- The average office worker continues to use a staggering 10,000 sheets of copy paper every year. 45% of the paper printed in offices ends up trashed by the end of the day. In the U.S., companies spend more than $120 billion a year on printed forms, most of which outdate themselves within three months’ time. A typical employee spends 30-40% of his time looking for information locked in email and filing cabinets – filing costs average about $20 per month.
- The average document is copied 9 to 11 times and every 12 filing cabinets require an additional employee to maintain. Each four-drawer file cabinet holds an average of 10,000 to 12,000 documents, takes up to 9 square feet of floor space and costs $1,500 per year. Each misfiled document costs $125. Each lost document cost $350 to $700 – large organizations lose a document every 12 seconds. More than 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood.
Your boss or your CEO may be telling you to improve productivity, but where do you start? Document Conversion is the best place to start, as it has immediate hard and soft costs savings. The benefits are; 1- Space Savings. 2 - Disaster Recovery. 3- Production. 4- Employee Access. 5- Environmental .
What’s the right option for your company? If you work in the healthcare or educational industries you are required by law to keep documents for a certain time period. You need to make sure you know these types of laws and requirements. Long standing companies have years of customer and internal files to consider. Evaluations on how often specific documents are accessed, to what extent and by who are all major considerations when looking at converting paper documents to digital files.
Like anything in life, don’t become paralyzed through analysis. Start!!! Here are few ideas to help get you moving on this project:
- Get the old files out of your office. Maybe just take a select date range or a specific project. Many document conversion companies offer file storage at secure facilities. Then, as files are needed, they can be converted to digital formats and made available for use. Once converted, the original paper files can then be destroyed and no longer stored.
- Work with your document management company to begin on a starting date – moving forward all of a certain document will be put into your workflow system and accessed electronically.