What does "sustainable" mean? We see this word used frequently today. Merriam-Webster’s dictionary defines it as "relating to, a method of using a resource so that the resource is not depleted or permanently damaged." To us at Epstein & Kostol, PC, it means finding a better way to do things. In January 2002, we took a big step to reducing paper usage in our firm.

The problem
We discovered that we were using about 250 pages of paper in the preparation of an average individual income tax return, even a greater amount for our business tax returns. When we multiplied that by our number of clients, the results were staggering.

The solution
Beginning with our filing season for 2002 tax returns (in January 2003), we took steps to implement the "paperless office". The steps we took were as follows:

1. We digitally scanned, rather than photocopied information we received from our clients.
2. We reviewed each other’s work on-screen rather than on paper.
3. We requested that clients allow us to file their individual tax returns electronically whenever possible.
4. We "printed" our firm copy of returns to an Adobe pdf file rather than on paper.
5. We burned the client copy of the tax return on to a CD rather than printing and binding a paper copy.
6. We are facilitating and encouraging transmission of tax returns to third parties (such as banks and lenders) by emailing the pdf file.
7. We have tried to communicate more by email and telephone rather than by letter.

In the 2003 filing season (January 2004), we began using "emailed electronic tax organizers" whenever possible and we have asked those receiving their organizer by email to "sign" their engagement letter via our website.

The results

There have been a few hitches in our paperless process but as technology improves and we work harder too, we expect to improve service to clients and continue to reduce paper. We still do generate paper but not nearly as much. Here are some of the ways our clients have been better served by this process. Taxpayer refunds come more quickly from efiled returns. One CD with several tax returns on it is easier to keep track of than a drawer full of folders. Lenders and bankers get documents more quickly and the documents are much easier to read.

The future

We have taken great strides in reducing our paper consumption (not to mention toner, file storage space and wear and tear on printers. We’re not done yet. Our goals in the near future include filing business returns electronically (IRS says corporations will be able to do this for the 2004 filing season), receiving faxes electronically rather than by paper, taking notes on computers rather than on paper, filing extensions with IRS electronically as well as other ideas.
We believe that this is an example of how we can improve. We can reduce waste and paper, continue to provide excellent service to our clients and feel just a little bit better about what we do.