Most firms don’t spend a lot of time thinking about their document management systems after they’ve been through the initial implementation. However, firms often benefit from analyzing and improving their systems periodically. Simple tasks like checking for overdue files can have a big impact. Other times, firms may find they need to completely revisit their classification system to be more efficient. Either way, it’s worth taking a few minutes to think about what you might improve. Before tax season hits, make sure you’ve done the proper document management maintenance to keep your firm running smoothly.
Review Your Recycle Bin
Leaving deleted files in your recycle bin takes up server space and creates liability concerns. Make sure you review your recycle bin monthly. You can even set up your system to automatically purge deleted files. Make sure you have CCH Axcess Document Cloud Purge Restore (CPR) enabled so you can restore any documents purged by mistake.
Evaluate Your Classification System
Determine if your class and subclass structure is efficient. If not, now might be a good time to revisit how you classify your documents. In addition to class and subclass, your firm might use document type, keywords or business units to organize and classify your documents. If you aren’t using these classifications, consider whether they might help your firm’s efficiency.
Adding files to your document management system is easier when you have a system set up to automatically route files to the right place. If you’re using CCH ProSystem fx Scan, you can set up the Routing Queue to get files to the right place. Document will periodically check your “watched folders” and add any documents it finds there.
Get Ready to Get Mobile
The CCH Axcess mobile app is free for CCH Axcess customers to use. Your staff can access client information, documents and AR information, capture time and publish documents to client portals all from their mobile device. Encourage your staff to download the app from the iTunes App Store or Google Play.
Use Document’s reports to check for overdue tasks and make sure to check in any files that you aren’t using. If possible, configure Document to automatically check in files when the file is closed. You can also look for expired files that need to be purged or view a list of files published to client portals. Make sure you and your clients are not keeping files longer than necessary, and purge expired files regularly.
If your firm has workflow issues, system configuration questions or just wants to expand the overall use of Document, the Wolters Kluwer Professional and Client Services team is available for consulting engagements to help your firm solve any concerns. Post-implementation consulting can help firms refine workflow processes, review file properties and make necessary changes, and develop non-client storage areas.
As you prepare for tax season, it’s vital that your firm performance is at its peak. A few simple document management maintenance checks can help you identify red flags. Contact our Professional and Client Services team to make sure you’re prepared.