Vohcom SoftwarePresentation November 7, 2013

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Conference Day Presentation by Ray Francis and Heather Morrison of Vohcom Software - Paperless Office, Cloud Computing and Data Backups

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Vohcom SoftwarePresentation November 7, 2013

  1. 1. Paperless Office, Cloud Computing and Data Backups Fraser Valley CA Association November 7, 2013 VohCom Software Inc. Praveen Vohora Heather Morrison Ray Francis
  2. 2. Paperless Office, Cloud Computing and Data Backup VOHCOM SOFTWARE INC RAY FRANCIS email: rfrancis@vohcom.com HEATHER MORRISON email: hmorrison@vohcom.com
  3. 3. Paperless Office, Cloud Computing and Data Backup Paperless Office Introduction to the Paperless Office Benefits of the Paperless Office How it's possible: Hardware components for a Paperless Office File Servers Terminal vs Workstation Paperless Office Software: VohCom Page Cloud Computing Cloud Computing Overview Benefits of Cloud Computing Possible Drawbacks Data Backup What it is and why it's essential Types of Data Backups - Pros and Cons
  4. 4. What is a Paperless Office? • No Paperfiles: All would be paper is scanned and retained digitally • Paperless offices still deals with Paper • Paper is handled and not retained in a paperfile • Still have paper for admin purposes (printer/photocopier)
  5. 5. Why Should My Accounting Practice Go Paperless?? • Significant efficiencies/time savings to be gained in managing workflow and workload without paper • The cost of Real Estate usually makes it cost ineffective to store paperfiles ($11-$25+/sf office space in Surrey) • The cost and speed of scanning and computing equipment make digital files more and more cost effective • Remote access options make the paperless office available from anywhere – home, hotel, road • Easier to track time and deadlines
  6. 6. Why Should My Accounting Practice Go Paperless?? • Everything is in digital form anyway • Clients expect it as we communicate more and more digitallyEmail text etc.... • Staff expect more and more to work in a minimal paper environment
  7. 7. Digital workflow starting point Consider the time and cost savings of integrating digital processes into the regular office: Email Spreadsheets
  8. 8. Digital workflow starting point Consider the number of activities associated with typical paperfiles •How many times per day might each staff member perform these activities? 25? 50? 75? 100? •Let’s assume that the average charge out rate is $125.00 and that on average it is possible to save 15 to 30 seconds on every occurrence. •50 occurrences X $1.042(at 30 sec) = $52.08 X 240 days per year = $12,500 •What does it mean to your firm? http://www.instanetsolutions.com/paperless-savingscalculator.htm
  9. 9. Hardware components for a paperless office Factors to Remember: "Business Class” Computers “Home” computing hardware intended for 3-4 hours of usage daily File Servers are a good option for any paperless office, and essential in muliti-person settings Networking should be professionally installed
  10. 10. Hardware components for a paperless office Paperless Office Monitor Setup – At least two possibly three screens per user – Recommend wide screen Dell ($139 per 23” monitor) ($109 per 19” monitor) – Three screens are useful (I have FOUR) – Current file (Centre) – Last year’s file (Left) – Email and VohCom Page (Right) – Media/Communications (Top Centre) – High Usage? Consider Flicker Free (Higher Refresh Rate)
  11. 11. Hardware components for a paperless office One high speed scanner per work station Central scanning is expensive – What do you think it costs to use a large photocopier to do your scanning? Desktop (Sheetfed) Fujitsu ScanSnap S1500 ($369.00) Wireless: Fujitsu ScanSnap IX1500 ($480.00) Portable Brother DSMobile 700D Portable Duplex Scanner (Manual feed) Xerox DocuMate 3115 Sheetfed Scanner (Hybrid) OCR Conversion: Make scanned documents text-sensitive searchable
  12. 12. Hardware components for a paperless office Are Printers Needed in the Paperless Office?? Yes • HP LaserJet P1005 ($80 after rebate) • One at each desk • Avoid central printing/scanning • Set default printer to PDF
  13. 13. Hardware components for a paperless office •Workstation (standalone) • Intel® Core i5-3570K processor (3M Cache, 3.4GHz ) • 4GBz Dual Channel DDR3 SDRAM at 1600MHz • 1TB 7200 RPM SATA Hard • 750W Power Supply • Business Class motherboard with multi-monitor outputs • Smart UPC
  14. 14. Hardware components for a paperless office Laptop • Intel® Core i3-3120M processor (3M Cache, 1.8+GHz ) • 15.6“+ Monitor (17 inches recommended) • 4GBz Single Channel DDR3 • SDRAM at 1600MHz 500GB 7200 RPM SATA Hard • 6 or 9 cell Battery • Example: Dell Inspirion 17
  15. 15. Hardware components for a paperless office 4 Typical/Practical Configurations 1.Local stand alone usage (difficult and costly for multi-person office but will be fine for a single person office). 2.Data service from the server. 3.Terminal services. 4.Cloud based computing This part of the computer world is changing rapidly. Which one is right for you now? Which one will be right for you in the near future?
  16. 16. Hardware components for a paperless office Data Service File Server • allow documents and data files to be shared, secured and backed up from one place. • Managing software generally faster, easier and cheaper • Increase ease for sharing data and working collaboratively.
  17. 17. Hardware components for a paperless office Terminal Services One computer hosts Advantages: Install, configure, manage, and maintain applications centrally on a server (Time is money…) Disadvantages: The functionality of the system as a whole is affected by the reliability of the server (hardware/software) and the network. If the server or router goes down, the whole system is down).
