• This is docSAFE

    docSAFE is the clever way to work. For anyone working with a client base – those in the professions, creatives – in fact, just about any kind of business – you’ll wonder how you managed without it before. It’s contemporary and innovative but surprisingly simple. docSAFE is a client portal – an online office with lots of functionality and clever stuff.

  • In the Cloud

    Working in the cloud is a concept. You are simply accessing a portal online and giving your clients secure access to do the same. In the portal you can store and work on documents, exchange information, collaborate, sign things off online – all in highly secure, backed up environment. It works across all your devices and even has its own mobile app.

Why https is better than http

What even is http, let alone https? Well, http – the prefix to your web address stands for “Hypertext Transfer Protocol” and with the additional s? “Hypertext Transfer Protocol Secure”. The s actually stands for Secure Socket Layer Secure and that extra s makes all the difference for 3 key reasons. Reason 1: Https helps with SEO – when it comes to a competing Google search, you’ll always outrank any other business with the additional security layer provided by the s in https. Google favours security conscious companies, it’s that simple. Reason 2: Https adds an additional layer of security so what’s not to love about that? Anyone who is keen to protect their clients’ sensitive data should consider https as essential. Reason 3: Improved AMP (sorry another acronym). AMP is Google’s way of loading mobile pages quickly – Accelerated Mobile Pages. It needs https to work. If these 3 reasons aren’t enough – SEO, security and mobile-responsiveness – talk to us and we’ll explain more.

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Why encrypted email is essential

Email just isn’t safe and, when your business depends on it, you need to consider other ways of communicating. Emails can end up in the wrong hands – by human error or more sinister means. We’ve all sent emails by mistake (‘Sorry, that wasn’t meant for you’) and we also know of companies who have had their systems hacked. Both of these scenarios are commonplace. They also smack of incompetence and unprofessionalism – both bad news for any professional firm. So what’s the alternative? We believe it’s all about building layers of security, making it harder to access or make mistakes. docSAFE allows you to send an encrypted message to a secure portal. The recipient is notified and then visits the portal to collect it. The email, its contents and any attachments STAY IN THE SECURE PORTAL. You can also see who reads it (or not). It’s really inexpensive, simple and it works – please ask us for more details or a free trial.  

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Why all kinds of organisations should be using docSAFE

We traditionally provide docSAFE to the professions who demand top security and client confidentiality (among other things). However we are seeing docSAFE rise in popularity with other sectors, almost by accident but with very good reason. You may have seen a mailer we sent out recently that illustrated how the NHS had suffered a huge breach of data of its junior doctors in the north-east. We researched this and found that the NHS staff use of WhatsApp is also widespread which is really worrying. Organisations that hold any personal data, especially publicly accountable organisations, should be using systems to communicate that are extremely secure. docSAFE has been designed to be secure on a number of key levels – secure login (using 2-factor authentication), secure portal in which to exchange messages and documents, online signing, to be GDPR compliant, offer automatic backups to secure EU based servers and much more. By using a portal instead of email, for example, the message sit in the cloud until the recipient accesses it. By return, the responses sit in the cloud until the sender accesses it. Both are notified and know the information is there – but it’s locked away safely, staying put, not flying through the ether. We are expecting more uptake of docSAFE by schools, colleges, universities, doctors and hospitals and similar organisations where security simply cannot be the weak link. Talk to us if you think we can help with your secure communications.

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Making Tax Digital – let us explain

Making Tax Digital (MTD) presents a significant change for British tax payers and is a massive undertaking for HMRC who has ambitious plans for its tax administration. Quite simply, if you are a business that is VAT registered, under the new MTD scheme, your annual return will become a thing of the past. The new system is intended to help everyone keep on top of their tax affairs more effectively by bringing together all of an individual’s or organisation’s tax affairs and monitoring all the information on a monthly basis. “HMRC’s ambition is to become one of the most digitally advanced tax administrations in the world, modernising the tax system to make it more effective, more efficient and easier for customers to comply.” (HMRC) It would seem that one of HMRC’s key motivators is the many billions of pounds it loses through incorrect returns. “In 2014 to 2015 over £3.5 billion of revenue was lost due to these mistakes in VAT returns alone” (source: gov.uk). The key points to note: Every business and individual will have their own digital tax account, enabling them to see payments in and out, as well as their ‘balance’ – just like online banking It comes into effect April 2019 Businesses under the VAT threshold (currently £85,000) can choose to opt in or out of the new system, as preferred It is expected that all businesses will have to use MTD by April 2020 Information that can HMRC can obtain from employers, banks and government departments won’t be required to be provided The new system should create ‘tax in real time’ showing what is owing as close to real time as possible Better communications are proposed, allowing secure messaging “ICAEW welcomed the announcements. The institute’s position on MTD has been supportive of the move to digital in principle, but that MTD should not be mandatory or impose unreasonable admin burdens, and its introduction should allow enough time to ensure the system works. Removing mandation for the smallest businesses is a welcome step forward and one less regulatory burden for SMEs to worry about.” (ICAEW) This is a useful overview, provided by ICAEW: https://www.icaew.com/technical/tax/making-tax-digital

