Why Should You Care About Paper Reduction And Process Transformation?
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Transcript of Why Should You Care About Paper Reduction And Process Transformation?
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Why Should You Care About Paper Reduction and Process Transformation?
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Over 550,000 businesses run Nitro. What have we learned from them?
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Trends driving the need to address document management
• Content Growth
• Content Sprawl
• Divergent Workflows
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These content and workflow trends are creating significant challenges
• Productivity is decreasing
• Security is compromised
• Sustainability is eroded
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PRODUCTIVITY
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Lack of Access to the Right ToolsIn orgs with < 100 employees,
57% are not equipped with a PDF editor.
74%
In orgs with 100+ employees, 74% are not equipped with a PDF editor.
57%
“The State of Document Productivity in the Workplace.” Nitro, 2014
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Document Challenges
Editing 30%
Signing 17%
Reviewing 15%
Collaborating 14%
Sharing 14%
None 5%
0% 5% 10% 15% 20% 25% 30% 35%
All forms of interactivity & collaboration
are seen as equal challenges.
PDF editing is far and away the
most common challenge.
End users face many challenges when working with PDF.
“The State of Document Productivity in the Workplace.” Nitro, 2014
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Lacking the Right Tools Forces Paper‐based (and inefficient) Processes
Disparate, inefficient, unsecured document processes and workflows.
SCAN
a
Ab cc
COLLABORATETRANSFORM
SIGN EDIT
CREATE
PRINTPRINT
SCAN
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Creates Barriers to Effective Collaboration
Have emailed the wrong version of a file to a boss,
client, or co‐worker
Have found themselves working on the wrong
version of a file
48% 6.9hrs/wk
81%
Spent collecting, consolidating, and
deciphering feedback
Harris Interactive Knowledge Worker Survey, 2013; IDC InfoBrief: The Document Disconnect, 2015
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SECURITY
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Security is a Top Initiative to Protect from Internal Risks
Feel that their organization is exposed to considerable risk due to stored content
that is not correctly identified
Of U.S. organizations experienced leakage or loss of sensitive or confidential
documents
AIIM Industry Watch Content Analytics , July 2015IDC InfoBrief: The Document Disconnect, 2015
54% 90%
.
76%
Say document process issues impact revenue recognition or create
auditor issues
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Are your document workflows creating risk for your company?
• Paper creates risk• Free conversion sites create risk• Ad‐hoc sharing creates risk• Lack of visibility and traceability creates risk
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Old paper habits die hard. (Or not at all.)
58%
Default to printing and signing a
document received via email
27%
Print PDF documents in order to review
them
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Old paper habits create risk.
• Paper is at the heart of a significant percentage of security breaches
• Paper is too easy to destroy.
• Paper is impossible to track, version, or protect.
23%
61%
Of major breaches (affecting more than 500 individuals)
involve paper records
61% of small breaches involve paper records
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Free PDF Conversion sites create risk
• Are your employees searching for Free PDF Conversion tools and loading their documents onto the internet?
• How much can you trust these sites with your sensitive and confidential company, customer, and employee information?
Vilnius, Lithuania?
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Ad‐hoc sharing creates risk.
Ponemon Institute, 2012 Security Breaches Study
77%
do not provide secure document sharing/mobile access solutions for
their employees
85%
Use insecure file sharing tools such as DropBox, Box.net, Usb Drives,
Email attachments
Public Drives USB Drives Email Attachments
62% 68% 71%
Most Common Methods of Theft or Loss
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Lack of Visibility and Traceability creates risk.
IDC InfoBrief: The Document Disconnect, 2015
55%
can’t tell whether a document has been viewed/reviewed/signed by appropriate people and cite difficulty getting status
and visibility into the process
38%
cite difficulty relating documents or versions of documents to important
context
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SUSTAINABILITY
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Paperless sustainability initiatives have much upside
• Save Trees• Save Energy• Save Space• Reduce Waste• Bonus! Save Money
The Paperless Project, Facts about paper: The impact of consumption
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Reduce Waste
Kefron, Paper Waste ContentThe Paperless Project, Facts About Paper: The impact of consumptionXerox 3 Steps to a Greener Office 2014
45%
70%
1.5 lbs
30%
45% of the paper printed in offices ends up in the bin by the end of the day
of office waste is paper
amount of paper waste each employee in a business office generates per day (2 lbs in financial companies)
of print jobs are never picked up by the user
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Bonus! Save Money
$20 $120 $250
To print a piece of paper(paper, electricity for printer, ink)
To file a document To search for a misfiled document
To recreate a lost document
AIIM Study 2014
$1.12
Avoid Costs:
Realize Savings:
$30M Manufacturing company Owens Corning saved $30m in filing cabinet lease costs by going paperless
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CONCLUSION
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4 Things You Can Start Doing Today
Provide workers access to the right tools
Educate workers on proper processes
Prescribe standardized collaboration practices
Promote a sustainability campaign
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Thank you!