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In today's cost-sensitive environment, no enterprise can afford to waste resources or miss opportunities. Therefore, it is vital to remove any barriers that prevent employees from accessing critical information and performing their jobs. Primitive paper filing systems no longer meet the needs of businesses in today's marketplace. In contrast, a document imaging system is a common-sense solution, providing employees instant access to the information they need.
Office workers spend 10 hours a week looking for information...
According to Garter Research, the problem in office efficiency lies in the fact the average office worker spends ten hours per week (25% of their time) looking for information. The reason: 90% of all corporate information still resides on paper and one in every ten documents is lost, misfiled or is lying on someone else's desk.
Finding and retrieving a document using a document imaging system is incomparably faster than the same process with a paper-based system. With a document imaging system, personnel can search for documents from their desktop PC by simply clicking on a "Search" icon. Within a split second of search execution, every document that contains the specified keywords will appear on the computer screen. To re-file the documents, simply click the "Close" button and the document is re-filed instantly. An imaging system quite simply eliminates the wasted man hours spent filing, searching, retrieving and re-filing paper documents. The amount of time saved is enormous and gives a business the option of either re-allocating an employee's time to more productive tasks, or reducing the size of its workforce.
Multiple people need access to the same documents...
In many organizations, several people need access to the same document. When a file is removed from the filing cabinet, work is interrupted for anyone else needing access to that file. The result is what the manufacturing industry would call "work stoppage," slowing production and increasing costs. It also elevates the frustration level among personnel.
This problem is eliminated with a document imaging system. Because multiple users can access electronic PDF documents at one time, information tends to flow more freely using our system. The benefit is straightforward: immediate access to documents results in higher office efficiency.
Likewise, office personnel can spend a significant amount of time returning telephone calls and playing phone tag when attending to the daily phone tasks that require information from a file. A document imaging system offers instant access to the file from any networked PC, allowing personnel to handle incoming calls immediately, thereby eliminating recalls and phone tag. This saves time, cuts costs, improves office efficiency, and increases customer satisfaction. The ability of a document imaging system to cut expenses and increase productivity is simply unparalleled by any other cost reduction strategy.
According to research studies by Delphi, IDC Meta Group, HP, and Cooper & Lybrand -
The following organizations illustrate what can be achieved with a document imaging system:
- Walters Gardens, Inc. eliminated 26 file cabinets, released three file clerks, and the receptionist now does the work of three people.
- Amoco Corporation decreased staffing in their accounts payable division by 65%.
- Trigon Blue Cross increased productivity by a net 15% for HCRs and avoided hiring 30 employees at a cost of $960,000.
- CareAmerica experienced a 24.6% increase in productivity.
- Whirlpool reduced data entry costs from 47 cents per customer to less than a penny, saving them $1.2 million per year in their recall department.
Industry after industry has demonstrated that a business should be able to achieve a minimum of a 15% increase in productivity using a document imaging system. Some organizations experience as much as a 65% increase in productivity for certain positions such as a scheduler within a medical practice.
Learn how to choose the ideal document imaging system for your business in five easy steps...
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Businesspeople spend 60% of their time handling documents.