Steps to Going Paperless - Best Practices, Data Retention and Archiving

Date: Thursday, May 14, 2009
Time: 01:00 PM ET / 12:00 PM CT / 11:00 AM MT / 10:00 AM PT [Prevailing Time]
Presenter(s): Roger Mongeon, Vice President and Partner, Doc.It Corporation
Objective(s):
During this MAPCast, Mr. Mongeon will educate attendees on 1) the steps to going paperless, 2)Paperless Best Practices and 3)Data Retention and Archiving, explaining the differences between dynamic verses static file storage, including the pros and cons of each.

When a firm irons out a methodology and process to go paperless including best practices, the glaring issue that remains a giant liability for the firm is how that electronic information gets archived or “put away” for the designated data retention period. This session will address this dynamic/static archiving issue and offer real best practices solutions for Managing Partners and Directors of IT.
Field of Study: Computer Science
Program Level: Intermediate - Advanced
CPE Credit: 1 Credit Hour
Delivery Method: Group Internet-based

No advanced preparation or prerequisites are required for this course.
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Course Description

Firm leaders need to understand the tremendous liabilities surrounding implementing best practices that are a right fit, and the importance of storage of electronic work product in a “dynamic” file format.

There are practical workflow needs within a firm and good reason for saving files in a dynamic file format, such as when an Excel file contains a series of complex calculations - being able to utilize those complex calculations during the next year will save the firm from having to recreate the Excel spreadsheet calculations for the following year. However, at some point those dynamic Excel files should be saved and stored as a static file (i.e. PDF file format) and retained for the designated period of time for that engagement type.

The liabilities associated with “dynamic” files can bubble to the surface one, five or even ten years into the future when a dynamic file is opened, perhaps accidentally or intentionally altered, and quite possibly reveal staff-to-CPA student mark up notes that were not intended to be viewable by outsiders (i.e. auditors or the legal system).

Many firms are not aware that a simple action such as opening an Excel file that was created in Microsoft Office 2003, on a PC that is currently running Microsoft Office 2007, forces automatic “scrambling” or changes to calculations, without any prompting or user notification of the changes being made. Microsoft will eventually fix the “scrambling of Excel calculations” problem, however, it raises the issue of credibility of data if you only keep the original data file.

This is one real example of how anyone accessing a dynamic electronic file can unknowingly damage the integrity of the work product. More education in this “static verses dynamic” area needs to be encouraged.

Presenter and Moderator Bios
Roger Mongeon, Vice President and Partner, Doc.It, has personally assisted over 200 public accounting practices in their journey towards less paper. He has nurtured a first line relationship with managing partners and Directors of IT, and has been instrumental in understanding best practices for leading edge public accounting practices across the United States & Canada.

Mr. Mongeon understands accounting practice operations, and realizes that in the rush to go paperless, many are not considering the liabilities and ramifications for not addressing how electronic files are published and archived. While some practices continue to use paper and electronic file cabinets, much in the way of how accounting practices work has forever changed.

Mr. Mongeon has conducted multiple CPE sessions on the topic of less paper offices and document management technology for Accounting Administrators Association and the American Womens Society of CPAs as a live (in-person) presentation at an annual event and in webinar format. Kim Fantaci (kfantaci@advmtgconcepts.com) and Patti Bouslog (pbouslog@avgmtgconcepts.com) are the contacts that scheduled Mr. Mongeon for various CPE speaking events for the AAA and AWSCPA associations.

Mr. Mongeon also leads a recurring weekly one-hour webinar, open to accounting professionals in public practices, featuring an introduction to what it is like to work in a paperless practice, with the emphasis hinging on a brief product demonstration and sharing of workflow processes when a practice shifts from paper-based to paperless.

Cost
$25.00 for CPAFMA Members / $40.00 for Non-Members / Free for PAFMs

Delivery System

• All programs are delivered using the Zoom platform.
• Confirmations will include log-in instructions.
• Participants are able to participate using any device with an Internet connect (if the device does not have speakers, the participant can also dial-in) or they can participate with audio only by dialing in.
• All registrants will receive a link to the MAPCast’s recording by email within 48 business hours of event’s conclusion.
• There will be assistance available to help with technical and connectivity issues up to 10 minutes prior to the start of the presentation.

Registration

All registration is done on-line with the names and email addresses of each individual guest. Log-in details will be emailed to all registrants approximately 1-2 days prior to each session.

Refund Policy

CPAFMA will not issue refunds for MAPCasts. If a registrant is unable to participate in the MAPCast and sends written notice to info@cpafma.org 48 hours prior to the session, a credit will be provided for a future MAPCast. Alert the CPAFMA staff member monitoring the MAPCast if technical difficulties are encountered and technical support will be provided to eliminate problems with future MAPCasts.

Additional Information

Live participation is required for CPE credit and polling questions must be answered to show active participation. All registrants will receive an email following the session with links to the slides and/or handouts, and a link to the MAPCast recording (unless otherwise stated). If you are unable to participate in the live session, you can still watch the recorded session, but you will not be eligible for CPE credits.

For more information regarding CPAFMA MAPCasts or administrative policies such as complaint and refund, contact the CPAFMA Headquarters at 937-222-0030, or info@cpafma.org.