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The paperless initiative is gaining momentum and businesses are finally warming to its benefits amid viewing the success of paperless-matured companies. Many could ask in this impressive technological age why paper is still the dominant source of documentation in the office. Part of the answer lies within an ongoing struggle of two mindsets. The paperless concept has created a mental tug-of-war between two groups driven by their own beliefs and practices.

One end of the rope champions a conservative and traditional attitude forged by years of common habits, company policy and fear of change from a medium that is technically already working. They are loyal to the simple, worn-out proverb If it ain’t broke, don’t fix it. Since paper works, why change it? In short, it is a status quo stance. An interesting side effect to this mentality is it spawns an unconscious viewpoint that a mountain of paper is actually fashionable. It creates a unique comfort zone to them by sending a silent yet powerful statement that tells people they are keeping busy. At the same time, they bask in the perception of respect or even sympathy from co-workers on how huge their workload appears. As if there was not enough politics and psychology in the workplace today, who would have thought that even paper would play a role?

The other group pulling the rope shares a progressive attitude of change in the constant pursuit to increase efficiency and organization. This side embraces technology to its maximum potential. They also tend to hold a keen interest toward the environment as the green movement gains traction in today’s business world. This proactive group invests the necessary time, energy, people and resources to go paperless. In the end, they focus on the benefits of being paperless and will do what it takes to implement the process. By making the necessary investment now, they reap big dividends down the road through better organization, reduced storage space, and increased efficiency in the workplace. The environmentally friendly aspect is a bonus dividend we all can share.

Viewing the tug-of-war from the sidelines is a frustrated section of spectators that are unsure who to root for. Many in this group cannot see the color of their desk, but have a genuine desire to improve their situation. Unfortunately, willpower usually becomes prey to apathy and they run right back to the paper comfort zone. Why is this? A lack of time is always a popular excuse, albeit ironic since it is usually primitive organization practices that have contributed to the lack of time in the first place. However, the individual is not always at fault. A lack of leadership from the company’s top brass which trickles down to the staff level could be a roadblock. The business may be absent the necessary technology or funding to obtain the needed equipment. Even peer pressure can play a role. It is not the most comfortable feeling to have a clean desk from being paperless and get confronted with the dreaded "Hey you don’t look busy – I have a few assignments you can handle" from the boss. This reason alone can morph paper into a warm and fuzzy blanket on a cold winter night, and further dampen the desire to go paperless.

At Amper, we chose the proactive side and implemented bold and aggressive firm-wide paperless procedures through several media, equipment and software applications. All audits for private and public companies are conducted in a paperless environment with supporting workpapers in electronic formats, such as Excel and Word files. Individual and business tax returns are electronically filed directly to the IRS. An Adobe Acrobat, or "pdf," copy of the tax return is kept for storage in a secure network or online location. Individual tax documents, notices, agreements and so forth are scanned into an organized pdf with the originals sent back to the client. These measures have fostered a more efficient and organized environment where everyone benefits.

From drawing figures in the sand to the clay tablet, today’s transition is now moving from paper to electronic. Evolving with technology is not always easy, but in the case of going paperless, the end rewards are worth any initial obstacles. If companies continue to procrastinate, they could be left behind buried in paper and watching efficiency pass them by. A paper weight may work against the winds of nature, but the weight of paper does not work in the winds of technological change.

Tom Cardinale, tax manager, is a member of Amper’s paperless tax committee and leads the paperless initiative in the firm’s Wall, NJ office.