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Case Study: Financial Records (common)

Case Study: Financial Records (common). The Problem: Everyone needs to store financial records The IRS requires we maintain our financial records for 3-7 number of years Storing and recalling documents take time

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Case Study: Financial Records (common)

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  1. Case Study: Financial Records (common) The Problem: • Everyone needs to store financial records • The IRS requires we maintain our financial records for 3-7 number of years • Storing and recalling documents take time • Organizing financial records is time consuming and has its costs both financially and environmentally

  2. Case Study: Financial Records (common) The Solution: • Financial records can be stored in DA Document Manager • Scan hardcopy papers or receipts • Online or digital records in PDF file format can be easily archived • Other online or digital records can be “printed” to a PDF file and then archived

  3. Case Study: Financial Records (common) Use of Dates: • Using Date Processed as the "Order Shipped" date, separate from the Date on the Document as the "Date Ordered" will really save time Document Title: • Name of the Vendor Keywords: • Order number

  4. Case Study: Financial Records (common) User Defined Tag 1: • Needs Attention - For quick to do lists User Defined Tag 2: • Incomplete Shipment - tag to track back orders Passwords: • Use passwords to protect sensitive information like; bank statements, credit card statements, income and other financial related items

  5. Case Study: Financial Records (common) Financial Categories: • Banking • Credit Card • Insurance • Medical • Mortgage • Payroll • Store Receipts • Tax • Telephone

  6. Case Study: Financial Records (common) Subcategories: • Legal • Monthly Bill • Receipts • Reference

  7. Case Study: Financial Records (common) Value Proposition: • Low entry cost, high ROI • Adding documents is fast and easy • Greatly decrease the time to locate a document • Reduce the cost consumables (paper, ink, toner, files and storage space) and carbon footprint • A backup is very quick and easy to perform • Multiple users can access the same archive

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