a better way to keep track.
by ed mendlowitz
the 卡塔尔世界杯常规比赛时间 practice doctor
question: we are in an era of paperless procedures and files, but many times clients send in paper documents, cds or stick drives, besides emailing their information or using our portal.
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how can this be handled? we seem to always be tripping on the information.
answer: obviously the easiest handling is when something is emailed or sent via a portal. along with emailed data, or where a cd or stick drive is provided, i suggest immediately transferring to the drive you use for client work in progress. we have a “t-drive” for this. after making sure the transfer was made, put the cd or stick drive in an envelope to mail back to the client. put a sticky note on the envelope to be mailed two weeks later. this gives you a cushion should you need to refer back to the media.
alternatively, you do not download anything but work off the stick drive. most cds are protected to prohibit any additions.
when paper information is received, i think you need to decide whether it will be scanned immediately and returned (similar to the process for cds or stick drives) or whether you will work off the paper documents, and then scan only what you end up using.
let’s assume you will work off the hard data. you will need a place to keep it. i suggest a centralized storage area or cabinet where the information is placed each night. i do not like the information kept on someone’s desk or in their office. it will become another pile sitting somewhere. imagine if that person is working on four clients’ data that way. the desk becomes a mess and distraction. also, others asked about the information might not know where to look.
user-friendly or touchy-feely tip: anytime something that needs to be worked on is received from a client, they should be notified of the receipt. this can be done with a phone call or email from an admin person, or by the recipient replying with a short email saying “info was received – thanks.”
when the information is received it should be entered on your client tracking software, as a new project with a description of what was received. as the information is retrieved, it should be so noted on that tracking software.
the tracking system should have a date received and if it is necessary to assign work on a first in-first out basis, this will provide the means. this is particularly important with individual tax returns.
with this system and every system it is imperative that everyone follow the procedures exactly with no deviations or shortcuts. systems need to be established to cover every logical or practical eventuality, not easy-to-imagine exceptions.
for instance, it is logical to assume that more than one client will send information that will be worked on by a single staff person and that a partner would be asked a question about something they are holding, or an admin would be asked to retrieve a document to scan or fax back to a client. make the system fit all of that.
thank you to debra schmelzer, cpa supervisor at withumsmith+brown for your assistance in this response.