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While many organizations have taken advantage of the cost-saving benefits that computer networks offer, between 85% and 90% of corporate information is not accessible through these networks because it still resides in paper documents. Inherent in this paper based systems are wasted man hours spent filing, searching, retrieving, and re-filing these documents. In a business climate, where organizations are looking for ways to cut costs and increase productivity, they should replace their antiquated paper filing system with a document imaging system.
Paper is a barrier to your efficiency. Studies show that one-out-of-ten paper documents are lost or misfiled. Simply put, this means that you can spend a disproportionate amount of time looking for information that you will never find.
According to Gartner Research, the average office worker spends 10 hours a week or 25% of the time searching for information. Many organizations attest to the fact that it may take someone five minutes to answer a customer's question but an hour to find the information.
The handling of paper in most offices is a nightmare. Document imaging provides instant access to needed information.
Labor Savings
Paper-based charting systems require a significant allocation of labor costs to maintain the system. A major benefit of a document imaging system is it eliminates paper file pulls and the filing required to keep the paper files current, since all filing is done from a desktop PC.
Paper systems also impose inefficiencies in daily operations because the paper file isn't always accessible when you need it. Because the electronic document can be accessed from any networked workstation, the you will realize significant savings in labor costs and will experience improved office efficiencies. These efficiencies translate into re-deployment or reduction of staff.
Reduced Copying Expenses
Offices can spend a significant amount of time copying records. You can print records directly from a networked PC using a document imaging system, eliminating the time-consuming process of locating, disassembling, copying, reassembling, and re-filing the paper file. In addition, an electronic PDF version of each page can be e-mailed eliminating any need to print the document in the first place. This translates directly into labor savings and reduced copying costs.
Reduced Phone Tag
A document imaging system offers a significant improvement in attending to the daily phone tasks that require information from a paper file. Because it offers instant access to the electronic document from any networked PC, you can handle incoming-calls on the fly, eliminating the need to re-call and/or play phone tag with the caller. This saves time, improves office efficiency and customer satisfaction.
Improved Office Communication
Because multiple staff members can access a customer's file at the same time, information tends to flow more freely using a document imaging system. For example, questions from the accounting department regarding accounting matters can be dealt with and disposed of more efficiently when all parties can view the same information at the same time.
Lower Paper File and Storage Expense
Transitioning from paper to a document imaging system reduces the expenditures that are required to support a paper-based system. These costs range from paper supplies and filing systems to dedicated office space used to store paper files. The cost of file folders, dividers and filing cabinets are estimated to average $3 per file. Reclaimed office space for other uses is a very attractive benefit for many offices.
Easier Compliance With Audits
To accommodate the requests for copies of records with paper-based systems, your staff must pull, disassemble, copy, and reassemble the file. With a document imaging system, records can be printed from any network PC or e-mailed as a PDF document, allowing the party making the request to print the document at their end. Because our system uses Acrobat Reader, which is freeware to view and print PDF documents, any person that receives a PDF document can view and print the record thereby eliminating the time required to print and mail the material.
Complying with auditors is simply a matter of finding the record from your networked PC and either printing the record or providing an electronic copy to the auditor.
Summary:
Our document imaging systems will cut cost and increase productivity in any size business. It is simply a more efficient way to retrieve information than that of a paper based filing system. Today document imaging systems are increasing office efficiency similar to the way the copy machine did twenty years ago. Its ability to cut cost and increase productivity is unparalleled by any other office system.
Most office workers will increase their efficiency in the office by 15%-25% by using a document imaging system.
This "found time" gives a business the option to either re-allocate their employees' time to do more productive tasks, or reduce the size of its workforce. It is well documented that most offices will save one full-time employee salary and benefits for every 5 employees in the office.
In addition, a document imaging system will:
The bottom line is that a document imaging system will significantly reduce the costs of doing business.
Learn how to choose the ideal document imaging system for your business in five easy steps...
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reduce copy machine costs