how transportation companies can create a paperless office
TRANSCRIPT
Welcome
4 Simple Steps To A Paperless Transportati on Offi ce
James Blaylock, CPA, CITPPaul ConterioCorporate Presenter Trainer
eFileCabinet
January 14, 20141 PM MDT
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Administrative Items
Type your questions here!
1. Benefits of going paperless TODAY
2. How eFileCabinet helps you stay compliant
3. How easy it is to use
4. 4 Simple Steps to a paperless transportation office
5. Questions
Agenda
4
eFileCabinet Background Since 2001
Over 140,000 users Based in Lehi, Utah
Lehi, UT
5
eFileCabinet Background Since 2001
6
P A P E R L E S S S O F T W A R E
7
P A P E R L E S S S O F T W A R E
Data resides on your local server In your network
On your computerWithin your firewall
Must be in office to access files(unless setup a VPN)
8
P A P E R L E S S S O F T W A R E
Data Resides outside your network
9
P A P E R L E S S S O F T W A R E
10
P A P E R L E S S S O F T W A R E
CloudView
2015
11
The Only Constant today is change!
Many customers (and probably some of you) send contracts, forms, critical documents with personal information via fax or email
12
1892 TechnologyTechnology Forces Change
2014
13
Technology Forces Change
14
Technology Forces Change
15
INNOVATION ADOPTION LIFECYCLE
TIME OF ADOPTION OF INNOVATIONS
Technology Forces Change
Technology ProvidesOpportunities
Technology Creates Change
Diffusion of Innovations by Everett Rogers
16
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10
Growth of Electronic Document Management
17
Low Costs of Electronic Storage.
Price per GB of Hard Drive Storage:
1981 — $300,000
1987 — $50,000
1990 — $10,000
1994 — $1000
1997 — $100
2000 — $10
2004 — $1
2010 — $0.10
Growth of Electronic Document Management
18
Growth of Electronic Document Management
Low Costs of Electronic Storage.
Government Encouragement
Need for Privacy, Backup, and Security
High Speed Scanners
19
Benefits of going paperless today
The Unrecognized Cost of Paper
20
The Recognized Cost of Paper
21
The Recognized Cost of Paper
What is your annual investment in filing costs – paper, toner, postage, filing cabinets, off-site storage, etc?
It costs an average of $25,000 to fill a 4-drawer filing cabinet and more than $2,100 per year to maintain it.
22
Unrecognized Cost of Paper
How often do you visit the filing cabinet or storage area to access business-critical information or documents?
The average office worker spends 400 hours per year searching for paper documents.
$2,900FEDERAL MINIMUM WAGE
$7.25 Per hour Beginning
July 24, 2009
24
Unrecognized Cost of Paper
Customer Satisfaction
InsuranceTax Clients Businesses
Cabinets
Folders
Documents
Drawers
AccountingTax Clients IndividualsPersonalProperty
Adams, TomBarton, CraigBringhurst, Scott
Human ResourcesInvestment Files
Cook, MattCratchit, BobJensen, SteveMartin, MarySantoro, JosephTaylor, Paula
2012IRS CorrespondenceCorrespondence
20132014
Subfolders
Tax ReturnsSource DocumentsSS Card
SS Card2014
Taylor, PaulaCabinets
Folders
Documents
Drawers
Subfolders
Paula Taylor SS #Search
Tax Clients Individuals
SS CardPermanent
Taylor, Paula
Human Resources
Cabinets
Folders
Documents
Drawers
Subfolders
Paula Taylor SS #
Folders
Documents
Drawers
You Can Search by Name!You Can Search by Profile!
You Can Search by Indexing & OCR!
29
Mary Martin is Vice President of Human
Resources & Accounting
Mary because of her role in the company has access to
both employee medical and financial records
The Benefit folders contain employee personal health
information (PHI)
30
Bob Cratchit is Director of Accounting and reports to
Mary Martin
Bob does not have access to the benefits folders containing employee
personal health information
31
BobDirector
MaryVice President
What is the cloud and is it safe?256-bit AES Storage Encryption Verse 128
To give you an idea of just how secure this is, it is over 2,000 times more secure than using 128-bit AES.
Breaking a symmetric 256-bit key by brute force requires 2128 times more computational power than a 128-bit key.
To break it, a brute force attack would take 50 supercomputers over 3,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000,000 years!(Wikiedia)
1. Encryption of data before it goes to the cloud.2. Encryption of data in transit.3. Encryption of data at rest.
You or Your Customer
36
Mobile Apple/Android Apps for eFCO and SecureDrawer
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00
524-78-1358
524-78-1358
95-6006143
PAINT BRIGHT
10920 WILSHIRE BLVD # 620LOS ANGELES CA 90024-6508
123456789
JOSEPHINE H. BRUIN825 WESTOOD VLVDLOS ANGELES CA 90024
CA 95-6006143 19,629.58 750.29
19,404.31
665.00
20,923.75
0.00
0.00
0.00
X
DCP CAS 1,519.44
0.00 0.00
4 Simple Steps To A Paperless Transportation Office
Home Machine – 8ppm Office Machine – 60ppm
What Should You Scan? Scan the Papers You Would Have Copied Don’t Scan:
PDF Files Sent to You Faxes Emails Word and Excel Files (All of these are placed directly into eFileCabinet with a paperless click)
1. Buy a REAL Scanner
4 Simple Steps To A Paperless Transportation Office
1. Buy a REAL Scanner2. Determine the platform best for you
4 Simple Steps To A Paperless Transportation Office
Determine your folder structure What are you going to scan? What to do with the old files? Determine Permissions What to do with the reclaimed office space?
2. Determine the platform best for you3. Strategize
4 Simple Steps To A Paperless Transportation Office
3. Strategize4. Schedule a Demo with us
www.efilecabinet.com
