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Why should I consider Implementing a Document Imaging / Management System? Created by Harold Hegerhorst North American Technology. LLC © North American.

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Presentation on theme: "Why should I consider Implementing a Document Imaging / Management System? Created by Harold Hegerhorst North American Technology. LLC © North American."— Presentation transcript:

1 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

2 It all boils down to Time & Money Paper records are expensive to create Paper records are expensive to create and maintain. 70% of all information is still stored on 70% of all information is still stored onPaper 60% of paper records will be duplicated. 60% of paper records will be duplicated. University of Pittsburg of Information Science

3 Business Decision Reducing Operational Costs Gartner Group Statistic Gartner Group Statistic Office workers waste 10 hours each week Office workers waste 10 hours each week managing paper documents 25% in 2001 Work time wasted expected to increase by Work time wasted expected to increase by 30% - 40% by 2003 We are already past there! We are already past there! Implementing an Integrated Document Management Strategy, Feb, 20, 2001

4 Reducing Operational Costs Average paper document is copied 9 Average paper document is copied 9 to 11 times at a cost of approximately $18.00 Documents cost about $20 each to file Documents cost about $20 each to file Retrieving a misfiled document cost Retrieving a misfiled document cost$120.00

5 Reducing Operational Costs What is the impact on your business? What is the impact on your business? Do your knowledge workers do some of the 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 non- If just 30% of their time is wasted on non- value tasks (55K x 30% = $16,500 (10 $55K) x 30% = $165,000 (10 $55K) x 30% = $165,000 (100 $55K) x 30% = $1,650,000 (100 $55K) x 30% = $1,650,000

6 Reducing Operational Costs Quoting a Gartner Group Study Quoting a Gartner Group Study –Cost of maintaining paper files $6,000 per 4 drawer cabinet per year $6,000 per 4 drawer cabinet per year You may be more efficient that the National Average You may be more efficient that the National Average –Even if the Gartner Group is only half right Would you believe your cost is closer to $3,000 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

7 Reducing Operational Costs Two facts are required to convert Cabinets Two facts are required to convert Cabinets to Gigabytes (GB) The average file size scanned at 300 dpi is 50K per page 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 Experience indicates the average active file drawer Experience indicates the average active file drawer contains approximately 3000 pages

8 Reducing Operational Costs So a 4 drawer cabinet holds approximately 12,000 pages Choose your number for easy math –T–T–T–Two four drawer file cabinets equal about 1 GB Now compare Paper Management vs. Electronic Document Management –T–T–T–Two cabinets at $3, each = $ / Yr in Paper Filing System vs. $1,200 / GB / Yr in a Electronic Repository System

9 Business Decision So which would you rather pay, So which would you rather pay, $6, or $1,200.00? How many filing cabinets do you have? How many filing cabinets do you have?

10 Business Decision What have I left out? What have I left out? Capture costs Capture costs –Assume $.11 per page to outsource the scanning –So capture costs is $2,200 per GB So which would you rather spend? So which would you rather spend? –$6, / Year for a Paper System or –$3, / GB / Year for an Electronic System

11 Business Decision But again, think critically! What is wrong? 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 So the real annual cost comparison is So the real annual cost comparison is $6, / Year vs. $1, / Year $6, / Year vs. $1, / Year

12 Business Decision So, knowing what you know now, So, knowing what you know now, why would you want to wait? Why would you want to continue Why would you want to continue doing what you have been doing? Again, which would you rather pay? Again, which would you rather pay?

13 Increase Your Productivity Time is Money No more searching for lost files or charts No more searching for lost files or charts No more going to storage to look for old files No more going to storage to look for old files Archive everything, word processing documents, spreadsheets, virtually Archive everything, word processing documents, spreadsheets, virtually any electronic file, even s. Capture your Invoices, Statements & Reports Capture your Invoices, Statements & Reports Everything can be archived & quickly located within the Everything can be archived & quickly located within the Electronic Document Management System. It doesnt matter if the file is 10 minutes old or 10 years old you can It doesnt matter if the file is 10 minutes old or 10 years old you can Quickly find any document in or less Quickly find any document in 1 second or less The entire system can automatically be backed up safely off-site The entire system can automatically be backed up safely off-site with our Remote Backup Service. (Try doing that with your paper system)

14 Business Proposal Let us develop a cost effective Records 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$

15 So Whats Holding You Back? We can provide a scanning service for all your existing We can provide a scanning service for all your existingdocuments We will train your staff to fully utilize the system We will train your staff to fully utilize the system We will provide the complete 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. We can also offer flexible financing options We can also offer flexible financing options One call does it all!!! One call does it all!!!

16 Please Contact Us North American Technology Your Technology Partner Voice: Fax: Web: © North American Technology, LLC All Rights Reserved 2005


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