Leading CPA firms have found that having the right technology in the right place, at the right time, and implemented in the right way can increase efficiency, improve communications, and service clients more effectively.  This article discusses today’s and tomorrow’s technology tools found in the office, at the client site, and any place an accountant needs to work more efficiently. 

Within the office, dual monitors have become the standard, particularly within tax production and for other firm power users.  Matched dual flat panel monitors are quickly replacing the CRT screens as they take up significantly less desktop real estate.  Firms are now beginning to utilize these screens in “portrait” rather than “landscape” mode, which allows for a more complete view of the tax return, reducing the amount of scrolling during the review process.  Today, 19” flat panel screens can be purchased for as little as $300.  Expect to see dual screens popping up for auditors in the field, and individuals in the office going to three or more screens in the near future. 

For capturing of client supporting documents, the use of scanners has become the standard for digital offices today.  While many of the high-end duplicators incorporate scanning capabilities, the trend is to go with dedicated scanning workstations such as those by Fujitsu, Canon and Xerox with most firms opting for scanners at 55+ scans per minute (spm) and utilizing correction applications such as the Kofax Virtual Rescan.  For ad hoc scanning, the Fujitsu ScanSnap offers double sided scans at 15ppm for under $450 per unit.  Marketing departments have found that the business card scanners such as the CardScan provide an amazingly effective method for converting a handful of business cards to the firm’s customer relationship management application for under $200. 

Laptops have always been the standard for the audit team, but in recent years, the majority of firms have seen the benefits of outfitting their owners and managers with “any where” mobility. The standard workhorse today includes at least a 1.7Ghz Pentium M processor (for better battery life), 1Gb RAM, 60Gb Hard drive, built in WiFi, and runs Windows XP Professional (SP2). An example of such a unit would be the Dell D610 series which has the right combination of performance, ports and weight for approximately $1,700. 

For mobile executives such a firm leadership where portability is the key, ultra light units such as the Dell Latitude X1 units series weighing less than 3 pounds and are ideal for email, word processing, and spreadsheets for around $2,000.  To get to this portability, units are super slim, have a 12.1 inch screen, and substitute a USB connection for all printer and external ports.   

Tablet PCs are slowly making inroads into CPA firms, primarily in consulting areas.  These devices have all the functionality of a workhorse laptop, but also have a screen that integrates pen-computing capabilities allowing the user to make hand written annotations and invoke commands directly on the screen.  Examples of convertible PCs (include a keyboard) that have shown up in firms would be the Acer TravelMate C310 and the HP Compaq tc4200, while dedicated tablets have been the Motion Computing LE1600 and HP Compaq tc1100.  Expect to see more tablet PCs show up as accounting and auditing application vendors implement tablet capabilities that can take advantage of pen computing and applications such as Microsoft’s One Note.   

Communicating with the office has never been easier as there are a number of technologies allowing workstations to have a secure connection to the firm’s servers.  Virtually all laptops today are WiFi enabled and have a firewall (Windows XP Pro) allowing users to connect to WiFi hotspots found in airports, hotels, and public gathering places.  Some cities are creating WiFi “corridors,”  which target transfer speeds of 1Mbps or more within a designated downtown area, with many capable of over 50Mbps, which is more than adequate for connecting to applications back at the firm.   WiFi use can be very effective and secure when encryption and a firewall are mandated (which comes with Windows XP SP2).  A good WiFi connection can also be used with a free application called Skype that allows free WiFi phone conferencing to other WiFi enabled workstations that have the Skype application loaded.  For finding WiFi access and configuring a connection, WiFi locators such as the Hawking or Mobile Edge are small portable tools costing under $40 that make it easy to setup. 

For a broader area of coverage, laptops can be enabled with broadband wireless cards that provide data connectivity in the same service areas as the cellular providers.  Today, Sprint and Verizon have services for roughly $80 per month that can transmit data at speeds up to 600Kbps in major metropolitan areas.  While the standard speed is usually slower than this, it is still significantly faster than utilizing dial up (28Kbps) and ideal for mobile executives that want access to email and the Internet from a wide array of locations.  

