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eFileCabinet Wins Again

Thank You for Voting Us #1!

For more than 25 years, the CPA Practice Advisor publication has spotlighted the evolution of technology within professional accounting firms. This year was the 11th annual edition of the Readers’ Choice Awards, where Accounting Professionals across the country vote on the programs they most respect and trust to help them run their practices and provide services to clients. Over 5,000 readers participated in this year’s survey. The results?

• Winner of Best Client Portal: SecureDrawer
• 1st Place Independent Vendor of Document Management & Document Storage: eFileCabinet
• 1st Place Independent Vendor for Workflow Tools: eFileCabinet


eFileCabinet Announces New Vice President of Business Development

Welcome Alan!

LEHI, UTAH – April 1, 2015
eFileCabinet, Inc. is pleased to announce that Alan Rainsdon has joined the eFileCabinet team as the Vice President of Business Development. Alan is a strong addition to the executive team and brings with him more than 20 years of experience in sales, marketing, and business development.

Alan earned his MBA from Auburn University in Marketing and Management of Technology. His early experience in product deployment testing and sales helped shape his ability to engage and develop deep relationships with customers and partners around the globe. He has served in leadership positions at IBM, Novell, and Tarmin, including as Vice President of Global Business Development, Director of Global Marketing Services, Manager of Channel Marketing, and Global Sales Lead for ISV Solutions. He has a wealth of experience in developing business across a wide variety of industries, including Accounting, Aerospace and Defense, Financial Services, Government, Healthcare, Manufacturing, Retail, and Telecommunications.

Alan was drawn to eFileCabinet as a small to medium business owner advocate. “There are about 16 million small to medium businesses that have paper intense environments and could use a solution. This market is underserved as it relates to being able to get work done no matter where they’re working. eFileCabinet gives business owners this ability, and it’s exciting to me that this solution helps the small to medium business owner be able to manage documents effectively, without barriers, and with complete security. This market needs eFileCabinet.”

Alan and his family live in Alpine. In his spare time he enjoys horse training, fishing, and scouting. In the past two years he has taken approximately 1,100 cub scouts horseback riding.

“We are excited to have Alan join our team,” said Matt Peterson, President and CEO of eFileCabinet. “Alan brings with him an impressive background and proven skill set that will help fuel our incredible growth.”

About eFileCabinet, Inc.
eFileCabinet, Inc. offers a suite of document management software and file-sharing products/services to help businesses and organizations work quicker, smarter, and more collaboratively. eFileCabinet provides cutting-edge paperless software products and services that enable companies to capture, store, manage, share, and protect valuable data while helping them meet regulatory compliance requirements from governing bodies such as HIPAA, GLB and SEC/FINRA. eFileCabinet’s document management software, file storage, and sharing services can be hosted on a company’s local network or as software-as-a-service (SaaS) via the cloud. With more than 12 years in the document management software industry, eFileCabinet is the trusted choice for over 135,000 users worldwide to store, protect, and share their valuable and confidential data. Learn more at, or Call 877-574-5505.


eFileCabinet Has Moved!

      eFileCabinet Has Moved!

Due to remarkable growth and industry expansion, eFileCabinet has moved to new offices in the Thanksgiving Park. Our new space is a modern, high-tech structure, and we have more than doubled our square footage with room to grow as we continue to provide excellent service for our customers.

Our new office is a space that matches eFileCabinet’s personality and company culture. The office is divided into collaborative work areas and gathering places named after the New York subway system. Employees gather in ‘Central Park’ for breaks, company meetings, and to let off steam with a game of pool. Multiple conference rooms are available and identified by station such as ‘Wall Street’ and ‘Penn Station,’ and the soda freely flows from the fountains in the Carnegie Deli break room.

Matt Peterson, CEO of eFileCabinet, explains, “New York City is the business capital of the world. Its subway system connects people quickly and efficiently, day and night. That’s what eFileCabinet does—we connect people and keep their business running smoothly and effectively.”

