CCH Document Management

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1 CCH Documet Maagemet

2 documet maagemet facig today s challeges We eed a documet maagemet system that does more tha just store documets Over the years we ve see a gradual reductio i the amout of paper circulatig aroud the practice. HMRC, Compaies House, baks, brokers, our cliets most of the iformatio we ow sed ad receive is i softcopy format. Of course softcopy files ca be stored, searched ad shared much more easily tha pieces of paper, ad a few years ago documet maagemet systems were oly required to perform these basic fuctios. Nowadays, we expect more. Because we re a accoutig practice, pretty much everythig we do revolves aroud collectig, distributig ad processig iformatio i oe form or aother so documet maagemet has become a vital elemet i our efforts to improve busiess efficiecy ad drive practice growth. It s o loger eough just to store ad maage iformatio it s what we do with that iformatio that s importat. That meas our documet maagemet system has to help us maage the work associated with each documet for example, gettig approval for a tax retur ad the people who do this work. 1

3 CCH Documet Maagemet the solutio from Wolters Kluwer Deal with all sources of iformatio CCH Documet Maagemet brigs together the three mai sources of iformatio withi a practice icomig ad outgoig s, files o the etwork ad paper documets so you ca store, share ad maage iformatio o matter where it comes from. s File all s ad related documets i a sigle, cetral locatio rather tha spread across discoected persoal iboxes. Drag ad drop s ad attachmets directly ito cliet ad assigmet folders or ay appropriate documet library. Ease ad speed addresses are automatically matched agaist CCH Cetral to idetify the cotact they relate to. A dedicated butto to Sed ad file i CCH Documet Maagemet simplifies filig. Outlook itegratio A folder tree of cliets ad assigmets appears withi Microsoft Outlook so that staff ca file s ad attachmets directly from Outlook. A i-built documet viewer allows rapid previewig of stored files. Network files CCH Documet Maagemet ca automatically moitor a selected etwork folder for ay ew files that are added. Alteratively, right-click from Widows Explorer to maually add a file or a etire folder. Microsoft Office itegratio Save ew files directly from Microsoft Office or ay other program usig stadard File > Prit ad File > Save commads. Paper documets Use the optioal CCH Sca module to covert scaed documets ito secure, fully searchable PDF files. Classificatio iformatio is automatically set so that s ad attachmets ca be dropped straight oto cliets 2

4 Get istat access to cliet ad practice iformatio Beig out of the office o loger meas beig out of touch. Whether you re o the road, at a cliet s site or workig from home, documets ad s are all still istatly available. Istat access Oce they ve bee added to the system, documets ad other items ca be foud ad opeed almost istatly. No more delays while you hut for files ad folders. Documet sharig No eed to wait util the sigle copy of a physical documet has bee retured to filig. Team members ca access the same documet simultaeously. 24/7 remote access Staff throughout the practice ca access documets wheever they eed them, from home, osite or i the office. Ideal for practices with mobile staff or multiple offices. Itegrated cliet portal CCH Portal liks to CCH Documet Magemet through CCH Cetral, allowig you to maage all aspects of documet exchage ad approval o a sigle system. Practice documetatio HR policies ad procedures, techical briefigs, templates, cliet correspodece ad workig papers ay documet that the practice uses ca be stored, foud ad retrieved. Recet documets Your persoal home page lists the documets you ve recetly accessed so you ca quickly pick up curret work. Preview documets quickly without havig to ope them 3

5 Store, search ad retrieve documets easily Powerful search fuctios eable staff to fid ad use stored documets ad s quickly ad easily. Smart scaig ad idexig make paper documets as easy to retrieve ad use as electroic oes. Text search Search for words occurrig withi the text of documets, or i fileames. Search withi a sigle cliet or across all cliets. Filter ad sort Add tags to help categorise files, usig simple drop-dow meus, the filter ad sort matchig documets with drag ad drop reportig. Use system tags, like author or creatio date, to refie searches. Practice maagemet itegratio Use assigmet types from CCH Practice Maagemet to tag files as Tax, Accoutig, Audit etc. Scaed documets Use the optioal sca module with ISIS or TWAIN compatible scaers. CCH Sca icorporates optical character recogitio so that eve scaed documets ca be searched ad retrieved. Formats Existig electroic documets are stored i their origial format; scaed documets are coverted to secure ad uiversally recogised PDF files. Use keywords or full text search to fid documets easily 4

