The document outlines 4 simple steps to creating a paperless transportation office: 1. Buy a high-quality scanner to digitize paper documents 2. Determine the best electronic document management platform, whether cloud-based or on-premises software 3. Strategize your file structure, permissions, and how to handle existing paper files 4. Schedule a demonstration of the eFileCabinet software to begin transitioning to a paperless office

1. Welcome
4 Simple Steps To A Paperless Transportation Office
James Blaylock, CPA, CITPPaul Conterio
Corporate Presenter Trainer
eFileCabinet
January 14, 2014
1 PM MDT

2.  Participants are muted.
 Ask Questions using the control panel
Administrative Items
Type your questions here!

3. 1. Benefits of going paperless TODAY
2. How eFileCabinet helps you stay compliant
3. How easy it is to use
4. 4 Simple Steps to a paperless transportation office
5. Questions
Agenda

4. 4
eFileCabinet Background Since 2001
 Over 140,000 users Based in Lehi, Utah
Lehi, UT

5. 5
eFileCabinet Background Since 2001

6. 6
P A P E R L E S S S O F T W A R E

7. 7
P A P E R L E S S S O F T W A R E
Data resides on your local server
In your network
On your computer
Within your firewall
Must be in office to access files
(unless setup a VPN)

8. 8
P A P E R L E S S S O F T W A R E
Data Resides outside your network

9. 9
P A P E R L E S S S O F T W A R E

10. 10
P A P E R L E S S S O F T W A R E
CloudView
2015

11. 11
The Only Constant today is change!
Many customers (and probably some of you) send
contracts, forms, critical documents with personal
information via fax or email

12. 12
1892 TechnologyTechnology Forces Change

13. 13
Technology Forces Change

14. 14
Technology Forces Change

15. 15
INNOVATION ADOPTION LIFECYCLE
Technology Provides
Opportunities
Technology Creates Change
Diffusion of Innovations by Everett Rogers

16. 16
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10
Growth of Electronic Document Management

17. 17
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10
Growth of Electronic Document Management

18. 18
Growth of Electronic Document Management
Low Costs of Electronic Storage.
Government Encouragement
Need for Privacy, Backup, and Security
High Speed Scanners

19. 19
Benefits of going paperless today
The Unrecognized Cost of Paper

20. 20
The Recognized Cost of Paper

21. 21
The Recognized Cost of Paper
What is your annual investment in
filing costs – paper, toner, postage,
filing cabinets, off-site storage, etc?
It costs an average of $25,000 to fill a
4-drawer filing cabinet and more than
$2,100 per year to maintain it.

22. 22
Unrecognized Cost of Paper
How often do you visit the filing
cabinet or storage area to access
business-critical information or
documents?
The average office worker spends
400 hours per year searching for
paper documents.
$2,900
FEDERAL MINIMUM WAGE
$7.25
Per hour Beginning
July 24, 2009

23. 23
Unrecognized Cost of Paper

24. 24
Unrecognized Cost of Paper

25. InsuranceTax Clients Businesses
Cabinets
Folders
Documents
Drawers
AccountingTax Clients IndividualsPersonalProperty
Adams, TomBarton, CraigBringhurst, Scott
Human ResourcesInvestment Files
Cook, MattCratchit, BobJensen, SteveMartin, MarySantoro, JosephTaylor, Paula
2012
IRS CorrespondenceCorrespondence
20132014
Subfolders
Tax ReturnsSource DocumentsSS Card

26. SS Card
2014
Taylor, Paula
Cabinets
Folders
Documents
Drawers
Subfolders
Paula Taylor SS #Search
Tax Clients Individuals

27. SS Card
Permanent
Taylor, Paula
Human Resources
Cabinets
Folders
Documents
Drawers
Subfolders
Paula Taylor SS #

28. Documents
You Can Search by Name!
You Can Search by Profile!
You Can Search by Indexing & OCR!

29. 29
Mary Martin is Vice
President of Human
Resources & Accounting
Mary because of her role in
the company has access to
both employee medical
and financial records
The Benefit folders contain
employee personal health
information (PHI)

30. 30
Bob Cratchit is Director of
Accounting and reports to
Mary Martin
Bob does not have access
to the benefits folders
containing employee
personal health
information

31. 31
Bob
Director
Mary
Vice President

32. What is the cloud and is it safe?
256-bit AES Storage Encryption Verse 128
To give you an idea of just how secure this is, it is over 2,000 times more
secure than using 128-bit AES.
Breaking a symmetric 256-bit key by brute force requires 2128 times
more computational power than a 128-bit key.
To break it, a brute force attack would take 50 supercomputers over
3,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000 years!
(Wikiedia)

36. 36
Mobile Apple/Android Apps for eFCO and SecureDrawer

42. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143

43. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143

44. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29

45. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29

46. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00

47. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00

48. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00

49. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00

50. 524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620
LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN
825 WESTOOD VLVD
LOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00

51. 4 Simple Steps To A Paperless Transportation Office
Home Machine – 8ppm Office Machine – 60ppm
What Should You Scan?
 Scan the Papers You Would Have Copied
 Don’t Scan:
 PDF Files Sent to You
 Faxes
 Emails
 Word and Excel Files
 (All of these are placed directly into eFileCabinet with a paperless click)
1. Buy a REAL Scanner

52. 4 Simple Steps To A Paperless Transportation Office
1. Buy a REAL Scanner2. Determine the platform best for you

53. 4 Simple Steps To A Paperless Transportation Office
 Determine your folder structure
 What are you going to scan?
 What to do with the old files?
 Determine Permissions
 What to do with the reclaimed office space?
2. Determine the platform best for you3. Strategize

54. 4 Simple Steps To A Paperless Transportation Office
3. Strategize4. Schedule a Demo with us
www.efilecabinet.com

55. QuestionsCall 877-574-5505 or email
sales@efilecabinet.com
Thanks for attending!