Why should I consider
Implementing a Document Imaging / Management System?
Created by Harold Hegerhorst
North American Technology. LLC
© North American Technology, LLC All Rights Reserved 2005
It all boils down to
Time & Money
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Paper records are expensive to create
and maintain.
70% of all information is still stored on
Paper
60% of paper records will be duplicated.
Business Decision
Reducing Operational Costs
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Gartner Group Statistic
Office workers waste 10 hours each week
managing paper documents 25% in 2001
Work time wasted expected to increase by
30% - 40% by 2003
We are already past there!
Implementing an Integrated Document Management Strategy, Feb, 20, 2001
Reducing Operational Costs
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Average paper document is copied 9
to 11 times at a cost of approximately
$18.00
Documents cost about $20 each to file
Retrieving a misfiled document cost
$120.00
Reducing Operational Costs
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What is the impact on your business?
Do your knowledge workers do some of the
clerical tasks in the paper files? (Average
knowledge worker earns $55K per year)
If just 30% of their time is wasted on nonvalue tasks (55K x 30% = $16,500
(10 employees @ $55K) x 30% = $165,000
(100 employees @ $55K) x 30% = $1,650,000
Reducing Operational Costs
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Quoting a Gartner Group Study
– Cost of maintaining paper files
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$6,000 per 4 drawer cabinet per year
You may be more efficient that the National Average
– Even if the Gartner Group is only half right
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Would you believe your cost is closer to $3,000
– Cost of maintaining electronic files on magnetic stores is
$1,000 to $1,200 per Gigabytes (GB)/Year
– Unit of measure must be reconciled
– (Cabinets/Year -vs.- Gigabytes (GB)/Year
Reducing Operational Costs
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Two facts are required to convert Cabinets
to Gigabytes (GB)
The average file size scanned at 300 dpi is 50K per page
– 50K average files size yields 20,000 pages per GB
– 40K average files size yields 25,000 pages per GB
– 30K average files size yields 30,000 pages per GB
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Experience indicates the average active file drawer
contains approximately 3000 pages
Reducing Operational Costs
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So a 4 drawer cabinet holds approximately
12,000 pages
Choose your number for easy math
– Two four drawer file cabinets equal about 1 GB
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Now compare Paper Management vs.
Electronic Document Management
– Two cabinets at $3,000.00 each =
$6000.00 / Yr in Paper Filing System vs.
$1,200 / GB / Yr in a Electronic Repository System
Business Decision
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So which would you rather pay,
$6,000.00 or $1,200.00?
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How many filing cabinets do you have?
Business Decision
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What have I left out?
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Capture costs
– Assume $.11 per page to outsource the scanning
– So capture costs is $2,200 per GB
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So which would you rather spend?
– $6,000.00 / Year for a Paper System or
– $3,400.00 / GB / Year for an Electronic System
Business Decision
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But again, think critically! What is wrong?
– Capture costs are only a one time cost
– Your Paper Costs goes on and on
Year after Year
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So the real annual cost comparison is
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$6,000.00 / Year vs. $1,200.00 / Year
Business Decision
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So, knowing what you know now,
why would you want to wait?
Why would you want to continue
doing what you have been doing?
Again, which would you rather pay?
Increase Your Productivity
Time is Money
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No more searching for lost files or charts
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No more going to storage to look for old files
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Archive everything, word processing documents, spreadsheets, virtually
any electronic file, even E-mails.
Capture your Invoices, Statements & Reports
Everything can be archived & quickly located within the
Electronic Document Management System.
It doesn’t matter if the file is 10 minutes old or 10 years old you can
Quickly find any document in 1 second or less
The entire system can automatically be backed up safely off-site
with our Remote Backup Service.
(Try doing that with your paper system)
Business Proposal
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Let us develop a cost effective Records
Management Solution for your business.
That Results in:
Increased Productivity
Improved Customer Service
Reduced Operating Costs
Increased Profit$
So What’s Holding You Back?
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We can provide a scanning service for all your existing
documents
We will train your staff to fully utilize the system
We will provide the complete system.
Servers, Workstations, Scanners, all the Hardware, Software
& Networking required to make the system work right, and
within your budget.
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We can also offer flexible financing options
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One call does it all!!!
Please Contact Us
North American Technology
Your Technology Partner
Voice: 208-323-8194
Fax: 208-323-8198
E-Mail: [email protected]
Web: www.northamtech.com
© North American Technology, LLC All Rights Reserved 2005