Why should I considerWhy should I consider

Implementing a Document Imaging / Management System?Implementing a Document Imaging / Management System?

Created by Harold HegerhorstCreated by Harold HegerhorstNorth American Technology. LLCNorth American Technology. LLC

© © North American Technology, LLC All Rights Reserved 2005North American Technology, LLC All Rights Reserved 2005

It all boils down to It all boils down to Time & MoneyTime & Money

Paper records are expensive to create Paper records are expensive to create

and maintain.and maintain.

70% of all information is still stored on 70% of all information is still stored on

PaperPaper

60% of paper records will be 60% of paper records will be duplicated.duplicated.

University of Pittsburg of Information ScienceUniversity of Pittsburg of Information Science

Business DecisionBusiness DecisionReducing Operational Reducing Operational CostsCosts Gartner Group StatisticGartner Group Statistic

Office workers waste 10 hours each week Office workers waste 10 hours each week managing paper documents 25% in 2001managing paper documents 25% in 2001

Work time wasted expected to increase by Work time wasted expected to increase by 30% - 40% by 200330% - 40% by 2003

We are already past there!We are already past there!

Implementing an Integrated Document Management Strategy, Feb, 20, 2001Implementing an Integrated Document Management Strategy, Feb, 20, 2001

Reducing Operational Reducing Operational CostsCosts Average paper document is copied 9 Average paper document is copied 9

to 11 times at a cost of approximately to 11 times at a cost of approximately

$18.00$18.00

Documents cost about $20 each to fileDocuments cost about $20 each to file

Retrieving a misfiled document cost Retrieving a misfiled document cost

$120.00$120.00

Reducing Operational Reducing Operational CostsCosts 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 clerical tasks in the paper files? (Average knowledge worker earns $55K per year)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% = $16,500value tasks (55K x 30% = $16,500

(10 employees @ $55K) x 30% = $165,000(10 employees @ $55K) x 30% = $165,000 (100 employees @ $55K) x 30% = (100 employees @ $55K) x 30% =

$1,650,000$1,650,000

Reducing Operational Reducing Operational CostsCosts Quoting a Gartner Group StudyQuoting a Gartner Group Study

– Cost of maintaining paper filesCost 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 AverageYou may be more efficient that the National Average

– Even if the Gartner Group is only half rightEven if the Gartner Group is only half right Would you believe your cost is closer to $3,000Would you believe your cost is closer to $3,000

– Cost of maintaining electronic files on magnetic Cost of maintaining electronic files on magnetic stores is $1,000 to $1,200 per Gigabytes (GB)/Yearstores is $1,000 to $1,200 per Gigabytes (GB)/Year

– Unit of measure must be reconciledUnit of measure must be reconciled

– (Cabinets/Year -vs.- Gigabytes (GB)/Year(Cabinets/Year -vs.- Gigabytes (GB)/Year

Reducing Operational Reducing Operational CostsCosts Two facts are required to convert Two facts are required to convert

Cabinets Cabinets to Gigabytes (GB)to Gigabytes (GB)

The average file size scanned at 300 dpi is 50K per pageThe average file size scanned at 300 dpi is 50K per page

– 50K average files size yields 20,000 pages per GB50K average files size yields 20,000 pages per GB– 40K average files size yields 25,000 pages per GB40K average files size yields 25,000 pages per GB– 30K average files size yields 30,000 pages per GB30K average files size yields 30,000 pages per GB

Experience indicates the average active file Experience indicates the average active file drawer drawer contains approximately 3000 pagescontains approximately 3000 pages

Reducing Operational Reducing Operational CostsCosts So a 4 drawer cabinet holds approximately So a 4 drawer cabinet holds approximately

12,000 pages12,000 pages

Choose your number for easy mathChoose your number for easy math– Two four drawer file cabinets equal about 1 GBTwo four drawer file cabinets equal about 1 GB

Now compare Paper Management vs. Now compare Paper Management vs. Electronic Document ManagementElectronic Document Management– Two cabinets at $3,000.00 each =Two cabinets at $3,000.00 each =

$6000.00$6000.00 / Yr in Paper Filing System vs. / Yr in Paper Filing System vs.$1,200$1,200 / GB / Yr in a Electronic Repository System / GB / Yr in a Electronic Repository System

Business DecisionBusiness Decision

So which would you rather pay,So which would you rather pay,

$6,000.00 or $1,200.00?$6,000.00 or $1,200.00?

