"Converting Paper to Strategic Documents"
Paper - Just the Facts !
Paper - The Costs !
Why Invest in Document Imaging ?
Benefits of Document Imaging
Paper - Just the Facts !*
- 90% of business information still exists on paper
- 4 trillion paper documents in the US alone
- Growing at a rate of 22%/year
- 20% to 40% of workers time is wasted searching for documents
- Of all documents that get handled each day, 90% are shuffled
- The average document gets copied 19 times
- Professional spend 5-15% reading information
- But up to 50% looking for it
- One out of ten documents is a "problem"
- 7.5% of all documents get lost
- 3.0% of the remainder get misfiled
Paper - The Costs !*
- Handling documents
- $20 to file a document
- $120 to find a document
- $220 to reproduce a lost document
- Filing Cabinets
- Average Cost of a fireproof cabinet = $1,300
- One 4 drawer cabinet = approx. 10,000 documents = 1 CD ($1.00)
- 4 storage boxes (12x15x10) = approx. 10,000 pages = 1 CD ($1.00)
- Space and Costs
- 15 filing cabinets costs $7,560/year in rent
- One 4 drawer cabinet occupies 21 sq. ft
- 15 * 21 sq.ft. * $24/ft/rent = $7,560/yearly
- 100 important papers daily = $39,000/year to file/retrieve
- 100 x 6 min/file = 600 min/daily = 10 hours/day
- 10 hrs x $15 hr (incl SS & benefits) = $150/day
- $150/day x 260 days/year = $39,000
Why Invest in Document Imaging ?
- Retrieving Files
- Search and Retrieve in seconds from your desktop
- Lost Documents
- Virtually impossible to lose an electronic document
- Filing Documents
- Documents are re-filed instantly at the click of a mouse
- Sharing Documents
- Everyone shares one document – no duplicate docs
- Collaboration as it should be!
- Improved Security
- Documents finally have true security
- Sending Documents
- Print, fax, or email right from your desktop
- Disaster Protection
- Your business can be up and running within hours
- Storage Space
- One CD holds ~ 12,000 pages = $1.00 storage costs
- One gigabyte (GB) ~ 20,000 pages
- Customer Service
- Customer files retrieved instantly
- Reinforces your professional image
- Avoids unnecessary return phone calls
Benefits of Document Imaging
- Fast Retrieval
- Flexible Indexing
- Full-text Search
- No Lost Files
- Digital Archiving
- Collaboration – sharing file
- Improved Security
- Save Storage Space
- Disaster Recovery
- Instant Filing
- Economical Sending of Documents
- Improved Customer Service
- Remote Access to Documents
- Internal Efficiency and Workflow
- Web and Internet Access
- Automation of Work Processes
- Collaborative joining of tasks from remote sites
- Electronic Audit Trails
- Heightened employee task satisfaction
- Simultaneous access to the same document
- Instant access to any one of thousands or even millions of pages !
*source: Coopers & Lybrand
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