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Accounting Electronic Records Management Process

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Accounting Electronic Records Management Process Glossary Remove this circle and insert company logo here. 1. Full Access Rights = title or name of those individuals ... – PowerPoint PPT presentation

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Date added: 2 January 2019
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Title: Accounting Electronic Records Management Process


1
Accounting Electronic Records Management Process
Glossary
Remove this circle and insert company logo here.
  • 1. Full Access Rights title or name of those
    individuals with full access to the document
  • 2. Name of File the name given to the
    electronic document represented in brackets
  • 3. Storage Location the location where the
    document is stored upon creation
  • 4. Backup Cycle the frequency at which
    electronic files are backed-up, onsite and/or
    offsite
  • 5. Retention Period the length of time the
    document is stored before archiving or destroying
  • Archive Location the frequency at which the
    document is removed from the network or
    hard-drive and stored offsite or remotely (cloud
    solution) OR the location of the document once it
  • has surpassed its retention period
  • 7. Purge Cycle the time period that must lapse
    from the moment of creation to permanently remove
    the document
  •  
  • Delete Uninstall. Delete all drafts of an
    Electronic record once an official, finished copy
    is produced. All other electronic records
    (including emails) that surpass the
  • retention date will be deleted only by the I.T.
    Department. Deleting software and web-based
    applications requires uninstalling the program
    from the computer or network and will also be
    handled by the I.T. Department.
  •  
  • Trash. Discard software packaging as well as
    other types of CDs and DVDs after receiving
    approval from the I.T. Department. Record the
    associated registration key

Instructions for Using this Document
1. Headers are included. 2. Type in each white
box with the appropriate information for your
company. 3. The goal is to create a
consistent naming, filing and purging system for
your companys important accounting financial
records. 4. ALWAYS defer to the IRS guidelines
for recordkeeping as well as the CPA, Accountant
or Tax Advisor that your firm works with. 5.
Printing this is formatted for 11 x 17 paper.
When getting ready to print, resize to
accommodate letter or legal-sized paper.
2
Accounting Electronic Records Management Process
2
3
4
5
6
7
1
start
PURGE CYCLE
FULL ACCESS RIGHTS
NAME OF DOCUMENT
STORAGE LOCATION
BACKUP CYCLE
RETENTION PERIOD
ARCHIVE LOCATION
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Scanned Receipts
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Online Orders
Type general name of document here.
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Online Bill Pay Confirmations
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Collection Letters
end
3
Accounting Electronic Records Management Process
2
3
4
5
6
7
1
start
PURGE CYCLE
FULL ACCESS RIGHTS
NAME OF DOCUMENT
STORAGE LOCATION
BACKUP CYCLE
RETENTION PERIOD
ARCHIVE LOCATION
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Financial Statements
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Bank Statements
Type general name of document here.
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Credit Card Statements
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Merchant Account Statements
end
4
Accounting Electronic Records Management Process
2
3
4
5
6
7
1
start
PURGE CYCLE
FULL ACCESS RIGHTS
NAME OF DOCUMENT
STORAGE LOCATION
BACKUP CYCLE
RETENTION PERIOD
ARCHIVE LOCATION
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Loans / Notes Payable Statements
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Budgets Forecasts
Type general name of document here.
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Financial Reports
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Email Correspon-dence
end
5
Accounting Electronic Records Management Process
2
3
4
5
6
7
1
start
PURGE CYCLE
FULL ACCESS RIGHTS
NAME OF DOCUMENT
STORAGE LOCATION
BACKUP CYCLE
RETENTION PERIOD
ARCHIVE LOCATION
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Software Web Applications w/Login Info
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type general name of document here.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Articles Blogposts
Type general name of document here.
Type person(s) name(s) here.
Type the frequency at which the record is backed
up.
Type place where archived records are stored here.
Type network, cloud or hard-drive location of
record here.
Type length of time to keep record before
archiving here.
Type length of time to keep archived record
before purging here.
Federal State Tax Returns
end
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