Presentation on theme: "Manual Filing Systems: The Paper Chase Copyright 2003-2004, Questys Solutions/Decision Management Company, Inc. All rights reserved. No portion of this."— Presentation transcript:
Manual Filing Systems: The Paper Chase Copyright 2003-2004, Questys Solutions/Decision Management Company, Inc. All rights reserved. No portion of this file may be copied, distributed, or shared in any way without the express prior written consent of Questys/DMC, Inc.
Manual filing of your paper documents or microfilm is... Repetitive Time Consuming Costly Not Secure Inefficient
Paper is filed by: Organizational Entities Subject Activity Original Copy Filing structure is limited! Ace Inc. Contract Ace Inc. Activity Reports Ace, Inc.
Office space rent (including services) $300 per 12 sq. feet annually Files & supplies to create and maintain 12,500 documents ($0.005/page) $62.5 $125 Total Annual Cost of 1 Cabinet 100+300+62.50+125 = $587.50 Total Cost of ownership of 100 Cabinets = $58,750 Annual Cost of Ownership of one Office Filing Cabinet 12 square feet of office space Supplies Cost $1,000 amortized over 10 years $100 $300 Paper Cost of fireproof cabinet Cost of paper
Retrieval Time Misfiled Documents Missing Files Cost Time When youre looking for a paper file, consider this:
Paper documents can only be retrieved by relatively simplistic, pre-set indexing criteria. There are limited options due to duplication or/and cross- indexing. Time Cost Flexibility Barney & Kale…? Bake & Turner…?
You have to be in the same building to access your documents, or paper documents must be faxed or delivered to you! Time Cost Flexibility Location
Only one user can access a paper file at a time Time Cost Flexibility Location Multiple Users
Location Multiple Users For Paper Records, security is by: Lock and Key on a room, drawer and/or file level You can read, duplicate, alter, remove and even….lose your documents in a disaster. Time Cost Flexibility Security
Time Cost Flexibility Location Multiple Users Security