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Requirement for bookkeeper's holding documents  

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(@tamaki)
Joined: 1 year ago
Posts: 3
01/07/2020 9:42 pm  

Hi, AIPB members,

 

Because of the COVID-19, I've been working from my home office. One of my clients has faxed me her documents since March. She recently said "I was wondering what you did with the ones I send over to you. And would probably suggest or prefer that you shred them. I am not terribly comfortable knowing that copies of my invoices are outside of the store. My alignment with my vendor is very private and I would not want anyone to remotely have access to this information." She insists me to shred immediately after I finish inputting the data into her QB desktop.

Does anyone who has the same issue? How would you handle it? Did you have your client sign the document that you don't maintain the detail necessary to evidence your bookkeeping inputs? 

 

You know you always the one who gets to be blamed no matter what. I have cybersecurity insurance, I have a sonic wall over the firewall in the network, I have an e-fax that meets the HIPPA requirement. I am not what's the best way to answer her. Any suggestions or inputs? Please advice. Thank you! 

 

 


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(@casey-4)
Joined: 1 year ago
Posts: 131
01/07/2020 11:29 pm  

I have clients only send me scanned documents, so I never have paper.  If i have to print something, i shred it, when i am done.  It is up to them, to save documents, that may be needed later for an audit.


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 Tamaki
(@Tamaki)
Joined: 4 months ago
Posts: 5
01/07/2020 11:48 pm  

@casey-4

thank you for your reply. That’s the similar things that I’ve been doing with this client. She has her original documents. She faxes them to me. My fax is an e-fax, so it creates the PDF. She wants me to shred (I guess her meaning is to “delete”) the PDF. 
I’m hesitant to delete the documents while I’m away from her original documents. Any thoughts?


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(@casey-4)
Joined: 1 year ago
Posts: 131
02/07/2020 1:15 pm  

Once you are done with the document, why not delete it?  if for some reason you ever need it again, she could always send it again, right?


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 tamaki
(@tamaki)
Joined: 4 months ago
Posts: 5
02/07/2020 2:03 pm  

@casey-4

Thank you for your reply.

So how you can prove that was your work of accuracy without documents after you disengage the client? The audit comes later of the years that you worked. Also, the client asked the documents that you don't have, not only once, every other day or so. I feel annoyed or bad to ask the client to send me the document over and over.

 


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(@angel)
Joined: 1 year ago
Posts: 2
06/08/2020 9:38 am  

I think it is difficult to not oblige the request of the client, however, I would also make sure that I have in writing that it was her request in case it comes to bite later.  

I suppose the only way to prove your work was accurate is to have her send the email again.  However, it sounds like you want to make sure you are protected in the case you can't get the document back from your client.  I am not sure there is a way to get around that.  

 


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(@casey-4)
Joined: 1 year ago
Posts: 131
06/08/2020 1:26 pm  

Personally, i save almost everything from my clients.  I file them all in client folders, on a secured, NAS drive.  I convert emails a couple times a year to pdf and save those to the NAS as well.  But, in this case, your client asked you to destroy them.....  Maybe save them for a month or a quarter, then delete?  

Not sure you can honor the client's request and keep info to cover your behind if needed.


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 tamaki
(@tamaki)
Joined: 4 months ago
Posts: 5
06/08/2020 1:49 pm  

@angel

Thank you for your reply.

I agree with you. Honestly, I don't like her request and I would not want to honor her request. However, She and I exchanged a couple of emails and she strongly "insist" (more like "demand") for me not to keep any documents that she'd faxed to me.

Long story short, I explained her in writing what consequences and she still wants to do in her way, I believe she understood what those consequences. I only can smh...

 


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 tamaki
(@tamaki)
Joined: 4 months ago
Posts: 5
06/08/2020 1:55 pm  

@casey-4

 

Me, too. I have kept everything in my client folders until this particular client demands me not to keep. Her saying is that she believes electrical documents (including email) are not "safe". Yeah, sure. there's no place to be "safe" in this world either electrically or physically. Anyway, she wants me to destroy the documents "immediately" after I posted in her book.

I wouldn't want to honor her request. But oh well... I explained to her multiple times in writing what consequences are. She still demands and wants me to do her way. Smh....

 


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(@joyce-5)
Joined: 1 year ago
Posts: 1
15/10/2020 4:14 pm  

I have one client that invited me to share his G-drive. Documents are picked up, posted, scanned, and then uploaded to that drive. I shred all after uploading.


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