Document Migration Information Kit: ProSystem fx Document ...€¦ · TL 29095 Document Migration Information Kit: ProSystem fx Document ... GoFileRoom administrator.) Document

Migration Information Kit: ProSystem fx Document to GoFileRoom TL 29095 Copyright 2002 – 2016 by Thomson Reuters. All rights reserved. Page 1

DOCUMENT MIGRATION INFORMATION KIT ProSystem fx Document to GoFileRoom Contents

About this document ..................................................................................................................................... 1 How to use the Document Migration Service ................................................................................................ 1 What to expect from the document migration ............................................................................................... 2 Confidentiality ................................................................................................................................................ 2 ProSystem fx Document Migration Service steps ......................................................................................... 2

Step 1: Scheduling your migration appointment ..................................................................................... 2 Step 2: Prepare cross-reference information ......................................................................................... 2 Step 3: Preparing and sending your client data for migration ................................................................ 3 Step 4: Determining how to index documents in GoFileRoom ............................................................... 4 Step 5: Index mapping approval and migration ...................................................................................... 6

Appendix ....................................................................................................................................................... 6 Client cross-reference list example ........................................................................................................ 6 Class/SubClass and File Section/Document Types mapping example ................................................. 6

About this document The ProSystem fx Document Migration Service uploads documents that have been extracted from ProSystem fx Document® to GoFileRoom. This document explains the migration process in detail and provides specific information about the migration of documents stored in ProSystem fx Document to be stored in GoFileRoom.

How to use the Document Migration Service 1. Schedule an appointment with Professional Services.

2. Prepare and send your ProSystem fx Document data for migration.

3. Work with a Professional Service representative to discuss filing instructions for documents that will be uploaded to GoFileRoom.

Your documents will be ready for use within GoFileRoom when the migration process is complete.

TL 29095 Document Migration Information Kit: ProSystem fx Document to GoFileRoom Page 2 Copyright 2002 – 2016 by Thomson Reuters. All rights reserved.

What to expect from the document migration The objective of the ProSystem fx Document migration is to provide a single source for document storage and retrieval.

The document migration process is customized based on how your firm has stored documents in ProSystem fx Document and how your firm customized GoFileRoom. Your firm should expect to commit some time to the migration process. The amount of time needed typically depends on the number of documents being migrated and the consistency in naming conventions used to store documents in ProSystem fx Document.

Due to differences between document management applications, your firm’s documents may be added to GoFileRoom using generic file location information. However, you can change the file location of your firm’s documents later, if necessary.

Confidentiality We acknowledge that your firm will be sending confidential client information. The Professional Services team will use the information solely to migrate documents in a secure environment so that the documents will be available to your firm. We treat all client information as confidential. We retain your source data for 45 days after providing your firm with a document reconciliation report to help you identify and manage any unprocessed data. For additional information, you can view our Privacy Policy from the bottom of any page on our website, CS.ThomsonReuters.com.

ProSystem fx Document Migration Service steps

Step 1: Scheduling your migration appointment Upon receiving your signed agreement, Professional Services will contact you within three business days to confirm scope and schedule appointment date to begin the migration. The typical turnaround time for the entire migration is four weeks from the appointment date.

Step 2: Prepare cross-reference information To help minimize turnaround time and to allow your firm more resource flexibility, a Professional Services representative from Thomson Reuters can help you obtain preliminary information that is stored in ProSystem fx, such as client numbers, client names, and class and sub-class information that will be used to determine GoFileRoom index values. Your firm will be required to upload a backup copy of your ProSystem

fx database and to provide it to your Professional Services Representative. Your Professional Services Representative will then provide your firm with a worksheet to complete that will indicate the required input values needed to complete your document migration.

Note: This is not an option if your firm is operating ProSystem fx Document within a SAAS environment.


Step 3: Preparing and sending your client data for migration A professional services representative will discuss with you preliminary information that your firm can compile to minimize turnaround time for the document migration. Examples of this preliminary information can be found in the Client cross-reference list example section on page 6.

For the fastest and most efficient migration, we recommend that you send all of your client data at one time and that you designate a person at your office through which Professional Services will facilitate the migration.

Important! Failure to properly prepare and send client data will cause a delay in the migration process. For assistance copying or sending your data, contact Support at 800-968-0600.

Complete the following steps to create a copy of your ProSystem fx Document data for the Professional Services team.

Note: If your documents are stored within a SAAS environment, your firm will need to allow sufficient lead time to have the documents extracted from ProSystem fx. We recommend that you reconcile the number of documents extracted to the number of documents stored in ProSystem fx before sending the data to Thomson Reuters. Once documents are extracted, we recommend that you make this information read-only, to prevent changes or additions.