Although the space is very professional, it was deliberately designed with a strong element of fun. Breaking away from the traditional ‘norm’ of offices, it is bright and open with plenty of natural light. Everything is cool, fresh, and functional. Bright colors add a bit of whimsy to a space that is conducive to both creativity and productivity.

When determining the office aesthetic, Jeff Coulter, CFO, says, “We wanted to provide a fun and inspiring space for our company…a really positive environment for our employees, and with much more space.”

Our doors will be open to customers, the business community, and friends for a New York-themed Open House where we will “Start Spreading the News.” Please celebrate with us on Tuesday, May 26th, from 5-7 for giveaways, live music, entertainment, and food!

Start Spreading the News

eFileCabinet Open House
Tuesday, May 26th
5:00 – 7:00 p.m.
eFileCabinet, Inc.
3300 North Ashton Boulevard
Suite 400
Lehi, UT 84043

From all of us at eFileCabinet – thank you for your business and your support.


8 Things Entrepreneurs Need to Know

8 Things Entrepreneurs Need to Know

By Rieva Lesonsky – Submitted on 03/23/2015

1) We Feel Good!

The newest Spark Business Barometer from Capital One shows small business owners feel good about financial conditions and their local and national economies. As a result they plan to increase investments in business processes, technology, employee compensation and other areas.

This isn’t a wishy-washy report in any sense. Half the business owners say their current business conditions are either “excellent” or “good”, 63 percent are optimistic about their local economies and 40 percent have already experienced increased sales in the last six months.

The Spark Business Barometer also reports:

As the economy improves, what do business owner plan to do with their money?

  • 57 percent of business owners will increase investment in improving business processes and technology
  • 55 percent will set aside funds for unexpected emergencies
  • 55 percent will save for retirement
  • 46 percent plan to give their staff raises
  • 35 percent plan to put cash aside for capital investments

Women and Millennial-owned businesses continue to drive optimism.

  • 73 percent of Millennial and 56 percent of women-led businesses say current business conditions are good, compared to 46 percent of males
  • 42 percent of women say “much better” or “somewhat better” than last year, compared to 31 percent of males.
  • 57 percent of Millennials say their businesses are doing better than last year—more than any other generation

How do they measure success? The most popular measures are:

  • Customer satisfaction (94 percent)
  • Revenues (77 percent)
  • Profits (76 percent)

Work/Life Balance

While 69 percent of women define success by “achieving work/life balance”, only 58 percent of men think that way. To achieve the “mythical” balance:

  • 43 percent of business owners take vacations
  • 33 percent set specific times for arriving and departing the office
  • 27 percent limit the amount of work they bring home

Ecommerce: What are you waiting for?

We all know ecommerce is on the raise, but the Barometer indicates small businesses have yet to embrace this sales channel. A mere 25 percent of small business owners report having websites with e-commerce functionality. And of those with ecommerce functionality, 58 percent earn less than 10 percent of their sales from online purchases.

2) On the Road Again

Writing off domestic business travel expenses is not that complicated, but it can get a little tricky when you combine business and personal activities during your business trip. The folks at Deductr, an app that tracks expenses, mileage and time, say, “as a general rule, you can deduct travel expenses incurred when you are away from home while pursuing your business objectives. ‘Travel status’ occurs when your travel circumstances require you to sleep or rest while away from home (generally considered an overnight stay where additional costs for that stay are incurred).”

