Document Management System FAQs

• Q: Does DMS use a proprietary file system to store my documents?
• Q: What kind of scanner does Lacerte recommend?
• Q: How are files transferred from Lacerte, or other programs, into DMS?
• Q: Is there a link from the Lacerte Tax program to DMS?
• Q: How will the scanned document get imported into DMS?
• Q: I already have a paperless process I created. Why should I buy DMS?
• Q: Can I search for key words in the file name and in the document itself?
• Q: What is the advantage of using DMS over printing to PDF?
• Q: Is there an option for backing up the DMS data?
• Q: Can two users access the same document at the same time?
• Q: How many years going back can I save tax returns?
• Q: Can I use email programs other than Outlook?
• Q: Can I use Explorer to browse for documents stored in DMS?

Does DMS use a proprietary file system to store my documents?

No, DMS does not use a proprietary file system. Like most software applications, DMS 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, DMS is not considered a proprietary system for the following reasons:

• Access to documents - DMS allows users with rights in DMS to easily remove files from DMS to the Windows file system (or vice versa) by either using the import/export function in DMS, or by dragging and dropping files from DMS to the file system (or vice versa). No restrictions are placed on files in DMS that prevent them from being opened with their associated programs or from being removed from DMS.
• Document Format - DMS 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 DMS, Adobe provides a free PDF reader downloadable at http://www.adobe.com/products/acrobat/readstep2.html
• Ongoing use of DMS - Even if you decide to stop purchasing DMS in the future, DMS will continue to function as designed; the only difference is that DMS 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 DMS using the DMS print driver will still be possible), but the DMS 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 DMS will allow you to scan multiple pages and documents at once.

Scanners that meet these requirements should work with DMS, but some work better with DMS than others. If you would like to make sure your scanner works with DMS, you can download the Free DMS trial version and test your scanner with DMS. Generally, Fujitsu and Cannon scanners tend to perform the best with DMS, but many other brands will work as well.

How are files transferred from Lacerte, or other programs, into DMS?

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

Is there a link from the Lacerte Tax program to DMS?

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

How will the scanned document get imported into DMS?

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

I already have a paperless process I created. Why should I buy DMS?

Tight integration with the Lacerte tax and Tax Planner products makes storing tax returns and plans nearly effortless.

What is the advantage of using DMS over printing to PDF and setting up folders on my computer?

There are several advantages:

• Automation: DMS allows you to associate files and documents with specific client folders. Also, with DMS, you can automatically import all clients from Lacerte tax programs into DMS 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 DMS, 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: DMS 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 DMS.
• Categories and Filters: DMS 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 DMS to only look for documents in certain categories, which makes finding the right document a lot faster.

Can I search for key words 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.

Is there an option for backing up the DMS data?

Yes. DMS includes backup capabilities. You can back up DMS 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-access only.

How many years going back can I save tax returns?

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

Can I use email programs other than Outlook?

DMS works with most email programs that are MAPI-complaint, 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-complaint and will not work with the email feature in DMS: AOL 4.0, 5.0, 6.0, Yahoo mail and some other Web-based email. However, you can always simply export a document from DMS and email it with any program you wish.

Can I use Explorer to browse for documents stored in DMS?

DMS stores documents in a database that can only be accessed via the DMS application. This provides higher security by allowing you to password protect your database or client folders. However, DMS 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.