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A CPA Firm Case Study Relaying Advantages of Electronic Document Management of Client Files

27 Jun, 2007 By: Doculex Doculex imageSource

A CPA Firm Case Study Relaying Advantages of Electronic Document Management of Client Files


Potts, Hannah & Fischer, P.C. (www.tepotts.com), a prominent Indianapolis-based
accounting, taxation and consulting services firm amassed considerable client
paperwork volume, stored in a multitude of file folder storage cabinets. Firm
management was seeking means to organize, circulate to clients and archive files
electronically, having convenient access to documentation while reducing storage
space and cost. “We were at capacity, requiring additional space for client
records,” commented Mark Hannah, Partner with Potts, Hannah & Fischer. “Files
foldered on our server rather than in cabinets was what we needed.”

Jim Goodwin of HPS Office Systems in Indianapolis (www.hpsinc.com) assessed
the firm’s needs addressing both existing paperwork and ongoing client file
management requirements.

Goodwin’s findings included the need for:

• Additional file archival capacity

• Reduced paper file storage space and cost

• Ease of electronic document capture, content indexing and image processing; a
system to be operated by staff in-house

• Distributed electronic document management software usable with a desktop
image scanner and with existing multifunctional copiers’ scanning units

• Ability to archive and access electronic files on the company’s server,
retrieving and emailing information to clients as needed

• Quick-access document retrieval, utilizing desktop and laptop PC’s

• Capability to print electronic document files as needed

• An additional value-added service for their clients; providing their
documentation to them electronically for archival storage on their server,
externally-hosted backup server or CD-ROM

• System affordability.

“I’ve found their situation common to CPA firms,” noted Goodwin. “Client
paperwork is often archived in its native paper format, creating an environment
of high-cost storage and time-consuming information retrieval. The firm was wise
to seek a better document management option; they needed to utilize electronic
document management capture and retrieval software to create additional
information storage capability.”


HPS Office Systems provided the accounting, taxation and consulting services
firm with Savin’s IS300e Image Scanner (www.savin.com) and DocuLex’s Archive
Studio software programs (www.doculex-usa.com) to address existing and future
file volume, with ongoing document management, circulation and archiving

“The Savin IS300e is ideal for automatic document feeding and flatbed
scanning of Potts, Hannah & Fischer’s client documentation, facilitating scan to
print, email, folder and FTP, functioning easily and flawlessly with DocuLex’s
Goby Capture for distributed document capture and scanning with the IS300e and
their multifunctional copiers’ scanner, providing automated content indexing and
image processing,” stated Goodwin. “DocuLex’s WebSearch is a perfect archive and
access-enabler, providing thorough in-house file management on the firm’s
server. The program provides rapid access to documents from any
Internet-accessible location, with the ability to email information to clients
as well as print files when hard copies are needed.”

“The space, time and cost savings of this system proves substantially
beneficial for their business,” commented Goodwin. “Additionally, DocuLex’s
thorough training and responsive technical support is of considerable value
maintaining consistent system functionality for users.”

“We emptied our paper file storage room in only a month with this system,”
stated Hannah. “The ability to provide clients with their documentation
electronically rather than returning their information to them in paper format
is a welcomed service.”

About DocuLex

Incorporated in 1996, Winter Haven, Florida-based DocuLex creates open-system,
component document management software for use with desktop and production
document scanners, as well as digital multifunctional copiers, facsimile and
wide format units. Through an extensive reseller channel, the company offers
document scanning and image processing software along with search and retrieval
programs, bundled and offered as Archive Studio. Archive Studio is easy to use,
productive electronic document management software for any business environment
seeking ‘Instant Document Access.’ See www.doculex.com for company and product

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