company LLP (GHC), one of Southern California's largest certified public accounting firms, implemented FileTrail's records management solution. GHC implemented FileTrail's Hosted Solution which reduces initial capital outlay and administration costs by housing both the applications and the GHC database on a server in FileTrail's datacenter where it is maintained by FileTrail staff. Despite the fact that the database if located off-site, every GHC employee can access FileTrail from their desks or client sites allowing them to easily search and access files from any location.

Since implementing the FileTrail solution in January 2005, GHC has saved both time and money by streamlining clerical processes like creating new files and archiving old records as well as reducing the time spent locating and retrieving files. FileTrail has also helped GHC implement new standards and “best practices” further improving efficiency and accuracy.

“FileTrail has virtually eliminated those e-mails that go around asking people to find files,” says Josh Teeple, CPA. “People, for the most part, know where everything is at any given time.”

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