File Organization-DMS
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We are looking to switch to DMS, but the question has come up - how do you scan documents and organize them for easy utilization? It appears DMS is not well suited to having a non-preparer centrally scan all the documents sent by a client, then have the preparer sort through those received while organizing the pages. If some of you would share, how do you get your WP organized? Does the preparer sort and organize the paper items before they are scanned? We tend to have large returns where the workpapers will run from at least 30-150+pages, so definitely need a solution that will allow for easy organization.
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I have the secretary scan the workpapers after I complete the return. I organize the workpapers before they are scanned. I have the secretary scan all W-2s and 1099's (with withholding).
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I also prepare the returns, place the data in separate envelopes, (1099's, W-2's, etc), and the person who assembles the return, scans that into DMS. We have added items in DMS so that we have more sub folders to scan items into, such as 1099's, w-2's, source docs, 1099'r's, etc. That way when I am looking for a specific item, I don't have to look through 30 pages of documents. I probably scan way too much information, but if I need to document where I got a number, I have what the client gave me for every number on the return. I know, I know, I am very anal, but I like to protect my "assets"!
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Thank you both for your thoughts. I guess I am surprised in that it seems there are no efficiencies gained in the preparation process, that DMS is an after-preparation product. Why does Lacerte even bother with the high lighter function and the note feature if the product can't be used to efficiently prepare returns?
Someone please help me understand if this truly is a post-production tool! If it is, are you using it strictly for the cost savings on paper copies and physical file storage? Do those cost savings justify the inefficiencies DMS creates in the preparation process?
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Our firm is mostly after-the-fact (very few of us use it in the production line,) and the software seems targeted in that direction. The best example of this is that it lacks version control. Generally the account is responsible for scanning items in through the central scanners, but may try giving larger batches to the administrative staff.
The initial intent was to start saving on storage, but as we started using it, I have tried to encourage its use (when practicible) in moving toward a less paper office. The highlighter, notes, and other built in features are mostly just for review and commenting for future prosperity. For production level use, an outside program (such as Acrobat) will serve better.
