{"id":80444,"date":"2020-12-28t13:30:00","date_gmt":"2020-12-28t18:30:00","guid":{"rendered":"https:\/\/48e130086c.nxcli.net\/?p=80444"},"modified":"2021-02-02t07:26:39","modified_gmt":"2021-02-02t12:26:39","slug":"retaining-documents-how-long-and-who-decides","status":"publish","type":"post","link":"\/\/www.g005e.com\/2020\/12\/28\/retaining-documents-how-long-and-who-decides\/","title":{"rendered":"retaining documents: how long and who decides?"},"content":{"rendered":"<p><strong><a href=\"https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2015\/08\/deletekey_dollarphotoclub_150544.jpg\"><img loading=\"lazy\" decoding=\"async\" class=\"alignright wp-image-42987\" src=\"https:\/\/cpatwpe.s3.amazonaws.com\/cpatrendlines\/wp-content\/uploads\/2015\/08\/deletekey_dollarphotoclub_150544-590x393.jpg\" alt=\"finger pressing delete key\" width=\"424\" height=\"283\" \/><\/a>repeat as necessary: you don\u2019t have to keep everything.<\/strong><\/p>\n<p><i>by roman h. kepczyk<\/i><br \/>\n<a href=\"\/\/www.g005e.com\/shop\/qop\/\"><i>quantum of paperless: technology guide &amp; checklist<\/i><\/a><\/p>\n<p>managing digital files is in many ways similar to managing paper files in that the firm must have standards for who can create a document, add to or edit a document, file it, and eventually purge the file. unfortunately, as digital files are on the network and \u201cout of sight,\u201d many firms are not really aware of what files are stored, the most current versions and whether or not they should be deleted.<\/p>\n<blockquote><p><b>more: <\/b><a href=\"\/\/www.g005e.com\/2020\/11\/30\/the-4-buckets-of-firm-knowledge\/\">the 4 buckets of firm knowledge<\/a> | <a href=\"\/\/www.g005e.com\/2020\/11\/23\/why-digital-communications-matter\/\">why digital communications matter<\/a> | <a href=\"\/\/www.g005e.com\/2020\/10\/26\/do-you-have-the-right-remote-access\/\">the right tech tools for covid work-from-home<\/a> | <a href=\"\/\/www.g005e.com\/2020\/09\/21\/offsite-data-backups-easier-than-ever\/\">it\u2019s 10 p.m. do you know where your backups are?<\/a><br \/>\n<strong><img loading=\"lazy\" decoding=\"async\" class=\"alignleft size-full wp-image-49700\" src=\"http:\/\/4f2bur4nuye2cgakm2rm61qk.wpengine.netdna-cdn.com\/wp-content\/uploads\/2016\/08\/yellow_key_clip_art-e1375897299811-36p-hi-1-e1470686574894.jpg\" alt=\"goprocpa.com\" width=\"39\" height=\"16\" \/><span style=\"color: #b79c00;\">exclusively for pro members. <\/span><\/strong><span style=\"color: #b79c00;\"><a style=\"color: #b79c00;\" href=\"\/\/www.g005e.com\/wp-login.php?redirect_to=\/\/www.g005e.com\/2020\/12\/28\/retaining-documents-how-long-and-who-decides\/\">log in here<\/a> or <a class=\"external\" style=\"color: #b79c00;\" href=\"http:\/\/goprocpa.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">2022世界杯足球排名 today<\/a>.<\/span><\/p><\/blockquote>\n<p>as firms transition to the \u201cless paper\u201d environment, it is recommended that they implement a digital document retention policy and make users accountable for adhering to this policy.<br \/>\n<!--more--><br \/>\nmicrosoft windows explorer is one of the weakest and least reliable document retention solutions as virtually anyone on the network can create, edit, overwrite or even delete any document without recourse. firms won\u2019t know a file has been damaged or destroyed until the point at which they can\u2019t find it or try to load it, which can be days, weeks or even years after the change, and obviously too late.<\/p>\n<blockquote><p>\u201c60% of firms had an electronic document destruction procedure.\u201d \u2013 cpafma 2019 survey<\/p><\/blockquote>\n<p>on the flip side, not having good naming conventions and directory structures can result in multiple versions of the same document, leading to confusion and errors as to which document should be used, further wasting professional time.<\/p>\n<p>the solution to this is developing a digital document retention policy and training personnel on adhering to firm standards. ideally, firms will use a dedicated document management system that has an integrated or forced retention policy.\u00a0 this means that based on the document\u2019s profile, it would be flagged for deletion at its expiration date. the firm would have the option to keep or delete the file, which is much better than the current situation in which someone would have to access and evaluate every file to determine what should be done with it.<\/p>\n<p><strong>recommended actions:<\/strong><\/p>\n<ol>\n<li>update firm document retention policy to include electronic documents and remind all personnel on firm retention policies.<\/li>\n<li>evaluate firm\u2019s document retention cycle and promote accountability for cleaning out obsolete files.<\/li>\n<\/ol>\n","protected":false},"excerpt":{"rendered":"<p><strong>repeat as necessary: you don\u2019t have to keep everything.<\/strong><br \/>\n<i>by roman h. kepczyk<\/i><br \/>\n<a href=\"\/\/www.g005e.com\/shop\/qop\/\"><i>quantum of paperless: technology guide &amp; checklist<\/i><\/a><\/p>\n","protected":false},"author":1342,"featured_media":59128,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","footnotes":""},"categories":[1363,3120,3002,2306],"tags":[120,629],"class_list":["post-80444","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-featured","category-pro-member-exclusive","category-special","category-tech-and-fintech","tag-tech","tag-technology"],"acf":[],"yoast_head":"<!-- this site is optimized with the yoast seo plugin v24.0 - 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