Here are 7 domestic business travel expense tips from Deductr:

  1. Calculating travel-related expenses begins by classifying each day away from home as a “workday” or a “personal day.” A workday is one in which you work more than four hours (including travel time or a combination of work and travel).
  2. If you have at least one workday, you can deduct your food, lodging and incidental costs associated with that workday. (This is for you only. You must exclude the extra costs incurred for family members).
  3. If you have more workdays than personal days, you can deduct all your costs of transportation to and from the business activity. That includes travel by car, plane, train or boat (except luxury boats).
  4. All food and entertainment costs are subject to the 50 percent deductible rule.
  5. Always exclude costs associated with non-employee spouse and/or other family members. You can only deduct the amounts that you would have incurred if you were traveling alone. (If a hotel room is the same for single or double occupancy, you can deduct the entire cost even if your spouse was with you.)
  6. If you had planned to work more than four hours on a given day but circumstances beyond your control kept you from your business activity, you can still count it as a business day. (Documentation of such circumstances is key to being able to support the deduction).
  7. Weekend days can count as business days if you must conduct your business the day before and the day after the weekend (including holidays) and it is impractical to incur the costs of returning home and then returning back again to conduct business. (The reasons for the split work days with a weekend in between must be reasonable, documented and within the normal and ordinary course of business.)

We all know how easy it is to neglect tracking and recording business travel and expenses we get back home, but this can lead to lost or forgotten receipts and inaccurate mileage estimates. It’s smarter to track those expenses and miles automatically and on-the-go. The Deductr app helps you document your expenses, so you can make the proper tax deductions. Deductr also allows you to track time spent on your business so you can more easily document your travel workdays.

Consult your tax advisor to make sure your particular circumstances apply. Deductr says there are special rules for foreign travel and luxury boat travel that were not covered in this article.

3) Are You Too Scared to Start?

Sure, starting a small business can be intimidating. But I was surprised to see that, according to a survey just released by The UPS Store, starting a small business comes in second, just behind concerns about retirement savings, for the “scariest life-changing event.” This ranks business startup as scarier than getting a divorce, becoming a first-time parent or moving to a new city.

But, having a mentor can make startup a lot less stressful.

  • 82 percent of small business owners who worked with a mentor during startup say the experience helped get them through the process.
  • About one-third of those who didn’t have a mentor wish they had.
  • 73 percent of aspiring business owners say seeking firsthand advice from others in their situation would be helpful.

4) 6 Tips for Spring Cleaning Digital Files

It’s spring—officially—ignore the weather outside and think about what spring brings—it’s as if nature pushes the restart button, and everything springs back to life. This is a great time for you to do the same—push the restart button at your business. Start by cleaning up your offices and files. Matt Peterson, the president and CEO of eFileCabinet shares 6 tips for cleaning up your digital files.

  1. Markers Keepers: Like any of our possessions, our computer files can be lost in the shuffle of moving files around our desktop, documents folder and other folders. Make sure to mark them with a brief, clear title. Separate personal files from work files and group them in more specific categories.
  2. Search for Files: Start by doing an inventory of every file you can find. A good place to start is the My Documents folder. Most likely, your computer also has a shared folder, where other users of your computer might have saved files as well. Double check that there aren’t any files in the shared folder that you would want in your personal folder. Aside from the My Documents folder, look at your hard drive, take out your flash drives, CD’s, and anything else where you may have files you’ve forgotten about. Spring-cleaning can be an excellent opportunity to find files you forgot you had and put them in a place where you won’t forget them again.
  3. Sort your Files: Reflect on how you use your computer. Do you have music files? Do you use it for school? How about work? Maybe you do your taxes, or keep a personal journal on your computer. Try to make file groups out of these various categories. It will help immensely if you create your own file naming convention. You might want to use the date as part of your file name, or the topic associated with the file (i.e. ‘Music” or ‘Economics Notes’). You can further simplify by creating folders according to month, then filing documents that were created in that given month. It’s a good idea to keep personal files separated from shared files to avoid confusion.
  4. Store (Backup) Everything: Before you begin, back up all of your files. This may seem counter-productive, but it’s an important step you shouldn’t skip. The more places you store identical information, the better. Consider saving your files not only on your internal hard drive, but on a jump drive, a CD, an external hard drive and the Cloud. There’s a good chance there will be files that are built into your system you don’t recognize. If you don’t know what a file is, lean towards caution and don’t delete it. If you delete a critical file, it can negatively impact your computer’s performance.
  5. Look to the Cloud: If you’re debating what to do with that digital picture album from the high school reunion and can’t get yourself to click ‘delete,’ upload it to the cloud. However, don’t let it get lost in the cloud. You might want to record where you keep important files in a notebook. Letting the cloud take the weight of your storage will help your computer run smoothly, and create peace of mind knowing that your data won’t be lost if your computer crashes.
  6. Throw out the Trash: Once you have your files backed up, begin sorting files starting with the oldest files. When looking through old files, look for the documents you haven’t opened in the last twelve months. If you don’t see any immediate need for them, but may need them down the road, delete that file from your local machine, but leave it backed up (preferably in the cloud). If you see no reason for this file to exist at all, delete it permanently.

