GBM Accounts are pleased to announce that we will be implementing a file sharing service, called GBM Accounts Openspace. This is a development in respect of the service we provide to clients. It has also been partly prompted by the requirements of the General Data Protection Regulations (GDPR), which come into effect from 25 May 2018. It is a system which will allow us to share documents with our clients. These will be shared on the internet in a secure facility (similar to Dropbox).
Openspace can be used to share two kinds of documents:
- Documents which require a signature. These will typically be tax returns, accounts, letters of engagement, etc..
- Documents which don’t require signatures. These could be things like payslips, historical tax returns, SA302’s, spreadsheets, etc..
It is envisaged that this will replace the practice of emailing documents. By storing information on a shared drive, it will hopefully make the process of sharing more secure and convenient.
Some of the other benefits provided by the new service include:
- Approval of documents in minutes
- View and access documents to suit you, on your computer, laptop, tablet or phone
- Reduces unnecessary paperwork being printed off
- Secure and easy to use web facility.
It is also important to remember that Openspace will be a channel of communication. Even if we don’t usually send digital documents such as tax returns to you, it is still important that you establish this link. This is a new service which is being developed in accordance with our systems and practices. Accordingly, it is something which may develop further as its use continues. Therefore, please keep an eye out for further announcements.
In terms of setting our clients up, there will inevitably be some duplications, as some clients may, for example, be directors of several companies. It is not our intention for clients to have multiple accounts. Therefore, if you are asked to set up several Openspace accounts, please feel free to just open one.
Finally, in terms of maintenance, we won’t simply be leaving documents on Openspace indefinitely. When we share documents, we consider that this is the opportunity to download documents if you need a copy. We reserve the right to delete any documents after 3 months. If you subsequently need a copy (after deletion), we will be happy to provide.
If you have any questions or concerns about Openspace, please don’t hesitate to get in touch.