How can accountants improve their work?

PART 2: TagMyDoc and professionals in accounting firms 

In the first part of TagMyDoc and professional accountants in business, you saw the application’s usefulness and its added value to accounting services in business. Several documents are created with the Microsoft Office Suite; some of them also serve as templates and are reused. In this second part, you will understand why TagMyDoc is also profitable for professionals in accounting firms, reducing the risk of errors, as well as the costs resulting from the mismanagement of documents.

An accountant must optimize his time to interpret data and make recommendations to clients. Therefore, organization and accessibility to documents are essential.

 Let’s look at the following example: 
  • A team in an accounting firm works on financial statements for a client in Excel. This team is formed by 5 TagMyDoc users. 
  •  One of the users sends the first version of the financial statements to the other members of the team. Fortunately, this document is saved with the TagMyDoc application. He also assigned the team members as co-authors of the document, authorizing them to modify it.
  • A second user decides to go forward with the project without telling his colleagues and makes some changes to the document.
  • The next day, a third member of the team starts working on the financial statements again. Of course, he sees an alert indicating that he doesn’t have the most up-to-date document. In only one click, he retrieves the latest version, without having to look for it or knowing who made the latest changes.The administrative assistant revises the document and corrects some mistakes.
  • During a meeting at the client's office, the last user opens his copy of the document, immediately sees the TagMyDoc alert and then quickly retrieves the last version of the financial statements including all changes.
  • No matter where users have saved their latest changes or retrieved their copy, whether it’s on the corporate network, in their personal files or their emails, TagMyDoc warns them if there is a conflict and works for them to avoid any costly error. 
With TagMyDoc, accurate information is spread instantly.
For example, one of our customers in this sector has drastically reduced the time allocated to useless administrative tasks such as trying to find the right version of a document or managing the transfer of multiple email attachments. Moreover, in the last month only, the employees of this firm were about to work with wrong information 91 times. We are talking about 91 TagMyDoc alerts that allow them not only to avoid errors, but also to save their precious time.

Finally, it is essential that professional accountants send accurate financial data to their clients. With TagMyDoc, you will be warned when you’re about to work with outdated content. Therefore, you are sure to start every task with the most up-to-date information and data, no matter where your documents are saved.

New logo and brand identity for TagMyDoc


It is with great pride and enthusiasm that I present today our new logo. We’ve decided to refresh our image and choose a new logo that is more refined and better adapted to the modern era, inspiring the strength, innovation and dynamism of the brand.

We want to communicate how TagMyDoc differentiates itself from the competition; its goal is to help you to bring out the best in your projects. We are unique. We are the only warning system that manages, in a completely transparent way, all document management and project management issues.

This new logo evolved to become more coherent with the positioning of the company. The design put more emphasis on the warning system and the check mark shows that with TagMyDoc, you always have the right document to execute your projects without any waste of time!

Mr. Gabriel Deschênes
Chef Executive Officer

PART 1: TagMyDoc and professional accountants in business

Accounting and digital age
For several years now, accounting departments use many software to improve efficiency. The different technologies allow them to reduce their margin of error, to be more productive and especially, to focus on more important tasks.
Contracts, budgets, financial statements, analytical files and other documents of the same type are created and revised many times. Also, some documents serve as a 
                                                     "template" and are reused.

The creation of multiple documents and versions must be managed by a software to avoid problems.
Microsoft Office is used by the vast majority of businesses. Here is an example for professional accountants in business to illustrate the benefits and the added value of TagMyDoc:
An organization prepares annual budgets and forecasts, the preparation is generally made by the VP Finance team.
  • The controller sends to the rest of the team the first version of the budget. The document is saved with the TagMyDoc application.
  • The VP Finance decides to make some changes after meeting with the management team.
  • The controller decides to continue his work and when he opens the same document, the TagMyDoc application warns him that the #1 version of the budget is now out of date. With only one click, he can automatically get the latest version made by the VP Finance.
  • The VP Finance decides to present the budget to senior management and different departments. Once he opens the document, he instantly sees that his version is outdated and retrieves the most up-to-date information before his presentation.

