Paperless Office
As more and more correspondence, bills etc are emailed rather than mailed to your office, control of incoming emails is critical in keeping on top of your records and paperwork.
Apl Financial has established a system which allows small to medium size businesses to move easily and conveniently to an office with less paper.
Not only will you be greener, your records will be maintained in a more orderly fashion allowing fast and easy access to all or any document.
Web Based secure electronic filing cabinet
As a client of Apl Financial your secure electronic filing cabinet has been established on our web site. The records placed in your secure filing cabinet can be viewed printed and emailed from any computer which has internet access. You can also access your records with your mobile phone and your ipad.
Apl Financial will forward most documents and correspondence via email. There will be exceptions of course and if this policy is not suitable please contact us.
Some documents forwarded to you will require a signature. Please print the page/s requiring a signature, sign and either scan and email or post back to our offices.
The complete and signed document will be uploaded to your secure electronic filing cabinet which is accessible at any time by visiting our secure website and entering your password. Therefore there is no need to print and retain a copy of any document forwarded to you.
The level of internet security provided is comparable to the level provided by the major trading banks. Computer crashes on your computer or Apl Financial’s server will not jeopardise your documents or your access to your electronic filing cabinet.
You may also wish to use your electronic filing cabinet to scan/file some or all of your papers and documents. The electronic filing cabinet is formatted with proforma folders and protocols to assist the orderly filing and retrieval. Embedded search software will also assist with the hassle free retrieval.
Whereever internet access is available you will be able to access your electronic filing cabinet, view, print or email your documents.
Kellie Martin (kellie@aplfinancial.com.au) can assist with establishing passwords and operational issues.
Micro businesses may use the electronic filing cabinet to save all files however most businesses will continue to save their documents on their own pc or server.
Filecenter Pro software is recommended to assist with moving to less paper office and the software supports optical character recognition (OCR). As a document is scanned optical character recognition software converts images of text into characters allowing searching to be preformed on a particular word in a document.
Filecenter Pro combines file management, scanning, OCR and pdf manipulation features into a smooth workflow.
The many features of Filecenter Pro are as follows:
- Organise files into file cabinets
- Save files directly to Filecenter
- Preview files without opening them
- Find files with full-text search
- Encrypt or securely shred any file
- Email files as a PDF
- Archive Outlook email to file
- Organise files by Outlook contact
- Define reusable folder layouts and then recall them on demand
- Set up a list of your most common file names in advance
- Use common file names with just a couple of mouse clicks
Filecenter Pro is reasonably priced at approximately $200 per seat/computer. Maintenance fees are approximately $40.00 per seat per annum.
The Legitimacy Of Electronic Versions Of Documents
Courts will accept an electronic copy of a document if the original no longer exists.
Naming And Filing Documents
Just as care and attention is important in filing paper documents into a three draw metal filing cabinet a similar level of care is required in naming and filing the electronic version of a document.
Standard Folders And Sub Folders Provided And Naming Conventions
By using the standard folders provided documents will be filed in an orderly fashion.
Cabinet and folder structure is critical in establishing an efficient paperless office system.
File naming conventions are also critical in establishing an efficient paperless office system.
Please contact our office for a “Hassle Free Conversion To A PaperLess Office” to avoid the mistakes most offices make when going paperless.
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