While the idea of managing a paperless office isn't entirely new to CPAs, there are still numerous firms that are only just starting to explore document management software and the processes associated with it.

It's not that most firms aren't aware of what current document management systems and practices can do, but there are still questions and reservations about how to take the first step towards reducing years of filed paper.

In an attempt to highlight the products and processes firms can undertake in their move towards controlling and reducing paper flow and storage, several firms of varying sizes shared their experiences and best practices managing their documents.

Driving out paper

Firm: Picker & Auerbach / Brooklyn, N.Y.

Size: Five people

Product: Office Tools Professional (Office Tools Professional)

Amount spent: Initial outlay - $1,500; $500-$600 per year thereafter.

Commencement date: 2007

On record: Managing partner Barry Picker

Challenge/objective: The firm had a document storage system, but no workflow to help manage it or any projects that involved documents. They needed a better system - one that could continue to reduce paper costs.

Process: After selecting Office Tools Pro based on price and the overall capabilities of the product, they brought in a member of the Office Tools sales team to help with training. Picker discovered that the program was able to do more than they initially needed and he didn't want anyone in his firm to be intimidated by using it. After a month of training and use, he claims that everyone at the firm was comfortable with the system. Also, since some documents were already scanned into their existing document storage system, they decided to simply move forward from the time they began using Office Tools, rather than transfer files.

Results: The firm, on occasion, still utilizes the original system. Paper costs are down and they now have some leeway to stock up on paper when they find it on sale, rather than running out for it when the supply is nearly out. There is also less paper in the office, since everyone is now in the routine of scanning into Office Tools and shredding what they don't need to retain.

In addition, the firm utilizes Office Tools for time management, since it has a feature that allows administrators to check hours worked on any particular project. "The hardest thing we had to get used to was not getting up and going to the file cabinet. I can just click now. What's better - especially in tax season - is not wasting time," said Picker. "There is still too much paper on the desk; clients continue to give us paper, though occasionally they do submit electronically. The software does give us a list of what to do, which is helpful. It's a step-by-step process and we'll get there."

Next steps: The firm still has a file room, though there is far more space in it than there used to be, and there is less need to visit these days. Still, Picker quipped that he would one day like to "reclaim" the room.

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