|
AAA 2008
Client Transfer Survey
by Roman H. Kepczyk, CPA.CITP (April 20, 2008)
CPA firms have traditionally mailed or
physically delivered copies of tax returns, audit reports, and other
work product to clients, but with today’s emphasis on the “less
paper” environment, more and more CPA firms are sending these files
in an electronic format using email, portals, fax machines or other
digital media such as CDs and USB flash drives. To find out
specifically what tools firms are using and to what extent, the
Association for Accounting Administration surveyed its members
earlier this year and had 74 member firms participate.
Below, we summarize the findings of the
2008 AAA Client Transfer Survey.
Email was the dominant tool utilized for transferring files
with 77% (57 of 74) of respondents saying they regularly used it.
The survey also asked how many firms
would forward files to other parties at a specific client request
and 73% (54 of 74) of firms stated they did so.
Surprisingly, only 41% (30 of 74)
utilized passwords or encryption on these emails or files, which
shows that there is a risk of exposure of these documents, many of
which contain confidential information.
Within the respondents, using Adobe or
Microsoft Word/Excel passwords on the attached documents was the
most common response, but there was no dominant password/encryption
tool being utilized by more than 5% of the respondents.
The next most utilized tool by respondents to transfer client
files was a portal with 43% (32 of 74) of the survey participants
having one in place.
Interestingly, of the 42 firms that did
not have a portal at the time of the survey, 23 (55%) planned to add
one during 2008.
Within the vendors selected, CCH
accounted for approximately 34% (11 of 32) of the portals between
their external FileShare utility and their internal CCH Document
Portal that integrates with their Document Management product.
Thomson was next with 19% (6 of 32) of
respondents having a portal utilizing either the GoFileRoom or
Creative Solutions Virtual Office products.
The remaining firms either utilized a
web service such as Mozilla, Service2Client, Family Office Network
or built their own with tools such as Microsoft SharePoint.
Firms were almost evenly split as to
whether they hosted their own portal internally or used an external
provider (which accounted for slightly more users).
While integration of the portal with the
firm’s document management application would improve overall
usability and workflow, only 28% (9 of 32) had their portal and DM
product linked at the time of the survey.
Within respondents that had a portal, the majority had setup
accounts for less than 10% of their clients, but this number was
expected to increase by the respondents.
The primary users of the portal were the
tax departments (84%, 27 of 32), followed by client
services/bookkeeping (50%, 16 of 32) and then audit (44%, 14 of 32).
Some firms were also using their portal for retirement benefits
administration and management advisory services.
Only one firm charged a direct fee to
utilize the portal ($50/year) but two firms stated that they had
built the cost into their tax return pricing.
The survey also asked who was responsible for setting up user
accounts and found that two-thirds of those with portals utilized
administrative personnel.
In addition, 34% utilized their IT
department to setup accounts and 19% of those with portals had their
tax/audit professional staff set up client accounts directly.
To provide passwords to clients,
three-fourths (24 of 32) of the firms with portals provided them via
email, while almost 38% (12 of 32) utilized the telephone.
Interestingly, only one firm notified
clients of their password via traditional US mail and two firms made
clients do their own set up including deciding their own passwords
prior to using the portal.
Fax machines have long been utilized for transmitting
documents and today 39% (29 of 74) of respondents utilized a digital
fax system that created a digital file and delivered it
electronically via email to the appropriate recipient within the
firm.
36% (27 of 74) respondents stated that
for outbound faxes that they contacted the client first to let them
know they were sending a document.
The survey went on to ask what physical media was utilized by
clients to bring in data and surprisingly 73% (54 of 74) utilized
CDs, while 70% (52 of 74) were using USB flash drives (many of which
had the firm’s logo embedded on them).
In addition 39% (29 of 74) were still
using ZIP disks and 23% (17 of 74) were still using floppy disks, so
firms should take note and keep at least one machine with these
different drives available.
Firms should also make sure that they
include the destruction or deletion of this media in their document
retention policies, which 18% (13 of 74) stated they had in place.
Another aspect of working with data transfer is the firm’s own
employees working from remote sites to move data to and from the
firm.
For firm personnel working from remote
sites to access client data housed within the firm’s network 30% (22
of 74) of the respondents stated they utilized Microsoft Windows
Terminal Services, 26% (19 of 74) utilized Citrix, and 7% (5 of 74)
utilized a virtual private network (VPN).
For firms having individuals utilize a
remote control solution within their office for the same purpose 12%
(9 of 74) utilized Windows XP Remote and 12% (9 of 74) utilized
GoToMyPC.
CPA firms will continue to innovate in the ways they work more
effectively with clients through the use of digital means such as
email, portals, digital faxes and other media.
The Association for Accounting
Administration will continue to deliver information and solutions to
member firms through the use of these surveys and content to help
you improve your firm.
Roman H. Kepczyk, CPA.CITP is president of InfoTech Partners North
America, Inc. and an Advisory Board Member of the Association for
Accounting Administration.
This article was originally printed in the AAA Alert
newsletter.
<Back
to Home Page
^Back
to Vision Alert Index
©
2008 InfoTech Partners North America, Inc....your technology partner
(480) 706-1728
|
|
InfoTech Partners North America, Inc.
13656 South 37th Place
Phoenix, AZ 85044-4531
Phone: (480) 706-1728
Fax/Voicemail: (480) 718-8880
Email: roman@itpna.com
Web Site: www.itpna.com
|
