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W H Y   S C A N ?

Converting Paper to Strategic Documents

"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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