Key advantages of scanning over traditional methods
The costs associated with document handling are often not considered carefully enough despite their all too likely significance. Consider the following statistics:
- 92% of information is kept in manila folders
- 80% of technical information is on paper and microfilm
- Document management is now the largest cost to most organizations
- Paper files are doubling every 3.5 years
- The average document is copied 19 times
- Each day, one billion photocopies are made
- The average worker has a 34 hour paper backlog
- Half an office workers' time is spent handling paper or data entry
- 50% of all projects are behind schedule
- Paper costs:
- Services 5%
- Supplies 6%
- Space 7%
- Equipment 12%
- Labour 70%
- (Sources: AIIM, Forrester, Star Securities, US Department of Labour)
Areas that are a little more difficult to measure but still add significant costs to the organization include:
- Retrieval costs
- Loss of documents
- Security
- Risk Management
- Misfiling
There is no doubt that taking the time to measure the commercial benefits associated with improving document handling efficiencies will be worthwhile.
Timely Document Retrieval
How often do we think, where is that document? How much work do we duplicate because we can not find the right information?
The unfortunate reality is we do not measure the impact of an inefficient document system. We would need to measure the time spent filing, retrieving and the opportunity lost because we could not quickly and easily locate the information we required. The easiest way to understand the benefit is to think of the times you get a request for a file, you know its exact location and can retrieve it quickly, compared to being asked for a document you are not sure exists and/or where it could be filed.
- Scanning your documents into digital format removes the difficulties associated with the retrieval of files using traditional manual system
- The computer will quickly access the required file without further effort required
FEATURE |
THIS MEANS |
THE BENEFITS |
Documents can be retrieved by simply typing in a name |
The difficulties with retrieval of files associated with traditional manual systems are eliminated |
- Saves time
- Requires less resources
- Saves money $$
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The computer does all the searching |
The search process is fully automated |
- Much quicker and efficient retrieval
- Saves money $$
- Retrieval is a matter of seconds
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Documents cannot be incorrectly filed |
The filing structure is designed to maximise filing efficiencies |
- There will never be a problem finding a file because it is in the wrong place
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Scanning to CD |
No boxes, cupboards or storage rooms to search |
- Reduced physical space and effort required to retrieve files
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Information can be retrieved from remote locations |
A document can be accessed without the need to wait for couriers or to drive to a storage facility |
- Increased efficiency
- Less frustration
- Lower overheads
- Faster transaction of important information
- Opportunities are not missed
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Easy Multiple Location Access
With the increasing requirement to improve customer service, companies often need to access stored information as quickly as possible, perhaps while a key client is still on the phone.
The requirements for information being available from multiple locations typically stem from any of the following:
- Regional offices
- Staff working onsite
- Staff working at home
- Project offices
- Conferences
- Regional customers
There are many reasons, but they all come down to one thing, a need to have fast access to the most accurate information, no matter where the location.
The easiest way to achieve this is through electronic distribution of records.
FEATURE |
THIS MEANS |
THE BENEFITS |
Documents can be centrally controlled and stored |
Only one location is required for document storage and control but retrieval can be from multiple locations |
- No need for multiple copies to be available and reproduced for each location
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Documents can be distributed securely |
The chances of loss or security breach are eliminated |
- Peace of mind in terms of security
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Simultaneous access of the same information |
You can discuss and view the information with a person that is not located near the documents |
- Less travelling
- Faster decisions
- Better decisions
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Living documents |
The information viewed from remote locations is the latest version |
- No need to distribute copies of the same information
- No need to train librarians to ensure the correct and latest data is on file
- Reduced courier costs
- Confidence in data
- Lower equipment costs
- No need to purchase equipment
- Duplication costs are no longer a consideration
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Information can be portable |
Information can be accessed in the most remote locations, eg aircraft |
- Productive use of time
- Decisions need not be guesswork
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Maximise Space
Most offices these days waste an incredible amount of space storing documents. Research shows that an average office contains one-third space for people, one-third for walkways and the last third for storage.
Using the above figures it can be agreed that one-third of rent, electricity and heating costs is being spent to keep filing cabinets warm and happy. The cost of storage is not only the space but also the physical resources used to store the information. For example, boxes, dividers, folders, plastic sleeves, filing cabinets, shelving, etc.
If the fixed costs associated with storage were eliminated the impact on a company’s results will be very significant.
