Charles Coe, CPA, MCSE

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Paperless OfficeRecent Tech Headlines

• Charles Coe, CPA, MCSE
• www.CoeSolutions.com

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Background

• My background
• Board 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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Credit

• 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 based Paperless

• ICT stands for Information and Communication
  Technology
• Reduces stress
• Liberates
• More organic lifestyle

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ICT

• Allows you to be stationed at your favorite
  location
• No need to commute
• Time and Location independent

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Factors Driving Paperless

• 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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Goals of Paperless?

• 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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Transition to Knowledge Based Economy

• Increased computing power
• Increased communication speed
• The Internet
• The Cloud

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What does it mean?

• 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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Benefits

• 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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Improved Quality of Life

• Stimulate your work environment with ICT
• Adopt Eco Friendly work practices
• ICT 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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Keys to Freedom

• Go Paperless
• Be connected
• Be location and time flexible
• Multi-task

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Why Paperless is Better

• 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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Critics of Paperless

• It is truly a matter of Trade-Offs
• First Commitment, then Savings

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Paperless Requires Planning

• Lots and lots of planning required
• Success dependent on buy in by all users

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Paperless Education

• Users need to be trained Extensively
• You need to search for places to be Paperless
• Forms
• Student Exams
• Workflow documents

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Paperless Points

• Virtual and dispersed Teams
• Flexibility
• Increased productivity
• Staffing flexibility
• Enhanced Customer Service
• Improved Public Image
• Clutter Free

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Practical Adoption Points

• Adopt and sustain paperless habits
• Conditioning 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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Planning

• 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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Map it out

• 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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Security

• Use strong passwords
• Make a delete reversible
• Backup, Backup, Backup

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Meta Data

• What is Meta Data
• Why is that important?
• How best to capture Meta Data.
• How is it stored?

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Acquire and setup your Paperless ICF

• Hardware
• Scanners
• Big Big hard drives
• Software (frequently called Enterprise Content
  Management)
• Microsoft Sharepoint
• Documentum

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Hardware Options

• Scanners
• Types Fujitsu recognized leader
• Everyone?
• Office high speed scanner

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Conversions, etc.

• Converting existing paper documents to Digital
• Document and file archiving
• Naming files
• Organizing files
• Backups
• Security
• Passwords
• Protection from deletion

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Tech Headlines

• Tech News that will affect you!

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New CPUs from Intel

• Businesses overwhelmingly use Intel
• Core i7 processor 3 versions
• 4 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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New Hard Drives

• SSD Solid Stated Drives
• Two types MLC and SLC
• MLC Multi-Level Cell, Flash Memory 10 Channel
• SLC - Single Level Cell, Flash Memory
• Fast, very very Fast
• 250mb 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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Netbooks

• 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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Cloud Computing

• What is it?
• Google Docs
• Microsoft OfficeWeb
• Any system accessible via the Internet

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Windows 7

• 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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Demo
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Microsoft Bing

• Microsofts answer to Google
• Marketed as a Decision Engine

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Demo
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Questions?

• Thank You for having me!

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Contact Information

• Charles Coe, CPA
• 504 885-8686
• coe_at_coesolutions.com
• 3900 River Road, Suite 7, New Orleans, LA 70121
• Coe Company, LLC www.coesolutions.com
• Questions?