Digital file management
In supporting software is yet to make a major improvement work. That concludes GBNED in a digital file management software for research in conjunction with work programs. So data security is not given adequate attention, and proper planning and monitoring progress even mostly missing.
Gerard Bottemanne
Gerard Bottemanne is GBNED own research.
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To justify the work carried out in order to arrive at a reporting accountants are increasingly using digital file management with work programs. The software for this market, can often support both the work processes – both around together as check around – the drafting reports
In the recently published study Digital file management and work programs puts GBNED software along the ruler that has the functionality and features for contact management, digital document management and workflow management. In relationship defines client information, digital file management concerns capturing accounting information which has been supportive to achieve reporting, and should be supported in workflow management processes based on work programs.
The supply of this type of software is limited. Only seven vendors providing such software specifically focused on the accounting, namely CaseWare Netherlands, Infine software, Make Life Easier (MLE) Pro Management, Unit 4, Vision Planner and Visma.
Coordinating role NBA?
the survey shows that not all vendors support standard work programs Auxilium, Extendum, Fiscount, NOAB, Novak and SRA. The trade and industry associations handle themselves also no uniform format for the exchange of work programs with relevant software vendors.
Perhaps here would have a coordinating role for the NBA, especially with regard to the quality of the work programs. One option could be that the NBA makes available a model library for work programs and it brings together all the experience of that trade and industry associations. This would certainly contribute to the quality and targeted efficiency in supporting accountants.
inconsistent interpretations
More than one hundred functions and features some of these packages, according to data provided by the suppliers provided GBNED. Moreover, fits in with this warning: sometimes this information to interpretation proved amenable, and in addition, the accuracy of the data has not been tested in practice
The comparison revealed the following salient points
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- Full relationship management is not always standard. To capture specific data, such as a relationship the tax numbers and the type, sometimes referred to a link with CRM applications. It is also not uncommon to draft a letter on relationship level and save, so no file, but that is not possible in all available systems.
- When it comes to ease of use is the search for different files over an issue. The latter is possible only in three of the seven packets. And can not be simultaneously working on a file by multiple users in two packages.
- Functionality in planning and monitoring is not standard in all systems offered. Assignments plan is named as standard functionality in only three systems. In one case, reference is made to a link with a workflow application, and in another case, it is mentioned that documents in the file can be assigned to employees by means of tasks. But if the latter provides a schedule of records is left open. Tracking the progress each employee can only in two cases.
- Security files is a serious concern. Asked whether files can be protected on the basis of authorization shall include replied that this can over the rights to file and via Windows security . But a property as “ read only is missing in some cases. Not least to this point good tune, if only because of the new duty to report data breaches.
- Substantive audit work under the name Data Analysis hardly part of software digital file management and work programs. What is available is limited in particular to the general ledger itself. For data analysis are well separate systems on the market. Especially in the SME segment data analysis still neglected. The latter is noteworthy because in an average trade, manufacturing or retail business data analysis is an important tool to verify the integrity and connection of (sub) administration. also for understanding store daughters can provide data analysis solution.
- Correspondence , incoming and outgoing, is inextricably linked with good filing. Whether is be positive answer in three of the seven cases from a file can be sent directly by e-mail attachment (to archive a file).
- In the area of Document Management is yet to make a significant improvement work. For example, a search function is missing in linked documents in most software. And for protecting secret documents referring to the level of the Windows file system which is not very user-friendly solution.
In addition to discussing the offered software with all the functionality and features goes report also to implement the new standard COS 4410 for assembly contracts from 2016, by the auditors.
Digital file management and work programs in 2016 can be requested via this link.
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