Online Document Management Guide – Stay in Touch 24/7

Nowadays, there are lots of technologies aimed to make your workflow paperless and successfully keep its management afloat. They represent so many features and specific options that you can’t always imagine that this or that tool exists at all. Document management software allows people to create, process, edit, organize, distribute, sign and store files in various ways. Our site office16plus.com has prepared a brief overview of solutions that help to streamline workflow and stay productive during any part of the day.

Programs for Text and Data Processing

This kind of software includes the well-known and widely-used Microsoft Office package that provides a wide range of programs: Word, Excel, PowerPoint, OneNote, Outlook and more. They are designed to create documents, process, edit them and share. Choosing this package, users have the following opportunities:

  1. Produce text documents and format them according to the needs and requirements.
  2. Add graphical and media objects.
  3. Carry out accounting operations.
  4. Create spreadsheets with data.
  5. Automate calculations.
  6. Draw up presentations.
  7. Make instant notes.
  8. Share files among coworkers.

MS package products are often integrated with other systems, sites and web-solutions in order to organize your work in an even more convenient way.

Alternative programs to Microsoft Office that provide alike features are:

  • Google docs, tables and presentations
  • LibreOffice
  • SoftMaker FreeOffice
  • WPS Office

For Mac:

  • Apple iWork
  • Slugline
  • Scrivener
  • Blogo

These services are used to create files for various purposes. They may serve for personal as well as for corporate needs in different fields. The variety of functions and integrations gives users much room to work.

PDF Editing Solutions with E-Signature for Online Tax Forms

This type of tools is intended to edit portable document format files and authorize them with the help of electronic signature. Some of them have to be installed on the desktop computer or mobile device; some of them work right from the web browser.

Here is what people can do with such tools:

  1. Edit PDFs by adding text and objects like pictures, links, graphical elements and comments.
  2. Make documents interactive with the help of fillable fields. This makes collaboration among a group of people more convenient.
  3. Add watermarks and logo for corporate papers.
  4. Use the same file several times without creating it from scratch.
  5. Put a legally-binding signature right from the device.
  6. Distribute documents via email, fax or even post a link on the website.
  7. Set notifications for the recipients not to miss an important file.
  8. Provide encryption for sensitive data.
  9. Complete important blanks even from a mobile device.

Examples of such programs:

  • PDFfiller
  • PDFelement
  • Adobe Acrobat
  • PandaDoc

These solutions are fit for business purposes as they provide secure and paperless document exchange. They are utilized to sign real estate agreements, NDAs, complete medical forms, conclude contracts with partners and are especially useful for preparing tax forms. Like in a case with W-2 and 1099-MISC, where more than one person has to be involved. Instead of preparing online papers and forms manually, they can be easily completed, signed and shared online from any available device 24/7.

Cloud Storages

Keeping files in a cloud became an inevitable phenomenon in modern world. It is a perfect tool to save and exchange your data. Cloud storages almost don’t exist independently and it’s no wonder. Developers and creators engaged in document management solution are eager to provide high-quality security for their client’s information.

When using web-applications and websites for document processing, it is likely that files bound to your account will be encrypted and stored in the cloud provided by the service you are working with. Not to worry, this kind of information is prohibited for disclosure and reliable service providers keep it safe and easily-accessible only to you. It is made in such a way so that you can quickly find the document or template and use for your needs. For example, if you signed any contract or filed a tax form, you can search for it in your account in a matter of seconds.

Most popular examples:

  • OneDrive
  • iCloud
  • Dropbox
  • Google Drive

Document Management Systems

There are platforms that are designed to organize and manage workflow in general. For example, one of the best DMSs according to FinancesOnline rating – Noodle Intranet. This a kind of internal workspace where people can share files, use different apps and collaborate on projects. Such systems often have many integrations to give their clients an opportunity to work on many tasks and have everything at hand without leaving a single portal.

Other examples of DMS platforms:

  • eFile Cabinet
  • Zimbra
  • Templafy
  • Docuware

There is a wide range of solutions, every of which offers its unique and helpful features. You are free to choose whatever you want according to your needs and purposes. Whether you’re working on a construction project, sign an agreement with several parties or file your income tax return, you’ll be always able to find a digital tool that will make this procedure much easier and faster.