This is often the hardest part when doing any kind of cleaning. Human nature makes it difficult for us to part with almost anything we own, even if it’s causing a mess, taking up space, while being completely worthless. If you have multiple drafts of old files, get rid of the outdated ones, and don’t feel guilty about it. It’s safer and more efficient to keep one file in a few different locations (on your computer, in the cloud, on an external hard drive, etc.) than to keep several versions of one file in the same location.

Read More or call 877-574-5505.


Before Going Paperless

Four Things Businesses Need To Consider

By Matt Peterson, President and CEO of eFileCabinet – Submitted on 02/11/2015

Today, businesses continue their commitment to reducing costs and improving profitability through innovation. This mindset represents a paradigm shift from the traditional practice of cost optimization as a reactive process. As recently as a decade ago, cost reduction was seen as the fate of an under-performing organization, achieved by lowering overall personnel costs through layoffs or the discounted sale of inventories. In today’s knowledge economy, cost reduction is a key component of a company’s pro-active, agile, innovative, strategic, and tactical direction. On average, a home or small business will spend 3% to 7% of its revenue on managing documents and filing paperwork — a tremendous opportunity waiting to be addressed.

The Paperless Office: Fostering Innovation and Optimization in Home Offices

In order to transform the products and services they create, small businesses around the world focus on differentiating themselves from a large field of competitors in terms of the nature and quality of the services they offer. One of the most apparent roadblocks to this differentiation is the lack of large financial reserves that large corporations enjoy. Creating a paperless office through document management software can be a challenge for a home business, given the stringent budgets and operating income. As a small business owner, one of the tried and tested methods to free up capital for business development is through the reduction of overall cost. A paperless office represents a tremendous opportunity for a home office to lower costs.

Going Paperless and Its Considerations

Going paperless is no simple task that can be implemented overnight. Any small business that attempts such a transition requires a planned and phased shift that is bound to raise questions about the effectiveness of a paperless model for small business. Small businesses represent a tremendous opportunity because of their transparent and quick decision-making as well as a low number of employees. Even so, the transition from a paper-based environment to a completely paperless one can leave an organization feeling overwhelmed and scrambling for a starting point that hasn’t been defined clearly. Carefully planned, a paperless office transition can be managed at a minimum cost to the company while preventing any disruption to daily operations. As a home business owner, you stand to reap the short-term, medium term, and long term benefits of such a change. Here are some of the considerations that may help your organization on the road to paperless operations:

Start Small. Paperless operations can be overwhelming if your line and staff are unprepared for such a drastic change. As a business owner, it is vital for you to consider the financial impact that the transition to an electronic document management solution can have. One of the largest roadblocks on the road to a completely paperless operation is the challenge of getting started. Implementing a customizable document management solution may be easy, but before your organization can choose a cloud based document management software, you need to understand your organization’s reliance on paper for documentation and reporting. Starting small involves educating your employees about the benefits of a paperless environment, and simple steps to go paperless. This does not mean you invest in software or spend weeks or months installing an electronic document management system while the transition plan remains on hold.