How many filing cabinets do you How many filing cabinets do you have?have?

Business DecisionBusiness Decision

What have I left out?What have I left out?

Capture costsCapture costs– Assume $.11 per page to outsource the Assume $.11 per page to outsource the

scanningscanning– So capture costs is $2,200 per GBSo capture costs is $2,200 per GB

So which would you rather spend?So which would you rather spend?

– $6,000.00 / Year for a Paper System or$6,000.00 / Year for a Paper System or– $3,400.00 / GB / Year for an Electronic $3,400.00 / GB / Year for an Electronic

SystemSystem

Business DecisionBusiness Decision

But again, think critically! What is But again, think critically! What is wrong?wrong?

– Capture costs are only a one time costCapture costs are only a one time cost

– Your Paper Costs goes on and on Your Paper Costs goes on and on Year after YearYear after Year

So the real annual cost comparison is So the real annual cost comparison is

$6,000.00 / Year vs. $1,200.00 / Year$6,000.00 / Year vs. $1,200.00 / Year

Business DecisionBusiness Decision

So, knowing what you know now, So, knowing what you know now,

why would you want to wait?why would you want to wait?

Why would you want to continueWhy would you want to continue

doing what you have been doing?doing what you have been doing?

Again, which would you rather pay?Again, which would you rather pay?

Increase Your Increase Your ProductivityProductivity

Time is MoneyTime is Money No more searching for lost files or chartsNo more searching for lost files or charts

No more going to storage to look for old filesNo 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 E-mails. any electronic file, even E-mails.

Capture your Invoices, Statements & ReportsCapture your Invoices, Statements & Reports Everything can be archived & quickly located within the Everything can be archived & quickly located within the

Electronic Document Management System.Electronic Document Management System.

It doesn’t matter if the file is 10 minutes old or 10 years old you can It doesn’t matter if the file is 10 minutes old or 10 years old you can Quickly find any document in Quickly find any document in 1 second or less 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. with our Remote Backup Service.

(Try doing that with your paper system)(Try doing that with your paper system)

Business ProposalBusiness Proposal

Let us develop a cost effective Let us develop a cost effective Records Records Management Solution for your Management Solution for your business.business.

That Results inThat Results in::

Increased ProductivityIncreased ProductivityImproved Customer ServiceImproved Customer ServiceReduced Operating CostsReduced Operating CostsIncreased Profit$Increased Profit$

So What’s Holding You So What’s Holding You Back?Back? We can provide a scanning service for all your existing We can provide a scanning service for all your existing

documentsdocuments

We will train your staff to fully utilize the systemWe 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, Servers, Workstations, Scanners, all the Hardware, Software Software & Networking required to make the system work right, & Networking required to make the system work right, and and within your budget.within your budget.

We can also offer flexible financing optionsWe can also offer flexible financing options

One call does it all!!!One call does it all!!!

Please Contact UsPlease Contact Us

North American TechnologyNorth American TechnologyYour Technology PartnerYour Technology Partner

Voice: 208-323-8194Voice: 208-323-8194Fax: 208-323-8198Fax: 208-323-8198

E-Mail: E-Mail: sales@northamtech.comsales@northamtech.comWeb: Web: www.northamtech.comwww.northamtech.com

© © North American Technology, LLC All Rights Reserved 2005North American Technology, LLC All Rights Reserved 2005