Paperless Office & Recent Tech Headlines

1. Paperless Office&Recent Tech Headlines Charles Coe, CPA, MCSE www.CoeSolutions.com

2. 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

3. 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.

4. ICT based Paperless • ICT stands for “Information and Communication Technology” • Reduces stress • Liberates • More “organic” lifestyle

5. ICT • Allows you to be “stationed” at your favorite location • No need to commute • Time and Location independent

6. 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

7. 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

8. Transition to Knowledge Based Economy • Increased computing power • Increased communication speed • The Internet • The “Cloud”

9. 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

10. 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

11. 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

12. Keys to Freedom • Go Paperless • Be connected • Be location and time flexible • Multi-task

13. 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

14. Critics of Paperless • It is truly a matter of Trade-Offs • First – Commitment, then Savings

15. Paperless – Requires Planning • Lots and lots of planning required • Success dependent on buy in by all users

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

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

18. 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

19. 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

20. 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

21. Security • Use strong passwords • Make a “delete” reversible • Backup, Backup, Backup

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

23. Acquire and setup your Paperless ICF • Hardware • Scanners • Big Big hard drives • Software (frequently called “Enterprise Content Management”) • Microsoft Sharepoint • Documentum

24. Hardware Options • Scanners • Types – Fujitsu recognized leader • Everyone? • Office high speed scanner

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

26. Tech Headlines Tech News that will affect you!

27. 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”

28. 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

29. 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

30. Cloud Computing • What is it? • Google Docs • Microsoft OfficeWeb • Any system accessible via the Internet

31. 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?”

32. Demo

33. Microsoft “Bing” • Microsoft’s “answer” to Google • Marketed as a “Decision Engine”

34. Demo

35. Questions? Thank You for having me!

36. Contact Information • Charles Coe, CPA • 504 885-8686 • coe@coesolutions.com • 3900 River Road, Suite 7, New Orleans, LA 70121 • Coe & Company, LLC – www.coesolutions.com • Questions?