1. Verify that you have an external hard drive with sufficient storage space for your ProSystem fx Document data.

2. Verify that all documents are checked in to ProSystem fx Document.

3. Identify the storage location that contains your documents.

Note: The standard storage location for documents in ProSystem fx Document is \\Pfxdocument\.

4. Navigate to the storage location you identified in step 3, copy the entire folder, and paste it to an external hard drive.

5. Encrypt the data on the hard drive using a data-encryption program such as BitLocker, a free application that is available at http://windows.microsoft.com/en-us/windows7/products/features/bitlocker.

6. Ship the encrypted hard drive to the Professional Services team at the following address.

Thomson Reuters C/O Professional Services 6300 Interfirst Drive Ann Arbor, Ml 48108

7. Send the password for the encrypted drive to a Professional Services representative via email.

http://windows.microsoft.com/en-us/windows7/products/features/bitlocker

http://windows.microsoft.com/en-us/windows7/products/features/bitlocker


Step 4: Determining how to index documents in GoFileRoom Index values must be assigned to each document that is stored in GoFileRoom. These index values identify the who, what, and when of a document so that it can be quickly and easily located. You can customize index values to meet your firm’s needs, but we recommend that you use the following industry best practices for indexing client documents to guide you in designing your indexing structure.

Client Name: A unique, identifiable name. (This value can be transferred from your practice management application.)

Client Number: A unique value (alphabetic, numeric, or alphanumeric) that is associated with a client name. (This value can be transferred from your practice management application.)

File Section: Used to identify the type of work with which the document is associated. This value may also be used to identify correspondence or other permanent information. Examples include: Individual Tax 1040, Business Tax 1120, Audit, and so on. (These values are controlled by your firm’s GoFileRoom administrator.)

Document Type: Used to identify the type of information that is contained in the document. The document types that are available vary depending on the file section. Examples include: Tax Return, Workpapers, Financial Statement, and so on. (These values are controlled by your firm’s GoFileRoom administrator.)

Description: Provides additional details about a document.

Year: Used to identify the year of services to which the document applies. (These values are controlled by your firm’s GoFileRoom administrator.)

Period End: Used to identify the period of services to which the document applies. (These values are controlled by your firm’s GoFileRoom administrator.)

Document Date: Used to identify a specific date with which the document should be associated.


Documents that we extract from ProSystem fx Document are assigned GoFileRoom index values as follows.

ProSystem fx Document classifications

GoFileRoom index value

Additional information

Client number Client number If the client number in ProSystem fx Document does not match the Client Number in GoFileRoom, you must set up a cross reference. See the examples at the end of this document for details.

Client name Client name Associated by the Client number.

Class File section May be indexed under a generic file section labeled “Migrated documents.” If your firm requires more specific mapping, provide a cross reference of Class and Subclass. See the examples at the end of this document for details.

Subclass Document type May be indexed under a generic file section labeled “Migrated documents.” If your firm requires more specific mapping, provide a cross reference of Class and Subclass. See the examples at the end of this document for details.

Document name Description The file name as listed within ProSystem fx Document.

Year Year Can be determined by a year contained within the folder name or by the date on which the document was created. The date may be left blank or, if year is a required, the Year value will be set based on the document creation date.

N/A Period end Can be determined through a cross-reference list or can be left blank unless Period End is a required field. If a period end cannot be determined through the folder name or cross-reference, a period end of 12/31 will be used.

Creation date Document date The date on which the document was created.


Step 5: Index mapping approval and migration After indexes have been assigned but before migrating documents, we will provide your firm with a review spreadsheet that shows the proposed index mapping for all documents that will be migrated. At this point, your firm can make any necessary changes.

After your firm has given final approval of the index mapping, we can begin the document upload process. Depending on the number and size of the documents, migration can take between one and several days. Professional Services can typically determine how long the migration will take before starting the process.

Note: The maximum number of documents that can be processed per night is 40,000. However, the presence of multiple large documents (over 1GB) may reduce this number.

When the migration process is complete, Professional Services will provide your firm with a spreadsheet that contains document filenames, indexing information, the GoFileRoom Document IDs (which are assigned to all documents uploaded to GoFileRoom), and any files that were not uploaded to GoFileRoom.

Appendix

Client cross-reference list example You can refer to the following cross-reference list example when determining how to index your documents in GoFileRoom.

Note: If client numbers contain leading zeros, verify that the field is formatted as text.

Class/SubClass and File Section/Document Types mapping example You can refer to the following example for mapping the ProSystem fx Class and SubClass classifications when determining how to index your documents in GoFileRoom.