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Charles Coe, CPA, MCSECharles Coe, CPA, MCSEwww.CoeSolutions.comwww.CoeSolutions.com
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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
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Parts of this “Paperless Office” session come from the book “Paperless Joy” by George Dimopoulas – which is an excellent reference book on the topic.
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ICT stands for “Information and Communication Technology”
Reduces stress
Liberates
More “organic” lifestyle
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Allows you to be “stationed” at your favorite location
No need to commute
Time and Location independent
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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
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Work less while being more productive
Enjoy life more – no constraints of location or time
Reduce clutter
More eco-friendly
Preparation for the future
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Increased computing power
Increased communication speed
The Internet
The “Cloud”
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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
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Flexible schedules and more free time
Mobility
Greater access
Cost savings
Safer document archiving
Clutter free flexible work-style
Adoption of environmentally friendly practices
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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
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Go Paperless
Be connected
Be location and time flexible
Multi-task
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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
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It is truly a matter of Trade-Offs
First – Commitment, then Savings
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Lots and lots of planning required
Success dependent on buy in by all users
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Users need to be trained – Extensively
You need to search for places to be Paperless
Forms
Student Exams
Workflow documents
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Virtual and dispersed Teams
Flexibility
Increased productivity
Staffing flexibility
Enhanced Customer Service
Improved Public Image
Clutter Free
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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
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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
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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
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Use strong passwords
Make a “delete” reversible
Backup, Backup, Backup
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What is “Meta Data”
Why is that important?
How best to capture Meta Data.
How is it stored?
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HardwareScanners
Big Big hard drives
Software (frequently called “Enterprise Content Management”)
Microsoft Sharepoint
Documentum
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ScannersTypes – Fujitsu recognized leader
Everyone?
Office high speed scanner
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Converting existing paper documents to Digital
Document and file archiving
Naming files
Organizing files
Backups
SecurityPasswords
Protection from deletion
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Tech News that will affect you!Tech News that will affect you!
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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”
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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
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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
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What is it?
Google Docs
Microsoft OfficeWeb
Any system accessible via the Internet
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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?”
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Microsoft’s “answer” to Google
Marketed as a “Decision Engine”
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Thank You for having me!
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Charles Coe, CPA504 885-8686
3900 River Road, Suite 7, New Orleans, LA 70121
Coe & Company, LLC – www.coesolutions.com
Questions?