FEATURE |
THIS MEANS |
THE BENEFITS |
The contents of one four drawer filing cabinet fits on one CD |
A significant amount of information can be transferred from a large number of forms
onto CD |
- Significant reduction in the physical space and resources committed
|
Future planning of space utilisation, filing and personnel requirements simplified |
Long term planning for expenditure on personnel space, furniture and equipment is simplified |
- Budgeting for storage of CDs is straight forward compared with budgeting for the costs associated with hard copy documents expanding to double their size every 3-5 years
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Storage space in the general office area that is required due to the need to access the information regularly can be reduced |
The filing cabinets, shelves and store rooms can be moved to lower cost buildings or may not be needed at all |
- Lower fixed costs
- Less time spent travelling to the documents
- A better location for the office can be chosen
- An improved work environment
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Reduced clutter and mess |
Improved appearance |
- Better image for clients
- Happier and more motivated staff
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Simplification of storage requirements |
No special document storage requirements exist |
- No requirement for fireproof rooms
- No special air-conditioning
- No special security arrangements
- No need to reinforce floors
- No difficulties if you need to move
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Minimise Security Risks
Document loss or theft comes in many forms. It is most likely to be because of the following:
- Unmotivated staff not taking the care to return or re-file documents correctly
- Documents simply lost
- Staff leaving the company to work for a competitor taking files to better position themselves for success at their new company
- Documents damaged
Recently, a major high profile company lost just six plans; they were not sure they were not stolen or just misfiled. Replacement of the plans required redrawing from scratch at of a cost between $10,000 to $15,000 per plan. To prevent this from happening Scan Conversion Services scan documents into electronic format. Once in electronic format, software is provided that controls and monitors access. The best part about this solution is it does not require an extra staff member to waste time trying to be a security guard 24 hours a day. Staff also feel trusted as they are not constantly, and obviously, being monitored.
| FEATURE |
THIS MEANS |
THE BENEFITS |
Access to documents can be tracked |
Whoever accessed documents can be identified easily |
- Quick and accurate awareness of who is doing what
|
Individual records can be assigned security levels |
Only people with the correct authority will be able to view the document |
- Effective control of staff access to any documents
- Unauthorised personnel will never be able to access or even know of the existence of restricted files
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Scanned documents do not get stolen or lost in fires or floods |
- Electronic images on CD are always duplicated and stored off site so a copy is always available
- Back up CDs kept off site hold vital information for recovery
|
- Staff can not remove files and microfilm leaving no supporting information
- Recovery from fire or flood and retention of vital information is assured
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Protecting Documents from Fire Risks
Nobody plans for a fire. The unfortunate reality is that most companies could not recover from a devastating fire. With the majority of important information stored on paper, companies often put themselves in a very vulnerable situation.
A few interesting facts:
- 34% of all buildings are underinsured
- About half of all policy-holders have too little liability insurance
- 31% of households have neither building nor contents insurance
- 52% of the people with contents insurance are underinsured
- After the Newcastle earthquake 60% of businesses closed their doors
- 20% of small businesses have no insurance
FEATURE |
THIS MEANS |
THE BENEFITS |
A significant amount of information can be stored on one CD |
CDs can be much more easily stored in a small area |
- Can be stored in a fire proof safe for protection
|
CDs save the vital information required |
Protected CDs can easily be loaded onto a new computer |
- Fast and effective re-establishment of computer files
|
Sound risk management approach |
Ability to re-establish the business has been considered and a plan is in place |
- Lower insurance premium
- Improved financial reports when viewed by interested parties
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Protection against malicious damage |
Disgruntled people can not easily cause harm to your business |
- Less likely to be attempted
|
Copies of CDs are cheap |
Data can be stored in more than one location |
- Significantly reduced fire risk
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Reduced Document Retrieval Costs
It is hard to calculate the amount of money spent retrieving and storing documents. Most companies simply do not have the money or resources to calculate how much time and money is being wasted.
Computer based indexing of document information running on a low cost system can permit fast and remote access.
FEATURE |
THIS MEANS |
THE BENEFITS |
Documents can be retrieved by simply typing in a name |
The more involved steps associated with traditional methods are eliminated as the computer does all the searching |
- Much quicker retrieval and therefore reduces labour costs
- Retrieval time is reduced to seconds
|
Documents can be accessed from all locations very quickly across a network |
Documents do not have to be couriered from location to location |
- Reduction of courier and photocopying costs
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Critical information is at your
finger tips |
Faster decisions |
- Better decisions
- Opportunities can be taken advantage of
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Less guess work |
Information can be checked |
- Future work is based on sound footings
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Less travel costs |
Information stored remotely can be accessed without the need to travel |
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