  18. 18. Hardware components for a paperless office Server Hardware specs (recommended) – Intel Xeon E3 3.3 Ghz Dual or Quad / 2MB L2 (or higher) – 8 GB Ram – RAID 5 or RAID 1 (mirror HD) » 500 GB or higher – Dual Power Supplies – Smart UPC – Digital back up drive
  19. 19. Hardware components for a paperless office Network Specs » » » » » 1 or 10 GB LAN infrastructure: Cable (Cat 6) Switch Firewall Wireless Router Workstation Software specs (recommended) » Any modern MS OS (XP or higher) » May want to have remote access server as well • Roaming profiles.
  20. 20. Software Acrobat X www.adobe.com Microsoft Server 2003 / 2008 /2013 with TS Client Access Licenses Paperless Office/Practice Management Software: VohCom Page
  21. 21. VohCom Page Practice Management, Digital Documents, Workflow and Automatic Time Tracking Engagement Based Structure: All client information, communication, files and documents stored in the same interface Includes:  Client information  Communications/Emails/Notes  Engagement Detail  Engagement Views  Time sheets  Productivity reporting  Billing/Receiving  Client history 21
  22. 22. VohCom Page View dynamic "to do" list that empowers you to effectively manage your workload in real time; Automated workflow management to ensure standardized best practices are followed, and status details and audit history are captured; Digital routing sheet that integrates with Windows® Explorer to give you real-time access to important client documents as the work moves intelligently through your office or to remote employees, enabling greater efficiency and productivity; And, client service and management reporting capabilities to give you greater control over your practice. 22
  23. 23. VohCom Page Integrates document management, workflow, and automatic time-tracking with a full feature-set for practice management and administration. Centralizes work and client information, integrates best practices in workflow management
  24. 24. What is Cloud Computing?
  25. 25. What is Cloud Computing? • Data is stored someplace other than your physical office • Data remains as accessible as on office server • Data storage and/or Terminal Services • Made possible/practical by high speed internet • Is it safe?
  26. 26. What is Cloud Computing? Highly likely you are using cloud services in some capacity Email: Gmail Hotmail Yahoo File Storage: Dropbox iCloud Are services you're using are using them?
  27. 27. Cloud Computing Advantages: » Cost-efficiency potential » Easy/reliable access » Up-to-Date security and backup » Quick deployment and integration » Easy to increase storage capacity
  28. 28. Cloud Computing Disadvantages:  Cost-inefficiency potential  Less flexibility and control  Doesn’t eliminate downtime  Third-Party privacy control
  29. 29. Data Backup If you're using a file server, or keeping any important information on a computer, Data Backup is essential Data Backups keep essential information separate from the Host Server - retain information you need in case of unexpected disaster » data can become corrupted over time » hard drives eventually fail - fast recovery in case of file/data loss - current computing technology makes it fast and easy
  30. 30. Data Backup Types of Data Backup Local Backup – copies files or documents on a secondary hard drive or hard drive partition on the host file server – minimal protection against data loss – the backup copies can also lost – if local backup is a must, consider backing up to DVD or external hard drive
  31. 31. Data Backup Types of Data Backup Offsite Backup – data and files backed up to another (specific) location – strong protection against data loss – Better security against viruses
  32. 32. Data Backup Types of Data Backup Cloud Backup – data and files backed up to the cloud (someone elses server, or multiple servers via the internet – State of the art – Better security against viruses – Multiple offices??
  33. 33. Data Backup On-Site Backup Pros: • Cost: Digital Storage is Cheap. Add 1TB for $100 • Intuitive computing and backup management – easier and easier to install – often comes with backup software for automated backup • Speed: Internal Network faster than Internet
  34. 34. Data Backup On-Site Backup Cons: • Damage: Because it’s in the same location as you or your office, should you or your office suffer a natural disaster all of your data may become irretrievable. • Time consuming security management: Consider cost of using staff to manage backups vs doing billable work
  35. 35. Data Backup Cloud-Based Backup Pros: • Flexible Backup Options: change backup frequency, increase frequency to minimize downtime • Security: Data is encrypted by the backup service’s software program on your computer before it is sent to the cloud, so thieves on the Internet can’t intercept it. • Virus protection: Consistently managed, blocks viruses from being uploaded to backup server
  36. 36. Data Backup Cloud-Based Backup Cons: • Cost: Online backups are expensive for what is generally an automated process • Capacity: Online storage is significantly more expensive than a new Hard drive • Speed: It can take a long time to back up large files online, even with a broadband connection
  37. 37. Data Backup Backup Frequency At least once a day • Backup process can slow down your Server/System • Local/onsite backups: Schedule during off-hours Mirror Backup • Realtime, up-to the moment backup • Minimal downtime in case of corruption or crash
  38. 38. Paperless Office, Cloud Computing and Data Backup VOHCOM SOFTWARE INC RAY FRANCIS email: rfrancis@vohcom.com HEATHER MORRISON email: hmorrison@vohcom.com www.vohcom.com

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