Save Your Resources: Streamline File Exchanges With CCH’s Portal

Get an inside look at ProSystem fx Portal and how it improves security and efficiency

For most CPAs, exchanging files with clients has always been a security risk and an administrative hassle. Email servers often kick back large files; even if the files get through, they are hardly secure.

“In many states, if you have a breach in security with one client, you have to notify your entire client base. You can imagine what that does to the credibility of the firm,” says ProSystem fx Document product manager Mark Ryburn. The alternative, burning files on CD and sending them via snail mail, racks up expenses as well as downtime. And what happens if the package gets lost or damaged?                  

A new tool from CCH, ProSystem fx Portal, solves both document exchange and security issues. Used either stand-alone or integrated with the ProSystem fx Document management solution, Portal boosts efficiency in five ways:

1. Airtight security. It uses 256-bit SSL encryption to transmit data through the Internet. “Think of it as a secure tunnel between you and your client with a double lock at both ends and a cave in the middle,” says John Springfield, ProSystem fx Portal product manager. The documents are housed in the cave until needed, with flexible security and permissions.

2. Convenience. Documents can be posted in minutes, and both you and your client will have secure access to them at any time from any location with an Internet connection. “Some people use portals to keep prior years’ tax returns, so when the client needs it, it’s available 24/7,” Springfield says.

3. Improved customer service and communication. No need to email or phone when a document is available; each time you post a file to the portal, the other party receives automatic notification.

4. Ease of use. In this self-service model, clients can upload and download quickly and safely, and then use a powerful and intuitive search tool to find documents without delay.

5. Flexibility. You can brand your firm’s portal with your logo. Flexible folder structure allows you to organize files the same way your clients store their own documents. 

And because it’s offered in an SaaS implementation (a software as a service model that allows users to access applications from any Internet-enabled computer — think Google), you don’t need your own hardware, firewalls and infrastructure.

“The beauty of this being out in the cloud [Internet] is it’s all managed for you,” Ryburn says.