6 Maximise practice efficiecy CCH Documet Maagemet has bee developed specifically for accoutig practices. By ecouragig collaboratio, reducig admi ad speedig the flow of work, it ca sigificatly ehace practice efficiecy. Desiged for you CCH Documet Maagemet has bee desiged specifically for accoutig practices, so it uderstads the way that you ad your cliets work. Collaborative workig Everyoe egaged o a cliet job has istat, simultaeous access to all cliet files, o matter where they re workig. Virtual i-tray See at a glace all the documets curretly allocated to you awaitig actio. Check the status of a item ad assig it to aother member of the team, with a full audit trail. Maagemet cotrol Parters ad maagers ca check other i-trays to see the progress of allocated work. Filter by date to show today, this week, moth to date etc. Protect the security of all stored iformatio User logos, audit trails ad secure storage help protect practice ad cliet iformatio, ehacig the legal admissibility of documets ad providig protectio from the threat of litigatio. Cetral storage Secure cetralised storage is iheretly safer tha havig cofidetial cliet files o vulerable laptops. Computerised storage of documets makes disaster recovery plas easier to implemet. Secure logos Admiistrators ca cotrol rights ad defie user access to features ad files. Audit ad history CCH Documet Maagemet maitais a full audit trail of all stored files ad a history of ay chages. Documet lockig Documets that have bee checked out ca be viewed but ot chaged, prevetig potetially coflictig edits. Automate documet hadlig The CCH Workflow module will automatically start a workflow whe documets are created or added. Workflows ca be desiged to hadle commo tasks like cliet egagemet ad documet approval. Cotrol ad maagemet CCH Documet Maagemet Workflow creates a sequece of processes through which a piece of work has to pass, moitorig ad maagig progress agaist deadlies ad triggerig evets for example, the creatio of a PDF from a Word documet. Cosistecy Workflows ca be created aroud documet creatio, review ad approval to maage both electroic documets ad scas created from icomig post. Workflows esure that service stadards are cosistetly followed. Notificatio Workflows ca be set up so that the completio of a task will geerate a to otify the perso resposible for the ext task. A parter ca also receive otificatio whe tasks have bee completed. Flexibility Users with permissios ca start a workflow agaist ay documet or override the default workflow ad chose a alterative. Advaced workflows The optioal CCH Workflow Desiger icludes access to the Workflow API. This allows the desig of more complex workflows likig to third-party products for exteral triggers. 5

7 documet maagemet customer perspectives With CCH Documet Maagemet you ca be sure you ve always got the latest versio of a documet. Because people have to check out ad check i the documets whe they wat to edit them, you also kow that ay chages you make will ot be overwritte by someoe else. If you eed to take a copy of a documet to a cliet, you ca just dowload it to your laptop. George Primrose Codies We did cosider alteratives but CCH Documet Maagemet had everythig we eeded ad it itegrated with our other software, so it was a atural choice for us. Before CCH Documet Maagemet, s were beig stored i people s persoal iboxes. If someoe was out of the office, o oe could access their s. As more ad more cliets commuicate by , this problem would have become worse over time. Darre Wigfield Harlads Isobel Black Hogg & Thorbur 6

8 CCH Cetral deliverig a competitive advatage CCH Documet Maagemet is part of the CCH software suite. At the heart of this itegrated software suite is CCH Cetral which combies iformatio from multiple applicatios o customisable home pages. CCH Cetral redefies the meaig of itegrated software. Data from across the practice ca be extracted, reported o ad used for CRM, busiess developmet ad practice maagemet. The ituitive, browser-style iterface makes it easy for everyoe eve occasioal users to use the software. Because CCH Cetral operates across the etire software suite you oly have to lear a fuctio oce to be able to use it aywhere. Data maagemet CCH Cetral elimiates wasted effort ad eradicates errors with a sigle, cetral database so you oly have to eter ad update iformatio i oe place. Ad because CCH Cetral works across your software suite, you get a complete picture of your cliets ad your practice without costatly swappig betwee applicatios. Reportig Usig CCH Cetral Reportig, eve o-techical users ca costruct complex reports, simply by draggig ad droppig fields. Data ca be draw from multiple CCH applicatios ad preseted i a sigle report. Simplified cross-cliet ad cross-applicatio reportig eables rapid data miig, opeig up ew markets ad opportuities. Workflow CRM ad busiess developmet CCH CRM powered by Workbooks is itegrated with CCH Cetral so you ca grow your practice ad egage with your cliets usig the iformatio ad skills you already have. The cloud-based CRM system improves the efficiecy of the etire marketig ad busiess developmet process, from ruig evets ad capturig web queries to maagig your ew busiess pipelie ad measurig the retur o your marketig sped. Maagig KPIs CCH KPI Moitorig eables you to maage busiess-critical evets, deadlies ad tasks occurrig across all your applicatios. Whe a trigger coditio such as overdue iformatio, excessive WIP or a completed tax retur is met, the software seds out a alert which ca iclude a report o the exact status of the key performace idicator beig moitored. You ca also use it to automate the productio ad distributio of regular practice reports. CCH Workflow allows you to maage tasks across your etire software suite. Workflows ca be triggered by a evet such as settig up a ew cliet or by the completio of aother workflow, ad ca be exteded to iteract with third-party systems. CCH Workflow helps you moitor deadlies, avoid resource bottleecks ad focus o maagig ed-to-ed cliet relatioships rather tha just idividual jobs. 7 8

9 The Wolters Kluwer differece Wolters Kluwer is oe of the world s largest providers of tax, accoutig ad audit software, iformatio ad services. As a global market-leader with aual reveues of over 3.5 billio, operatios i 40 coutries ad more tha 18,000 employees worldwide *, our software, iformatio ad services deliver smart tools, vital isights, timely traiig ad the guidace of subject-matter experts. I the UK our products ad services supplied through the CCH ad Twifield brads support more tha 20,000 professioals. We work hard to help you improve efficiecy ad reduce compliace risks so you ca use more of your time to build stroger relatioships with your cliets. 97% of the top 100 accoutacy firms use a Wolters Kluwer product 54% of FTSE 350 compaies use a Wolters Kluwer product *Reveue i billio. Other figures from the Wolters Kluwer aual report. Customer umbers based o iteral research, November

10 Fid out more about CCH Documet Maagemet For more iformatio about the CCH software suite: Call: * Visit: Wolters Kluwer (UK) Limited. Registered i Eglad ad Wales, No , VAT No Registered Office: 145 Lodo Road, Kigsto upo Thames, KT2 6SR, Uited Kigdom. *Calls cost 7p per miute plus your telephoe compay s access charge DP3472

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