REDGEAR Technologies — ArkWorks

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From the August 2008 Review of Document Storage Programs

REDGEAR Technologies offers a complete set of applications for accounting and tax practices that includes tax, general ledger and document management solutions. The company was founded as TaxWorks more than 35 years ago and is still owned and managed by the same core group.

Usability -- 5 Stars
The initial login screen displays a panel of Help text with links to specific topics such as learning about “Importing prior year’s tax returns.” On the left side of the screen, a list of cabinets is displayed to identify document groups. The interface is very simple and easy to navigate. Once you select the document for which you are looking, if it is a PDF file it will display in the viewer. Otherwise, it will launch the native application. You can assign an archive date to documents as you file them and generate a reminder report listing all documents scheduled for archiving.

Document Organization -- 4 Stars
The model for organizing documents is a typical cabinet, drawer and folder model. You start by selecting the cabinet you want to access, and then you select the appropriate drawer from the drop-down list. At that point, the folder structure is displayed. This structure is defined in advance as a template for the drawer so you don’t need to recreate all of the folders for every client. You can, however, modify the folder structure within any given drawer.
In addition to searching for documents by navigating through the drawers and folders, you can assign specific search text to a document that is filed and search on this text in the future.

Integration -- 4 Stars
All documents are scanned in as PDF files and placed in a default inbox. You can then move them into the appropriate cabinet/drawer/folder. You can import any file from your storage drive, and you have the option to keep the file in its native format or convert it to PDF format. ArkWorks offers direct integration to Outlook for sending a file as an attachment. Direct integration with TaxWorks is also provided, which allows you to import all client tax returns with one button.

Annotation -- 4 Stars
The proprietary PDF viewer includes annotation tools to highlight, blackout and white-out content. You can also add notes to the document.

Overall Value -- 4 Stars
ArkWorks offers a nice package of features and functions in a simple, easy-to-use design. The pricing is $1,295 for the server license and five users (plus $50 for each additional user). An optional annual maintenance and support plan is available for $395 (included in first year). The Customer Care program provides online setup assistance as part of your initial fee, and training videos are provided to guide you through the use of the program.

2008 Overall Rating: 4 Stars