Accountant

Jerry, age 46, solo accountant.

Jerry has been working in the accounting industry for over twenty years now.  Two years ago, he decided that he would be better off if he started his own practice.  Things were going well until a couple months ago, when the mismanagement and lack of organization of his files and documents started to severely inhibit his ability to do his job.  He had heard of document management software before but thought that it was not readily available and useful only to big firms with deep pockets.  Furthermore, he is not comfortable with a computer-based solution and does not think he is ready to take such a big step.  After doing his research, Jerry found a solution that was very affordable and, best of all, incredibly easy to install and use.  The solution was Docsvault.

With the growing number of clients that Jerry has to keep track of, his existing filing system was not keeping up.  He was continuously losing important documents, unable to find the files he needed when he needed them, and worried about other issues regarding the storage of his information, including backup and security.  All of these issues were resolved with Docsvault, and Jerry simultaneously took advantage of the many other benefits that Docsvault provided him.

His first step was to convert all of his paper files into electronic ones.  With the built-in scanner interface and PDF creator, Docsvault allowed effortless conversion to a paperless office.  These features also gave him a painless solution for all of his file retention needs, allowing him to keep his client’s past mortgage statements, bank statements, tax returns, and various other documents in one convenient location.  His organization and file management issues were solved with the custom property and profile assignment.  This feature allowed him to assign his own descriptive property classes to his files, such as client name, document type (bank reconciliation, registry, tax return, etc), fiscal year, or any other class that fitted his needs.  And with the profile creator, he could assign groups of properties to files any time a file or folder was brought into Docsvault.  He was able to find these files and documents easily as well thanks to the highly functional search feature. He can search for files based on the properties or profiles he had created, descriptive notes he had attached to files, or even words within documents, provided that they are text-based files.

Jerry also had security issues.  His laptop contains all of the registries, spreadsheets, and various other files important to his business and to his clients.  Losing this data or having unauthorized access into his most valuable files would mean the demise of his business.  The Safevault feature allowed Jerry to store his most important files with impenetrable 128-bit encryption.  Safevault’s password and information manager even allowed him to store and organize his various banking information; usernames and passwords for the various accounting programs he used, and email accounts; and a whole assortment of other information in the provided organizational database.  The direct burning feature allowed Jerry to create CD or DVD backups of all of his files with one-click, making backing up his data a breeze.  And the Audit Trail feature lets him know what changes were made to the various settings in Docsvault, just in case he unknowingly made changes to his settings or deleted some file.  Not to worry – he can always recover the deleted files with the special built-in recycle bin.

The benefits to Jerry did not stop there.  Version history and control allowed Jerry to keep track of the iterative changes he made to various spreadsheets and registries.  If he made a mistake, he could always revert back to a previous version, and with version notes, he would know what changes he made in what version.  Office integration meant that he could save these files and begin his custom organization right from MS Office applications, like Excel, Word, PowerPoint and Outlook.  And the unique task management feature kept him on track.

As can be seen, Docsvault became an integral part of Jerry’s business.  He now has a firm grasp on the management, organization, and security of his files and documents.  He used the various features of Docsvault to make his office paperless while simultaneously increasing his productivity and efficiency through better organization.  And he found added value through the many other tools that Docsvault provides to ensure the continuing success of his business.

Find out more about Docsvault Professional Edition and Small Business Edition