Isn’t it expensive for an organization to present an incorrect budget line to a department?
No matter where employees have saved their changes or retrieved their copy, whether on the corporate network, in their personal folders or their emails, TagMyDoc warns them if there is a conflict and works for them to prevent costly errors.

With TagMyDoc, all employees of each department possess the most up-to-date information without wasting time and without changing the way they currently work!

TagMyDoc and Dropbox: different but complementary?

Nowadays, electronic document management is becoming more present within companies in order to facilitate communication between the various internal and external stakeholders and improve employees’ productivity. However, it is important to differentiate document management software in order to identify which one could lead us to optimal results.

The Dropbox application, for example, is a storage service and a very useful data sharing tool which is currently the most popular one. This application allows the saving of files of all types. It prevents from always looking through email attachments to find documents or forgetting to carry your USB key. However there’s a drawback that can alter its performance. Dropbox forces you to work a certain way: a badge is required to trace your document so you absolutely have to save and open your document directly from Dropbox. Therefore, if you simply save your documents in your personal folders, it would be difficult for you to find them.

Of course, several hours can be spent organizing files in Dropbox. Furthermore, if a lot of people are working on the same document, multiple copies will be created which means that finding the right document becomes a challenge. Users can also save their documents in the wrong folder. How many hours will be wasted by doing this classification and trying to find the latest version of your document?

Dropbox doesn’t eliminate the proliferation of files.

The essential aspect of document management is to follow the different versions of a document and to be easy-to-use.

In this type of situation, TagMyDoc is a strong ally to help resolving the problem of documents duplication. You can still continue to use Dropbox while using the TagMyDoc application: it won’t change the way you actually work, it will actually improve it. Plus, TagMyDoc transparently integrates your actual tools so you won’t waste your time learning a new system! TagMyDoc is indeed a complementary tool. Furthermore, this application is unique, by alerting you when you are about to work on out-of-date content. As soon as you open your document, you will instantly know if it’s the most up-to-date document, wherever it’s saved. Even if you have kept the version of your document on Dropbox, if it’s saved with TagMyDoc, you will access the right information!

Lastly, enhancing document management in your organization allows you to be more efficient and put energy on real specific priorities while reducing the heavy workload and redundancy of administrative tasks. These unproductive tasks can only lead to a waste of time and to risks of errors! It’s simple: without TagMyDoc, you can’t say that your document management system is optimized!

PART III: Goodbye, document disconnect

Now that you know what the document disconnect is and how TagMyDoc helps to avoid this problem, here are some recommendations and best practices taken from the IDC study that will help you implement a strategy in order to be more effective in your document management.

Recommendation # 1
First, you must identify the processes that are prone to problems. To do this, you can interview business leaders and their teams to identify gaps in the document management process.

For example, you can ask your employees or colleagues some simple questions: How many times in the past month have you been working on the wrong version of a document? Or how much time per day do you spend searching for the right version of one of your documents?

Now that you have identified where your document processes generate miscommunications between your systems, you’ll need to determine the most sensitive areas of these processes. In other words, you will have to find out where a mistake costs you a lot and where the ROI of implementing a solution is the most profitable.

Recommendation # 2
Let technology help you but choose carefully. According to the IDC study, a good solution should have the following characteristics:
  • Integrates with existing processes and systems
  • Is intuitive and easy for customers and employees to use
  • Is simple and rapid to deploy and manage
  • Adheres to industry safety standards
  • Is developed by a trusted provider
Does it make you think of something? ;)

The time for action
Nowadays, it is important to capitalize on business processes to gain a competitive advantage over industry rivals. Organizations must address their shortcomings both in the front office (what the customer sees) and the back office (internal processes). Still according to the IDC study, settling the question of document disconnects brings considerable results: