Save Time, Space, and Money by Digitizing Your Business Documents

Conversion 1

Did You Know? 2

Did You Know?• 90% of corporate memory exists on paper.

• Of all the pages that get handled each day in the average office, 90% are merely shuffled.

• The average document gets copied 19 times.

• Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.

• 7.5% of all documents get lost, 3% of the remainder get misfiled.

• Professionals spend 5-15% of their time reading information, but up to 50% looking for it.

• There are over 4 trillion paper documents in the U.S. alone - growing at a rate of 22% per year.

• Managers spend an average of 4 weeks a year searching for or waiting on misfiled, mislabeled, untracked, or “lost” information.

• Office workers can waste up to 2 hours a day looking for misplaced paperwork.

• 90% of records once filed, are never referred to again.

Is It Worth the Investment?Just think about it... Scanning you documents is the easiest entry point into document management and saves costs over manual paper filing and retrieval:

Document ScanningPages are scanned at 30-90 pages per minute capturing the front and back in a single pass

Data IndexingUse barcode or optical character recognition (OCR) to capture document index values for easy filing

No Misfiles It is estimated the 5-7% of all paper documents are misfiled costing your company $150 in recreating a single document

Reduce Copies and Duplicate Files Save time and office supplies by reducing the amount of printed copies

Save Space As much as 15% of your current office space is consumed by filing cabinets and boxes of files

Worth the Investment? 3

The Paperless OfficeWhat Has Made The Paperless Office Possible?Prior to the following innovations, paperless offices were simply nice ideas no one had the means to implement. These developments provided the tools and technology needed to bring the paperless office from planning to reality.

• The growth of cloud computing• The increased adoption of shared document formats like PDF• The rise of remote work arrangements

Declining Paper UsageIn addition to technological progress, consumers are more committed than ever to reducing their paper usage. Among respondents of a September 2011 survey:Do you consider reducing your paper consumption important for environmental reasons?• 32% Important• 29% Very Important• 27% Somewhat Important• 12% Not Important

Many of the same respondents plan to use less paper in the next 5-10 years.• 44% Half the amount of paper• 26% Quarter of the amount of paper• 24% Same amount of paper• 7% No paper at all

The Paperless Office 4

The Conversion ProcessPick-Up and DeliveryThe safe and secure pick-up of your records by our logistics team

Records RoomRecords are safely unloaded and tagged with your name, the job name, a shop order number, and other unique identifying characters

PreparationWell-trained and experienced team of preparation specialists removing folders, staples, paperclips, fasteners, and folds

ScanningOur equipment can scan at the rate of 200 pages per minute

Digital Quality ControlUnique software designed expressly for inspecting a large number of images in an effective and efficient manner

Digital Post ProcessingManually indexing from the images, database manipulation, mass rotation of images, and file formatting

VaultSafety of keeping duplicate records in a secure, offsite location once conversion is completed

Document Disposition Digital files returned for use in a cloud or client-server-based system; or searchable CDs or DVDs

Conversion Process 5

Why Should You Do It?Calculating ROI

File Maintenance and Retrieval Costs:

Paper FilesIt costs a company over $2,100 each year to keep and maintain a single 5-drawer filing cabinet. Standard file retention for business documents average 7 years. This costs a company over $14,500 per file cabinet to keep these files!

Digital DocumentsIt costs approximately $.04 – $.05 a page to scan depending on the document preparation and indexing requirements. An average 5-drawer filing cabinet holds approximately 20,000 pages.

Digital Document Return on InvestmentPer 5-drawer filing cabinet for 7 years of storage

Paper Files: $14,700.00 Digital Scanning: $800 (Over 7 years) (One-Time Investment)

Why Should You Do It? 6