CCH Document Management

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We need a document management system that does more than just store documents

Over the years we’ve seen a gradual reduction in the amount of

paper circulating around the practice. HMRC, Companies House,

banks, brokers, our clients… most of the information we now send

and receive is in softcopy format.

Of course softcopy files can be stored, searched and shared much

more easily than pieces of paper, and a few years ago document

management systems were only required to perform these basic

functions. Nowadays, we expect more.

Because we’re an accounting practice, pretty much everything we do

revolves around collecting, distributing and processing information

in one form or another so document management has become a

vital element in our efforts to improve business efficiency and drive

practice growth.

It’s no longer enough just to store and manage information – it’s

what we do with that information that’s important. That means

our document management system has to help us manage the

work associated with each document – for example, getting

approval for a tax return – and the people who do this work.

document managementfacing today’s challenges

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CCH Document Managementthe solution from Wolters Kluwer

Deal with all sources of information

CCH Document Management brings together the three main sources of information within a practice – incoming

and outgoing emails, files on the network and paper documents – so you can store, share and manage information

no matter where it comes from.

n Emails – File all emails and related documents in a single, central location rather than spread across

disconnected personal email inboxes. Drag and drop emails and attachments directly into client and assignment

folders or any appropriate document library.

n Ease and speed – Email addresses are automatically matched against CCH Central to identify the contact they

relate to. A dedicated button to ‘Send and file in CCH Document Management’ simplifies email filing.

n Outlook integration – A folder tree of clients and assignments appears within Microsoft Outlook so that staff

can file emails and attachments directly from Outlook. An in-built document viewer allows rapid previewing of

stored files.

n Network files – CCH Document Management can automatically monitor a selected network folder for any

new files that are added. Alternatively, right-click from Windows Explorer to manually add a file or an entire

folder.

n Microsoft Office integration – Save new files directly from Microsoft Office or any other program using

standard

File > Print and File > Save commands.

n Paper documents – Use the optional CCH Scan module to convert scanned documents into secure, fully

searchable PDF files.

Classification information is automatically set so that

emails and attachments can be dropped straight onto clients

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Get instant access to client and practice information

Being out of the office no longer means being out of touch. Whether you’re on the road, at a client’s site or

working from home, documents and emails are all still instantly available.

n Instant access – Once they’ve been added to the system, documents and other items can be found and

opened almost instantly. No more delays while you hunt for files and folders.

n Document sharing – No need to wait until the single copy of a physical document has been returned to filing.

Team members can access the same document simultaneously.

n 24/7 remote access – Staff throughout the practice can access documents whenever they need them, from

home, onsite or in the office. Ideal for practices with mobile staff or multiple offices.

n Integrated client portal – CCH Portal links to CCH Document Mangement through CCH Central, allowing you

to manage all aspects of document exchange and approval on a single system.

n Practice documentation – HR policies and procedures, technical briefings, templates, client correspondence

and working papers – any document that the practice uses can be stored, found and retrieved.

n Recent documents – Your personal home page lists the documents you’ve recently accessed so you can quickly

pick up current work.

Preview documents quickly without having to open them

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Store, search and retrieve documents easily

Powerful search functions enable staff to find and use stored documents and emails quickly and easily.

Smart scanning and indexing make paper documents as easy to retrieve and use as electronic ones.

n Text search – Search for words occurring within the text of documents, or in filenames. Search within a single

client or across all clients.

n Filter and sort – Add tags to help categorise files, using simple drop-down menus, then filter and sort matching

documents with drag and drop reporting. Use system tags, like author or creation date, to refine searches.

n Practice management integration – Use assignment types from CCH Practice Management to tag files as

Tax, Accounting, Audit etc.

n Scanned documents – Use the optional scan module with ISIS or TWAIN compatible scanners. CCH Scan

incorporates optical character recognition so that even scanned documents can be searched and retrieved.

n Formats – Existing electronic documents are stored in their original format; scanned documents are converted

to secure and universally recognised PDF files.

Use keywords or full text search to find documents easily

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Maximise practice efficiency

CCH Document Management has been developed specifically for accounting practices. By encouraging collaboration,

reducing admin and speeding the flow of work, it can significantly enhance practice efficiency.

n Designed for you – CCH Document Management has been designed specifically for accounting practices, so it

understands the way that you and your clients work.

n Collaborative working – Everyone engaged on a client job has instant, simultaneous access to all client files, no matter

where they’re working.

n Virtual in-tray – See at a glance all the documents currently allocated to you awaiting action. Check the status

of an item and assign it to another member of the team, with a full audit trail.

n Management control – Partners and managers can check other in-trays to see the progress of allocated work.

Filter by date to show today, this week, month to date etc.

Protect the security of all stored information

User logons, audit trails and secure storage help protect practice and client information, enhancing the legal admissibility

of documents and providing protection from the threat of litigation.

n Central storage – Secure centralised storage is inherently safer than having confidential client files on vulnerable

laptops. Computerised storage of documents makes disaster recovery plans easier to implement.

n Secure logons – Administrators can control rights and define user access to features and files.

n Audit and history – CCH Document Management maintains a full audit trail of all stored files and a history

of any changes.

n Document locking – Documents that have been checked out can be viewed but not changed, preventing potentially

conflicting edits.