For desktop users that still want to connect to firm resources without carrying a laptop, there are a number of “hybrid” PDA/cellular phones that offer this functionality.  Units such as the Blackberry 7100, Treo 650, and Samsung SCHI600 include complete PDA functionality which synchronizes email, calendars and contacts with the firm in a real-time format, while at the same time allowing for Internet browsing.  Please note the success of these devices is largely dependent on the quality of the digital connection so it is imperative to always select the provider first and then utilize their recommended tools that work with their service. Expect in the near future that these devices will not only incorporate multiple phone service and digital data capabilities, but also incorporate access through faster WiFi networks, when available. 

Most of these devices now come with Bluetooth wireless capabilities that allow the device to synchronize to the owners workstations without a cable and to connect to devices such as wireless headsets.  Bluetooth headsets such as the Jabra BT250 or Epox BT-HS01 allow for hands-free mobility when using the phone.  Bluetooth functionality is also being built into automobiles, which allows the hybrid phone to be integrated into the car, turning it into a mobile conference room.  These integrated phones utilize the car’s speakers for sound, turn down music for incoming calls, and include hands-free microphone capabilities.   

Voice command functionality is starting to be built into phones today and Nokia has even developed a cell phone with no physical dialing buttons (Nokia 7280).  Phone technology has taken another leap in portability as slimmer models are evolving such as Motorola’s RAZR models. 

Backing up data from laptops has never been easier and USB data storage devices have pretty much replaced the need for floppy disks or CD-RW drives.  While storage capacities can be as high as 2Gb, most firm are purchasing them with 512Mb of storage and including passwords to encrypt the information.  A 512Mb Lexar Jumpdrive Secure costs under $60 and some firms are having their logos printed on these drives and providing them to clients for data transfer.  USB storage is being built into everything including pocket knives (Swiss Memory USB-$90) and watches (Migo Smart Watch-$140) which can also store the user’s Windows profile and transfer it to any workstation. 

With all the functionality and information being integrated into these tools today, it is imperative that this data be protected as well.  For laptop users a security cable can deter casual theft by physically locking the laptop to an immovable object.  These devices should be used whenever the laptop is not in transit, which means both in the office and in remote locations and some firms buy two cables to facilitate this.  Cables from Kensington and Targus cost roughly $30 and can be purchased utilizing a common key configuration.   

For individuals viewing highly confidential data in public places such as airplanes or WiFi hotspots, 3M has developed security filters that can be used to block out the screen from all angles except for directly in front of the unit.    These devices are custom fitted within the screen and cost roughly $45. 

While most firms today rely on logon passwords and screensavers, to protect access to data on firm equipment, there is a slow trend afoot moving towards using biometric readers such as fingerprint scanners.  These scanners are being built into PDAs, laptops, and even keyboards and allow for authentication of the user with a swipe of a fingerprint. 

All these technology tools require power and can lead to individuals carrying multiple cables and connectors.  To minimize this clutter, i-Go has developed power cords such as the iGo Everywhere 130 that can charge multiple technology devices simultaneously and have swappable adaptor tips that can be connected to virtually any device today, minimizing the need for all these cables (approximate cost $150).  

Technology will continue to evolve and provide more capabilities, in more locations, to make accountants more effective.  To make sure that firms keep up with these changes it is imperative that they allocate resources to ensure that the firms technology leaders keep abreast of changes by reading industry periodicals and sending them to conferences such as the State CPA Society Technology conferences or AICPA TECH. 

This article is reprinted with the publisher's permission from the CPA Practice Management, Forum a journal published by CCH INCORPORATED. Copying or distribution without the publisher's permission is prohibited. To subscribe to the CPA Practice Management Forum or other CCH Journals please call 800-449-8114 or visit www.tax.cchgroup.com.