End the Paper Frenzy

Tax professionals everywhere have heard the buzz about a paperless office, and many are seeking a way to move their office in this direction. Some seek greater efficiency while others are looking to save space. No matter what the reason, Drake Software can help.

The new Drake Document Manager (DDM) product is a great document management solution. The DDM will allow you to regain control of the ever-increasing flood of paper in your office by replacing a paper-based filing system with an easy-to-use electronic filing system that offers inexpensive storage and instant document retrieval.

The DDM filing system is based on a familiar model: filing cabinets, drawers, and folders. The DDM cabinets can contain any number of drawers, which in turn can contain any number of folders and subfolders. Cabinets and drawers serve as organizational tools, while folders serve as the containers for the actual documents. This gives you complete control of your filing system and the flexibility to organize it in the manner that best suits your business.

Documents can be filed in any one of several ways: scanning, printing to PDF, or importing an existing electronic document. The DDM can store any type of document for you such as pictures, spreadsheets, and of course, tax returns. Documents can also be exported and emailed.

Some advance planning is necessary to set up an electronic filing system efficiently. You should decide on the organization of the cabinets, drawers, and folders, as well as develop document naming guidelines. Training employees on the new procedures will be important too. The DDM can be set up to automatically store a copy of a tax return once it’s printed to the PDF995 printer (included in Drake Software) or can be organized at a later time.

The Drake Document Manager can help you get control of the “paper monster,” and save time and money.

From December 2005

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