Automate document handling

The CCH Workflow module will automatically start a workflow when documents are created or added. Workflows can be

designed to handle common tasks like client engagement and document approval.

n Control and management – CCH Document Management Workflow creates a sequence of processes through which

a piece of work has to pass, monitoring and managing progress against deadlines and triggering events – for example,

the creation of a PDF from a Word document.

n Consistency – Workflows can be created around document creation, review and approval to manage both electronic

documents and scans created from incoming post. Workflows ensure that service standards are consistently followed.

n Notification – Workflows can be set up so that the completion of a task will generate an email to notify the person

responsible for the next task. A partner can also receive notification when tasks have been completed.

n Flexibility – Users with permissions can start a workflow against any document or override the default workflow and

chose an alternative.

n Advanced workflows – The optional CCH Workflow Designer includes access to the Workflow API. This allows the

design of more complex workflows linking to third-party products for external triggers.

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document managementcustomer perspectives

With CCH Document Management you can be

sure you’ve always got the latest version of a

document. Because people have to check out and

check in the documents when they want to edit

them, you also know that any changes you make

will not be overwritten by someone else. If you

need to take a copy of a document to a client,

you can just download it to your laptop.”George Primrose

CondiesBefore CCH Document Management,

emails were being stored in people’s

personal inboxes. If someone was

out of the office, no one could

access their emails. As more and

more clients communicate by email,

this problem would have become

worse over time.”Darren Wingfield

Harlands

We did consider alternatives…

but CCH Document Management

had everything we needed and it

integrated with our other software,

so it was a natural choice for us.”Isobel Black

Hogg & Thorburn

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CCH Centraldelivering a competitive advantage

CCH Document Management is part of the CCH software suite.

At the heart of this integrated software suite is CCH Central which combines

information from multiple applications on customisable ‘home pages’.

CCH Central redefines the meaning of

‘integrated software’. Data from across

the practice can be extracted, reported on

and used for CRM, business development

and practice management.

The intuitive, browser-style interface

makes it easy for everyone – even

occasional users – to use the software.

Because CCH Central operates across

the entire software suite you only have

to learn a function once to be able to

use it anywhere.

Data management

CCH Central eliminates wasted effort and eradicates errors with a single, central database so you only have to enter and update information in one place. And because CCH Central works across your software suite, you get a complete picture of your clients and your practice without constantly swapping between applications.

Reporting

Using CCH Central Reporting, even non-technical users can construct complex reports, simply by dragging and dropping fields. Data can be drawn from multiple CCH applications and presented in a single report. Simplified cross-client and cross-application reporting enables rapid data mining, opening up new markets and opportunities.

CRM and business development

CCH CRM powered by Workbooks is integrated with CCH Central so you can grow your practice and engage with your clients using the information and skills you already have. The cloud-based CRM system improves the efficiency of the entire marketing and business development process, from running events and capturing web queries to managing your new business pipeline and measuring the return on your marketing spend.

Managing KPIs

CCH KPI Monitoring enables you to manage business-critical events, deadlines and tasks occurring across all your applications. When a trigger condition – such as overdue information, excessive WIP or a completed tax return – is met, the software sends out an alert email which can include a report on the exact status of the key performance indicator being monitored. You can also use it to automate the production and distribution of regular practice reports.

Workflow

CCH Workflow allows you to manage tasks across your entire software suite. Workflows can be triggered by an event – such as setting up a new client – or by the completion of another workflow, and can be extended to interact with third-party systems. CCH Workflow helps you monitor deadlines, avoid resource bottlenecks and focus on managing end-to-end client relationships rather than just individual jobs.

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Wolters Kluwer is one of the world’s largest providers of tax, accounting and audit

software, information and services.

As a global market-leader with annual revenues of over €3.5 billion, operations

in 40 countries and more than 18,000 employees worldwide*, our software,

information and services deliver smart tools, vital insights, timely training and the

guidance of subject-matter experts.

In the UK our products and services – supplied through the CCH and Twinfield

brands – support more than 20,000 professionals. We work hard to help you

improve efficiency and reduce compliance risks so you can use more of your time

to build stronger relationships with your clients.

The Wolters Kluwer difference

97% of the top 100 accountancy firms use a Wolters Kluwer product

54% of FTSE 350 companies use a Wolters Kluwer product

*Revenue in 2013 €3.565 billion. Other figures from the Wolters Kluwer annual report. Customer numbers based on internal research, November 2014.

www.cch.co.uk/software

cchsoftware@wolterskluwer.co.uk

Call: 0844 561 8181*

Email:

Visit: www.cch.co.uk/software

Find out more about CCH Document ManagementFor more information about the CCH software suite:

cchsoftware@wolterskluwer.co.uk

Wolters Kluwer (UK) Limited. Registered in England and Wales, No 450650, VAT No. 710 9357 45. Registered Office: 145 London Road, Kingston upon Thames, KT2 6SR, United Kingdom. *Calls cost 7p per minute plus your telephone company’s access charge

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