MS Word VS PDF: What is Better for Your Business and Tax Documentation

Conversion to electronic documents in an everyday workflow is an excellent opportunity not only to reduce the cost of office supplies but also to speed up the information exchange over the Internet. But what file type is the best to use?

In this article, we will give you a tangent guide to choosing between two formats: PDF or Word, for your business documents and tax forms, e.g., W-2 and 1099-MISC.

Challengers: Word and PDF

MS Word processor is one of the most popular in the world to deal with text. It was developed to work in MS Windows and allow you to create any documents, letters, thesis projects or forms. Microsoft regularly updates this program, changing the interface, adding new features and capabilities. But new versions differ from each other and there could be the conflicts to open files on different devices.

Word’s competitor is Portable Document Format or PDF, which is not just a well-known and convenient, but also the only one that has been standard since 2008. It was developed by a team of Adobe Systems. The developers set themselves the task of creating such a format for displaying content so that it opens and looks the same on any device.

Nowadays, PDF is widely used in publishing and printing, in the distribution of electronic versions of the media, in the publication of reports, tax report preparing, business management and simply to exchange information.

PDF for Electronic Documentation Management

Working with business documentation or IRS forms we pass through the main steps: document creation, transfer (assign to responsible persons, publication, etc.) and storage. The MS Word presents a clear advantage on the first step. But at the next stages, the PDF grabs all the advantages:

  1. Contracts, agreements or tax forms can be easily opened on any platform using free software for reading.  
  2. Documents look the same in any reading program and system.  
  3. This file format excludes the ability to accidentally make changes or delete some content.
  4. PDF usually does not contain viruses. The fact is that files created in MS Word can contain them.   
  5. It has ISO standardization for archival storage and records sharing.
  6. It takes up a compact space because it supports many compression algorithms.
  7. Security: user can configure security settings for his PDF, e.g., print restriction, edit prohibition, use electronic signatures to authenticate the record, etc.
  8. Some experts associate it with a paperless office.

Talking about standardization by ISO you can be totally secure to send your tax forms in portable document format directly to IRS.

In addition to PDF’s versatility, it gives many benefits for your business and tax documentation. Among them is the convenience of navigating through large documents thanks to a system of internal links; and correct display on mobile devices under Android, iOs, Symbian OS, Pocket PC; as well as compactness (small file size) and – what we are most interested in right now – the wide possibilities of data protection.

7 Useful Tips to Come Through the Tax Period with Document Processing Software

Taxes and any connected processes are important workflow parts of any legal entity. Tax management implies summarizing business results for a certain time period and establishing relationships with government agencies that control the conduct of any economic activity in the state, especially related to profit and taxes.

Citizens should submit a tax report with those earnings they received last year to federal agency IRS (Internal Revenue Service). Usually, this should be done before April 15th.

How Document Processing Software Helps You

Document processing software – are programs used to manage files as a separate unit and the whole document’s flow in general. These are programs for editing text, spreadsheets, PDF files, presentations, graphics, as well as software for organization and storage of records or a number of other manipulations.

Nowadays, you have the great opportunity to e-file your IRS tax forms, e.g., W-2 Form or Form 1099. That is where the content managing programs can help you.

The best 15 document managing systems of 2019 are for your reference. Pay attention to programs to work with PDF, so this format is perfect for your tax forms preparation.

Follow Our Hints to Prepare Your Tax Forms with Ease

  1. Input operations allow you to transfer source text from its external figure to an electronic formation, i.e. to a file stored on your computer or in the cloud.
  2. The input can be done not only by typing using the keyboard, touchscreen but also by scanning the paper original and then transferring the record from the graphics to another format: text or PDF(recognition).
  3. Editing operations allow you to change already existing electronic forms by filling out the required information to fillable fields of your tax return.
  4. Input and editing while working on a document is often done in parallel. At input and editing, the content of the tax return is formed.
  5. Formatting commands allow you to determine exactly what the text will look like on the monitor screen or on paper after printing.
  6. Converting features will transform Word, Excel and PowerPoint files to PDF and vice versa.
  7. Protecting your data from wiping – saving the changes of the content in real-time.

For your convenience, you can choose any variant from the wide range of solutions: the package of programs (Microsoft Office, OpenOffice, etc.) or separate applications; the ones to download and install to your device or a web-platform to use online; for Microsoft Windows, MacOs, Linux, etc.