Lacerte^® Document Management System

Does Document Management System use a proprietary file system to store my documents?

No, Document Management System does not use a proprietary file system. Like most software applications, Document Management System utilizes a database, which provides for protection and stability — two extremely critical requirements that our customers have told us are important to them.

In addition, Document Management System is not considered a proprietary system for the following reasons:

• Access to documents — Document Management System allows users with rights in Document Management System to easily remove files from Document Management System to the Windows file system (or vice versa) by either using the import/export function in Document Management System, or by dragging and dropping files from Document Management System to the file system (or vice versa). No restrictions are placed on files in Document Management System that prevent them from being opened with their associated programs or from being removed from Document Management System.
• Document Format — Document Management System uses the most common type of document format, Adobe's Portable Document Format (PDF). PDF is the published specification used by standards bodies around the world for more secure, reliable electronic document distribution and exchange. It is the standard format used by the IRS, SEC, U.S. Food and Drug Administration (FDA), and for electronic case filings in U.S. federal courts. PDF is also the only format the IRS accepts for electronic filing of business return attachments. For viewing PDF documents outside of Document Management System, Adobe provides a free PDF reader downloadable at http://get.adobe.com/reader.
• Ongoing use of Document Management System — Even if you decide to stop purchasing Document Management System in the future, Document Management System will continue to function as designed; the only difference is that Document Management System will not integrate directly with future years' tax programs. Printing directly or importing clients directly from future versions of these tax programs will not be possible (although printing to Document Management System using the Document Management System print driver will still be possible), but the Document Management System program will continue to function normally.

What kind of scanner does Lacerte recommend?

We recommend a quality, high-speed, TWAIN-compliant scanner.

Scanning speed is critical in transitioning to a paperless office, so you should purchase a scanner designed for business use. We also recommend a scanner with an automatic document feeder (ADF), as Document Management System will allow you to scan multiple pages and documents at once.

Scanners that meet these requirements should work with Document Management System, but some work better with Document Management System than others. Generally, Fujitsu and Canon scanners tend to perform the best with Document Management System, but many other brands will work as well.

How are files transferred from Lacerte, or other programs, into Document Management System?

You can import files from the Lacerte tax program or any other program when in Document Management System or export files to Document Management System from the Lacerte tax program. If a particular client already exists in Document Management System, it will update the client's information in Document Management System as you export the files. You can also create new clients in Document Management System when sending clients tax returns or tax plans to Document Management System. Files created in MS-Office are easily saved into Document Management System by choosing the "Save in DMS" icon that is added when you install Document Management System. In addition, any file can easily be added to Document Management System by using the drag and drop functionality in Windows.

Is there a link from the Lacerte Tax program to Document Management System?

Yes, there is a Document Management System icon located in the Lacerte tax program. If you are in a client file in the Lacerte tax program, click on the Document Management System icon; Document Management System will launch and take you directly to that client's folder in Document Management System.

How will the scanned document get imported into Document Management System?

Scanning functionality is part of the basic function of the Document Management System application. You can scan one or more documents, name the file and save it to a particular client folder within Document Management System.

I already have a paperless process I created. Why should I buy Document Management System?

Integration with the Lacerte tax products makes storing tax returns and plans nearly effortless.

Can I search for keywords in the file name and in the document itself?

Yes, you can search for documents by name, date, size and category. However, you cannot search the text of the document itself.

What is the advantage of using Document Management System over printing to PDF?

There are several advantages:

• Automation — Document Management System allows you to associate files and documents with specific client folders. Also, with Document Management System, you can automatically import all clients from Lacerte tax programs into Document Management System all at once. This eliminates having to set up each client's folder and subfolders. We provide you with the ability to configure a folder template that can be applied to each client that is added to Document Management System, making it easy to create a consistent folder structure that you control. If you need to add or remove a particular folder or subfolder at a later time, you have the option to add or remove folders and subfolders for one client or all clients.
• Security — Document Management System has several security features to help protect your documents. You can enable or restrict each user's rights to do things like delete or edit documents, delete clients, etc. You can also password-protect client folders or even specific PDF files in Document Management System.
• Categories and Filters — Document Management System lets you create custom categories for clients and documents (such as completed, in process, etc.). You can set up filters for clients that let you view only the clients you want. And when you search for documents, you can tell Document Management System to only look for documents in certain categories, which makes finding the right document a lot faster.

Is there an option for backing up the Document Management System data?

Yes. Document Management System includes backup capabilities. You can back up Document Management System data to any accessible drive on your local network drives.

Can two users access the same document at the same time?

Yes, the first user that accesses the document will have full edit capabilities while the second user will have read-only access.

How many years going back can I save tax returns?

2002-current Lacerte tax programs can print to the Document Management System PDF printer. For earlier versions of Lacerte tax programs, you can still print directly to Document Management System by using the Document Management System Print driver instead of choosing a physical printer. This would need to be done for every return you want to send to Document Management System.

Can I use email programs other than Outlook?

Document Management System works with most email programs that are MAPI-compliant, such as: Microsoft Outlook, Microsoft Outlook Express, Microsoft Exchange, Hotmail, Groupwise 5.0, AOL 7.0 and AOL 8.0. These email programs are not MAPI-compliant and will not work with the email feature in Document Management System: AOL 4.0, 5.0, 6.0, Yahoo! mail and some other Web-based email. However, you can always simply export a document from Document Management System and email it with any program you wish.

Can I use Explorer to browse for documents stored in Document Management System?

Document Management System stores documents in a database that can only be accessed via the Document Management System application. This provides higher security by allowing you to password protect your database or client folders. However, Document Management System allows you to export folders and documents from the database so that you can do things like take client files home or on the road or burn files to a CD.