Cashflow
Sheets
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Training Page) Cashflow sheets
Enterprises in the current competitive environment need to
be able to share, control and manage information such as cashflow
sheets in an efficient manner. The biggest challenge however,
is to keep within regulations to manage and control company
financial records such as cashflow sheets. Although many enterprises
have already moved their paper work to electronic storage,
retrieval and dissemination systems, few companies have taken
the steps to safeguard and effectively manage their company
financial records.
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When cashflow sheets for instance,
are prepared, completed and ready to be shared with a specific
group, you need to be sure that the data doesn’t fall
into the hands of people not authorized to view it. You don’t
want the document to include content that can cause a breach
in confidentiality or compromise company intellectual property
ownership.
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Apart from this, you also don’t want content not recognized
by the recipient dictionary. Also required for proper control and
for avoiding any misunderstandings is an indication that the document
is official. With the new Office Excel 2007 in combination with
Excel Services as well as SharePoint Server and the Rights Management
Services offered by Microsoft, more methods are provided for the
protection and management of sensitive information as contained
in for instance, cashflow sheets.
Some of the features and applications to make this possible are
discussed below.
Document control
Gain better control of the content in the document to prevent risks
of information theft or sharing information to parties not allowed
through the Finish menu provided in Excel. You can provide authority
to a document through the digital signature feature. This is done
through encryption to identify the person who signed it. By using
the digital signature you ensure that any tampering with the document
can be identified immediately and also prevent attempts to change
the document.
Another feature offered is that of data inspection whereby the
document is investigated for any hidden or personal information
in the form of for instance, notes and comments etc, before you
send the document to the recipient. This is needed to prevent embarrassments
and confidentiality breaches.
By making the document containing the cashflow sheets read only,
you add another security feature to prevent changes. It is also
possible to give an indication that the document is the final and
approved one by marking it as such.
Restrict and control access to information
Through the use of the MS Rights Management Services in the 2003
MS Server, you can add permission rights to hinder copy, printing
or changing attempts. This is a vital feature for handling the risks
associated of sharing information in spreadsheets. You don’t
need to apply the permission rights to a whole document. You can
select specific sections within a spreadsheet needing protection.
Records storage
The central Records Repository on the MS Server makes it possible
to keep a master record of a specific document to ensure safe keeping
through an upload feature embedded in Excel 2007. This provides
additional control of information.
Additional control features
Excel 2007 works together with the SharePoint Server 2007 to allow
for the setting of policies in terms of labelling and expiring of
documents. Excel 2007 spreadsheets have the functions embedded.
This makes it possible to give access to specific information such
as cashflow sheets for a pre-determined period.
The above features contribute to the minimization of risks when
using spreadsheets to share financial data that may be confidential.
The features also provide more control over content and the prevention
of copying or editing of documents by recipients and other parties.
This is just one example of how Excel 2007 can be an effective tool
in the current digital storage and dissemination of information
environment.
For excellent solutions to risks and control of information such
as cashflow sheets as part of Excel spreadsheets get in contact
with Miricle Solutions at the Audit Excel website where you can
find tutorials, training and help regarding Excel 2007.
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