At Marcus, Fairall, Bristol the sensitivity of financial data is a top consideration. We have put in place multi-factor measures to ensure the privacy of all of our client files. Safeguarding the privacy of client information is a top priority and these record-handling procedures determine the manner in which we handle, save, and use documentation.
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Create Standard Operating Procedures
A professional company must have a well-defined procedure system in place to handle day-to-day tasks. Clear data documentation and security procedures are required for professionalism. We will develop documentation solutions that will enable you to move forward more quickly. When you use standard operating procedures for record-keeping, you protect your client, employee, patient, and other records while also streamlining procedures.
Proper documentation procedures make training new team members much easier. Instead of an ad hoc system, more experienced team members have a point of reference, resulting in a streamlined training process that allows trainees to get up to speed faster.
Furthermore, having proper documentation makes it much easier to implement new or revised regulatory requirements in your industry.
Avoid Audits
Proper documentation and accounting aid in classifying and organising data, making retrieval much easier during an audit period.
It's a dangerous misconception to believe that audits aren't difficult unless there's illegal activity going on in the company. Inability to provide properly standardised basic accounting documents, on the other hand, can present a similar challenge to a business when being audited.
Legal ramifications, aside from creating a slew of work that burdens the team, can be devastating to morale and even threaten a company's future.
Importance of Source Documents
You can view a source document as the paper trail associated with a financial transaction. We help you establish clear and precise documentation procedures that will properly verify and record transactions.
An advantage of having source documents in proper order is the internal control that it provides to your finance team. Additionally, there is undeniable evidence that the transaction occurred, which is essential to meeting compliance and auditory requirements.
Examples of source documents are:
- Purchase orders
- Credit card statements
- Invoices
- Bank statements
- Payroll reports
- Asset sale or disposal evidence
- Sales tax returns
Document Retention
Beyond creating or obtaining proper documentation in accounting, document retention — how long to keep and store certain documents – is a fundamental requirement that you should be careful to follow. In most jurisdictions, there is a legal requirement to maintain several years of data in an accessible format.
While much of this data may never be retrieved again, a business that is unable to produce requested documentation that falls within the designated period is likely going to face issues with the IRS.
Therefore, there is a responsibility to establish proper controls to maintain and organize this kind of information. Three ways to do this easily:
- Make copies
- Attach proper timestamps
- Keep relevant material
Make copies – Have copies of all accounting documents and store them safely on flash drives, cloud-based software such as Google Drive or OneDrive. The integrity of physical documentation can be altered and destroyed by so many different agents. Electronic copies, however, present a much greater redundancy, especially when cloud backups copies come into the mix.
Timestamps – Attach timestamps to avoid tampering and ensure clarity. An in-house accountant, bookkeeper, or office manager can ensure that this is done appropriately and routinely.
Keep relevant material – Your team may simply not wish to retain a host of documents and folders. Provided everything is stored in a proper format, only the essentials need to be physically hosted.
Moving toward paperless
Know that many of the documentation processes no longer need to be manual. Numerous software systems exist to digitize information and automate procedures. Let us help you determine which documentation to retain.
Conclusion
Never underestimate the importance of even basic document handling procedures. They are often essential to the smooth operation of the team and the company. Additionally, taking this step to give documentation adequate focus helps to keep a business within the realm of legal compliance.
Need Documentation in Accounting?
If you need help regarding your documentation in accounting, contact us for IRS resolution service at (915) 775-1040 or send us a message at info@marcfair.com.
If you’re looking for a reputable CPA firm in El Paso, TX consider calling us at Marcus, Fairall, Bristol + Co., PLLC! We’ll answer any and all of your accounting-related questions. We offer our clients a variety of accounting services such as the following:
Marcus, Fairall, Bristol + Co., PLLC
Full-Service CPA Firm
230 Thunderbird Dr. Ste G
Phone: (915) 775-1040
Email: info@marcfair.com
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