| As a new CPA on the block, about eight years ago, I | | | | Upon a thorough study of the technology in my office |
| had made it a practice to read as much as possible on | | | | and the hardware available in the market at affordable |
| practice management along with the regular reading I | | | | costs, I came to an unbelievable conclusion. It was |
| had to do keep up with the technical matters. I came | | | | unbelievable because based on my calculations the |
| across articles after articles about how it was possible | | | | cost of converting to a paperless office was going to |
| for CPAs to operate in an almost paperless office. It | | | | be 5 or 10% of what it would cost me to go with a |
| was, however, quite difficult for me to imagine my own | | | | pre-packaged solution. This happened within one year |
| office being a paperless office. | | | | of my trip overseas and it has been three years since |
| "How could a CPA really operate a practice without | | | | then. I could not believe it but I had a gut feeling that I |
| papers?" I would wonder all the time. I thought of these | | | | was right in my conclusion. I considered the cost of |
| talks about paperless offices as being something of a | | | | failing in an attempt to go paperless not too high. I was |
| creation of imagination about how life would be in 2035 | | | | already managing a paper-full practice and if an |
| when I may not be there. | | | | attempt to go paperless were to fail - I would remain |
| The technology that I was using in my office was | | | | where I was - a paper-full practice. |
| helping me improve the production. It was also helping | | | | I spent a considerable amount of time developing the |
| me learn some of the more advanced possibilities in | | | | detailed plans on the whole process of going |
| my system. In my small practice, it was a simple | | | | paperless, ordered the scanner that I had studied and |
| client-server network with a T1 internet connection. It | | | | found to be most affordable and launched the project. |
| was during one of my overseas trips about four years | | | | In terms of managing the staff time to work on the |
| ago, that I discovered the power of my system to its | | | | conversion process and managing priorities it was quite |
| best. With the T1 connection and a static IP address, I | | | | challenging. The process itself was quite enjoyable and |
| was able to work on my office system from over | | | | revealing (about the hidden treasures in my filing |
| 10,000 miles away without any problems. This was a | | | | cabinets) but above all quite enriching. |
| wonderful experience and my desire to learn more | | | | At the conclusion of my project to go paperless, about |
| about the paperless office became extremely strong | | | | 60 days from when it started, I discovered that it was |
| at this point. | | | | truly possible to manage an almost paperless office. I |
| I spent a lot of time, powered by my strong desire, to | | | | enjoyed more than two years of paperless office at |
| learn on the ways I could possibly convert my CPA | | | | my practice. The efficiency of the office went up |
| practice into a paperless practice. I had already | | | | significantly during that period. Clients experienced a |
| enjoyed the pleasure of working on my office system | | | | different, a much higher level, of efficiency in service. |
| from around the world. I thought that if I could only | | | | There were certain things that went right for me in this |
| access all the other papers I needed to look at while | | | | process. I was able to develop my understanding in this |
| working on a client's file I would not even need to be in | | | | area over the years due to my curiosity and had a |
| the office at all to work. Besides enjoying the | | | | good handle over the capacity of my seemingly small |
| frustrations of continuous interruptions, accessing | | | | office network. I discovered that the current office |
| papers was the only remaining reason for me to be in | | | | networks, in many small CPA offices, are like human |
| the office. Sure there were other reasons, but to carry | | | | brains. They are highly powerful and highly underutilized. |
| out my work for a client, accessing papers was the | | | | A paperless CPA office is no more a thing of the |
| only one. | | | | future. The true beneficiaries of this move by CPAs |
| Now that my desire was so strong, I started running | | | | are their clients. CPAs who do not have to spend a lot |
| into various pre-packaged solutions advertised in the | | | | of their time pushing papers and locating lost |
| direct mail and magazine advertisements. I checked | | | | documents, would definitely be able to provide |
| out a few, called a few 800 numbers and received | | | | high-level services to their clients and benefit them |
| some promotion materials. All turned out to be beyond | | | | more. All clients deserve a CPA who is at least |
| my budget. I had learned a lot about the potentials of | | | | paperless at the basic level, which is completely |
| my simple office network by now, and figured out that | | | | possible with a small office computer network and a |
| I was too poor to afford some of the good | | | | very small investment. |
| pre-packaged solutions available out there for CPAs. | | | | |