{"id":502,"date":"2006-10-22t18:06:00","date_gmt":"2006-10-22t23:06:00","guid":{"rendered":""},"modified":"2024-10-26t07:59:55","modified_gmt":"2024-10-26t11:59:55","slug":"gearing-up-for-busy-season","status":"publish","type":"post","link":"\/\/www.g005e.com\/2006\/10\/22\/gearing-up-for-busy-season\/","title":{"rendered":"gearing up for busy season"},"content":{"rendered":"

is now the time to get the hottest new tech tools?
\ntake the poll; get the answers.<\/a> <\/i><\/p>\n

by rick telberg<\/b>
\nat large<\/i><\/p>\n

if you’re like most tax professionals, you’re already getting ready for the upcoming filing season. and one of the key areas you’re looking at is your technology setup.<\/p>\n

unfortunately, a vast number of tax practitioners work in small or home-based offices and they don’t have a full-time techie on staff to sift through all the new options. that’s why we went to anne stanton, the norwich, vt.-based consultant to many cpa firms for advice.<\/p>\n

we started by wondering aloud if now is even a good time to make any big changes to your tech setup, considering that microsoft is coming out with the new vista operating system next year and hardware prices seem to drop a little bit more every month. should we just wait to see how the dust settles?“i am a firm believer in not waiting,” stanton says. “office 2007 even in beta is incredibly stable and has some incredible improvements. vista, cougar and longhorn will soon be at many client sites and people will not wait for their accountant to catch up. cpas need to become more pro-active when it comes to technology. start planning today to be ahead of the game.”<\/p>\n

that’s pretty aggressive. but stanton has never been shy about sharing her opinions or nudging the profession forward.<\/p>\n

start with her take on whether even a one-person home-office should get a file server:
\n
\nstanton: with more and more people integrating multiple machines and consumer electronics into their home infrastructures, i think there is a real niche for small business server in the home. small business server gives business people the small-office security, the centralized backup, data store and remote access that can be so necessary when simply trying to get things done efficiently. additionally, the new mobile 5.0 phones available from most cell phone carriers integrate seamlessly to sbs!<\/i><\/p>\n

telberg: i wasn’t thinking that “big.” what would an sbs solution cost?<\/p>\n

stanton: it is a common misperception that you have to be a big firm to use sbs 2003. the small business server software costs either $600 for standard or $1,200 for premium (which includes the microsoft sql database licenses) for up to five users. many of the local sbs consultants will charge a “fixed price” installation of between $3,000 to $5,000, which includes the software license and sometimes the hardware. also if the accountant is part of the mpan program, they get sbs licenses as part of the benefit. that makes for a $1,200 savings at least.<\/p>\n

telberg: how much power and speed do we need to run ms office, vista, and the tax, accounting, document-handling software and other apps (like itunes and maybe a little gaming)?<\/p>\n

stanton: such a huge question. the real issue is figuring out where the data bottleneck would be and what hardware is needed to prevent the bottleneck. vista is very graphical. what is needed is a good graphics card with adequate cache (memory) on the card, in addition to a good footprint of ram in the machine itself. hardware is very inexpensive these days and it is worth investing in high quality products. you want at least 128 megabits on the graphics card.<\/p>\n

telberg: laptop or desktop? both? how about a tablet?<\/p>\n

stanton: a good quality laptop with a good docking station, monitor or two and keyboard in the office. there is no reason you can’t work anywhere or anytime without a hassle.<\/p>\n

telberg: display: one monitor, or two, three? how big?<\/p>\n

stanton: two good quality 17-, 19- or 21-inch monitors. it really depends on what you want to do and how you work. if you are a real multi-tasker, three monitors might be very appealing. if you like to focus on one specific project, two monitors allow you to spread out your information. put receipts and scanned documents on one monitor, maybe the tax prep software and\/or excel on the other.<\/p>\n

telberg: what do you use?<\/p>\n

stanton: when in the office: dual monitors. one is my laptop, one is a regular 17-inch. i also have two test machines in my office and a machine i use for “office functions.” i do this so i can have another person working on accounting, or letters or whatever, if needed.<\/p>\n

telberg: what backup and recovery solution would you recommend?<\/p>\n

stanton: small business server’s current backup built-in software is running really efficiently in the field. this is helping us to reduce costs for small businesses and offer good backup solutions. we also do not install tape drives if at all possible. tapes have such a high rate of failure that alternative storage solutions are preferred. have you tried to recover a file lately?<\/p>\n

telberg: any preferences in an all-in-one printer, scanner, fax?<\/p>\n

stanton: no real preferences except to encourage people to understand the data structure behind the process of scanning. there is a huge difference between a folder full of pdf files and a database hosting this data. data integrity \u00e2\u20ac\u201d integrity is key here.<\/p>\n

telberg: what about security and spam solutions?<\/p>\n

stanton: lock it down in layers. a hardware firewall and a good internal monitoring software package such as the features built into isa 2004 (the microsoft software firewall). additionally using a perimeter security spam solution is beneficial as it takes a huge burden off your internal exchange server. postini is a great option as they filter millions of e-mails and can easily see patterns of attack and prevent them before you ever know of a problem. additionally you want to have an anti-virus solution that is updated continuously and is dated within the last 12 months. the actual software should be the current year’s version. we also have a huge issue with spyware and malware and this needs to be both prevented and cleaned up regularly. multiple scans with different spy sweeper type applications are key for reducing risk. one of our current favorite packages is webroot’s spysweeper. this is of course for clients not running in a managed services model, which is another area of prevention!<\/p>\n

telberg: any favorite gadgets and gizmos? pdas? smart phones? gps handheld?<\/p>\n

stanton: my utstarcomm mobile 5.0 phone. i think it might wash the dishes for me if i configured it correctly.<\/p>\n

telberg: thanks, anne.
\n[first published by the aicpa]<\/i><\/p>\n","protected":false},"excerpt":{"rendered":"

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