Document Management With Electronic Documents
Modern businesses are awash in a sea of paper. Current document management technology grows out of the business community where 90% of corporate information resides in paper documents. Efficient management of that paper is crucial to the success of your organization. Our document management system is an affordable solution which converts paper documents into electronic documents for easy filing, retrieval and storage. It is affordable, and as simple to use as a copy machine.
Document Management With Electronic Documents:
Studies have demonstrated that in paper-based systems, workers waste approximately 20% to 40% of their time searching for documents manually. Lost or misplaced paper files are a common problem with potentially disastrous results. The following statistics on document management are alarming:
90% of corporate memory exists on paper.
Of all the documents that get handled each day in the average office, 90% are merely shuffled.
The average document gets copied 19 times.
Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document,
and $220 in labor to reproduce a lost document.*
7.5% of all documents get lost, 3% of the remainder get misfiled.*
Professionals spend 5-15% of their time reading information, but up to 50% looking for it.
There are over 4 trillion paper documents in the U.S. alone growing at a rate of 22% per year.*
*source: Coopers & Lybrand
Once paper documents are converted into digital, indexed files using our system, losing a document is almost impossible.
The Paper Headache
Benefits of Digital Information Management:
When information is freed from the physical limitations of paper and converted into an electronic format, it becomes a more valuable strategic resource. Our Document Management System allows you to create electronic documents which retain their original look and feel (complete with text, graphics, photos, and color) and can be viewed, searched, and printed from virtually any computer or printer.
Paper Filing System
Digital Document System
||May take minutes to hours depending on whether the file has been properly filed, is on someone's desk, or has been removed from the office. Archived files are a particular problem if they are stored off-site.
||You can search and retrieve documents in seconds right from your desktop PC -- including archived files.
||According to Coopers & Lybrand 7.5% of all documents get lost, and 3% of the remaining are misfiled.
||It is virtually impossible to lose a document filed using our system.
||May take from a few minutes to several hours. Off-site filing is especially time-consuming.
||Easily managed from your desktop PC; once accessed, documents are re-filed instantly with the click of a mouse button.
||Requires making multiple copies using a copy machine. The average document gets copied 19 times and most of the copies get filed.
||Everyone accesses the same digital document, eliminating the need for physical duplicates.
||Mail 2 - 5 days, overnight mail, fax (poor copy). Faxed copies can be seen by anybody that walks by the fax machine.
||Print, fax or e-mail documents. E-mail can be password-protected so that only the intended recipient can view the document.
||Inherently vulnerable to physical insults (e.g. fire and water damage).
||Duplicate electronic backups may be maintained off-site.
||One incurs the cost of filing cabinets and the cost for the space that they require.
||Approximately 23,000 documents can be stored on one CD, which costs under $1. Active files reside on your server (which requires minimal space).
||When a customer calls you must usually pull the file and call him/her back. Many times this results in a game of "phone tag."
||Customer files are retrieved instantly from your desktop PC, reinforcing your professional image and avoiding many return phone calls.
Reduced Document Management Costs:
Instant access to critical information allows employees to accomplish more goals, more efficiently. In addition, printing and publishing costs are eliminated for documents that do not require hard copy creation.
Facilitates Organizational Bonding:
Often cited as a key benefit by our clients, our document management system facilitates document sharing and communication not only between, but also within, organizations. This helps build what has been described as a "corporate consciousness." People feel like part of the team.