charles coe, cpa, mcse . my background board member – n. o. chapter of society of louisiana cpas...

Charles Coe, CPA, MCSECharles Coe, CPA, MCSEwww.CoeSolutions.comwww.CoeSolutions.com

My backgroundBoard 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

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 stands for “Information and Communication Technology”

Reduces stress

Liberates

More “organic” lifestyle

Allows you to be “stationed” at your favorite location

No need to commute

Time and Location independent

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

Work less while being more productive

Enjoy life more – no constraints of location or time

Reduce clutter

More eco-friendly

Preparation for the future

Increased computing power

Increased communication speed

The Internet

The “Cloud”

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

Flexible schedules and more free time

Mobility

Greater access

Cost savings

Safer document archiving

Clutter free flexible work-style

Adoption of environmentally friendly practices

Stimulate your work environment with ICT

Adopt Eco Friendly work practicesICT 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

Go Paperless

Be connected

Be location and time flexible

Multi-task

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

It is truly a matter of Trade-Offs

First – Commitment, then Savings

Lots and lots of planning required

Success dependent on buy in by all users

Users need to be trained – Extensively

You need to search for places to be Paperless

Forms

Student Exams

Workflow documents

Virtual and dispersed Teams

Flexibility

Increased productivity

Staffing flexibility

Enhanced Customer Service

Improved Public Image

Clutter Free

Adopt and sustain paperless habitsConditioning 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

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

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

Use strong passwords

Make a “delete” reversible

Backup, Backup, Backup

What is “Meta Data”

Why is that important?

How best to capture Meta Data.

How is it stored?

HardwareScanners

Big Big hard drives

Software (frequently called “Enterprise Content Management”)

Microsoft Sharepoint

Documentum

ScannersTypes – Fujitsu recognized leader

Everyone?

Office high speed scanner

Converting existing paper documents to Digital

Document and file archiving

Naming files

Organizing files

Backups

SecurityPasswords

Protection from deletion

Tech News that will affect you!Tech News that will affect you!

Businesses overwhelmingly use Intel

Core i7 processor – 3 versions4 “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”

SSD – Solid Stated Drives

Two types – MLC and SLCMLC – Multi-Level Cell, Flash Memory 10 Channel

SLC - Single Level Cell, Flash Memory

Fast, very very Fast250mb read times and 200mb writes per second

7 second boot times reported

Expensive, but coming down fast

“My Story” of my SSD

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

What is it?

Google Docs

Microsoft OfficeWeb

Any system accessible via the Internet

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’s “answer” to Google

Marketed as a “Decision Engine”

Thank You for having me!

Charles Coe, CPA504 885-8686

coe@coesolutions.com

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

Coe & Company, LLC – www.coesolutions.com

Questions?