Starting small helps your organization acclimatize itself to the actual process of using email instead of paper memos, using PDF and scanned documents instead of physical copies. Investing in a scanner for your office could help you back up records on your hard disk or shared drive. Some organizations use a combination of PDF files backed up in simple cloud storage software as a first step to reducing paper use.

First Steps. Using email to transfer digital copies of files and documents to internal and external stakeholders is a positive first step on the road to a successful transition. Setting a “cut-off” date for the cessation of paper operations and creating a file list of all important paper documents is the next step to a gradual adaptation to a paperless environment. Conservation coalition The Paperless Project estimates that the typical organization loses over 70% of its process-specific and operations-specific knowledge when an employee leaves. A simple way to start the journey to paperless operations is to create a project plan with milestones for each department and systematically scan all relevant documentation to a secure location. A consistent file naming and numbering system can ensure accessibility.

One of the challenges of such an arrangement is the maintenance of paper records of the past. You may be faced with a storeroom full of documents that need to be sorted, scanned, and discarded. In order to make your office truly paperless, all documents need to be converted into a consistent file format for storage.

Planning. Planning is the most important step in the transition from paper to paperless. Such a transition is fraught with the risk of losing knowledge or core physical documentation. In order to prevent such losses and manage the transition, it is important to create a systematic project plan that addresses the areas of:

o   Digitization of legacy documents

o   Hardware and Software requirements

o   Storage of old and new documents

o   Identification and classification of documents

o   Access permissions

o   Communication and training for employees

o   Staged transition to a paperless office environment

o   Go-live

If you are unable to make changes during regular business hours, the plan must account for weekends and after-hours work.

Infrastructure. IT and non-IT infrastructure are core components of the process of digitizing records as part of an organization’s drive to go paperless. Today, small businesses are faced with the choice to invest in cloud document management software or a local electronic document management system. A local or remote backup system ensures that a company’s files are stored on-premises or in a nearby data storage facility. A cloud-based backup and retrieval system improves accessibility and portability of data across devices and software environments. This means that you can access your files from anywhere in the world without a VPN connection. Additionally, a cloud-based document solution allows 24/7 access via smartphones and tablets so no matter the time of day or location, your critical files are only a few clicks away.

Security. This reliance on paper documentation, records, reports, and communication can place a significant burden on an organization. In large organizations, security breaches can compromise data leading to fines and liabilities worth millions of dollars. For home businesses and small enterprises, the lack of security for documents can mean the loss of years of data and documentation. A robust electronic document management system needs to address the risk of damage, downtime, or loss of data. In addition to requiring floor and shelf space, paper documents are prone to fire, water, and mold damage as well as the risk of loss or theft. Wherever your business uses and stores physical documents, you run the risk of them being misplaced, leading to the loss of knowledge and causing delays or defective work. Digitized files and access-controlled cloud-based company data can mean the difference between a safe environment for your company’s data and unsecured access to data.

Small businesses stand to significantly cut costs and secure their data and documents by using small business software for cloud-based document management. With home offices and small businesses growing in relevance as the future of the American economy, paperless office solutions can help you future-proof your business by saving time and freeing up capital: the two ingredients of growth. HBM

Matt Peterson is the CEO of Lehi, Utah-based eFileCabinet, Inc. Founded in 2001, eFileCabinet, Inc. began as a cutting-edge tool to digitally store records in accounting firms. As it grew in popularity, eFileCabinet developed into a full-fledged electronic document management solution designed to help organizations capture, manage, and protect their data. While the accounting industry was the company’s main focus at formation, it has since expanded to include numerous vertical markets. eFileCabinet, Inc. distributes its solutions both direct and through a worldwide network of Value-Added-Resellers and strategic partners that customize solutions to meet their clients’ specific needs.

Read More or call 877-574-5505.