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The top reason for cloud working – security

It really doesn’t matter how good your systems are if they are open to all. By having a portal that is as secure as it is possible to be, you are safeguarding your data, your clients’ data and your reputation. No one likes to work with a business that is flaky or relaxed about the security of their business, and this is especially true of the professions. We build in layers and layers of security which we believe is the safest approach. It would be a very confident organisation that claims they are impenetrable as hackers are increasingly sophisticated. However you should be working with a business that is ahead of the game, adding new elements of security and constantly active in developing its security. You might be forgiven for thinking that hackers aren’t interested in Joe Bloggs high street firm – but they are, for many reasons. They can add hidden links in the content of your website, diverting visitors away to another place. They can access data, information and your most sensitive files. This, as well as being highly alarming, also means your systems are non-compliant and the new GDPR data protection rules could mean your business faces huge fines if caught in breach. We could go on and on (and yes we have little bit) but we can’t stress enough how important security is. We can help if you think you could (or should) improve.

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Why sign online?

Yes we do go on about this quite a lot but with good reason! If you can offer an online signing facility, you speed things up no end, avoid unnecessary meeting time (save that valuable time for things that matter), no waiting on the post and you look incredibly cutting edge (and ahead of the game) at the same time. For us, online signing is safe, secure and complete no-brainer.

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Are you still emailing sensitive information?

For any professional managing information on behalf of clients, email is dead. It is not secure and highly susceptible to human error. How many times have you sent information to or received information from the wrong source? I am regularly wrongly emailed client documents by a highly intelligent, trusted professional simply because I have a very similar name to his client. It is completely understandable but it could have any number of repercussions. A client portal is a cloud-based safe. The documents go in (added by you or your client), the recipient is notified and they are then retrieved. It is also subject to several layers of top-level security. For the sake of your practice, your reputation and your clients’ trust, switch from email to a secure client portal before it is too late. We can help, advise and support a quick transition to a much safer and more professional way to communicate.

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Why collaborate in docSAFE?

We’ve all been there – passing round a document for feedback via several people. We lose track of the most up to date version and then someone comments late on an early iteration. It makes for confusing and long-winded communications at the very least. At worst, it can lead to much bigger problems if the wrong versions are acted on or published externally. With docSAFE, everyone accesses the same document. It is held in the central hub where one version exists. All participants visit the file in question and feedback in the same place. No more missed comments or version muddles. If only all of life could be made simpler so easily!

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Back to cloud working basics – 24/7 access

So why should you consider cloud working? We’ve written extensively on this but we’re going to keep it simple and give you five good reasons over the next few blogs on why you should be working in the cloud. The first reason is the foundation of all cloud working functionality. You can get to your files anytime, anywhere – that’s 24/7 from anywhere with internet access. No more ‘I’ve left it in the office’ or ‘I can’t get that to you until tomorrow, sorry’. You can access all the files you need to, all the time. What’s more, you can even give secure access to your clients so they can get to their own files – how much time and admin would that save? That’s it, told you we’d keep it simple.

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Listen to our quick online webinars

We have been busy this month with online webinars that have been well-attended. Due to their popularity (and we attribute this to their brevity!), we have recorded them for any late-comers who wish to know more about developments in online portal functionality. Both webinars are less than 5 minutes and tell you more (with a live demo) about: How you electronically sign a document (and why you would want to offer this) 2-factor authentication (and why you should care) Both offer huge efficiencies to your organisation – find out more by listening. We also welcome any questions you may have by emailing mike@doc-safe.co.uk or calling on 0121 794 0685.

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