businesses are awash in a sea of paper. Current document
management technology grows out of the business community
where 90% of corporate information resides in paper
documents. Efficient management of that paper is crucial
to the success of your organization. Our document
management system is an affordable solution which converts
paper documents into electronic documents for easy filing,
retrieval and storage. It is affordable, and as simple to
use as a copy machine.
Management With Electronic Documents
demonstrated that in paper-based systems, workers waste
approximately 20% to 40% of their time searching for documents
manually. Lost or misplaced paper files are a common problem
with potentially disastrous results. The following statistics on
document management are alarming:
of corporate memory exists on paper.
2) Of all the documents that get handled
each day in the average office, 90% are merely shuffled.
3) The average document gets copied 19
4) 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.*
5) 7.5% of all documents get lost, 3% of
the remainder get misfiled.*
6) Professionals spend 5-15% of their time
reading information, but up to 50% looking for it.
7) There are over 4 trillion paper
documents in the U.S. alone – growing at a rate of 22% per
*source: Coopers & Lybrand
Once paper documents are converted into digital,
indexed files using our system, losing a document is almost
Paper Filing System
Digital Document System
May take minutes to hours depending on whether the file
has been properly filed, is on someone's desk, or has been
removed from the office. Archived files are a particular
problem if they are stored off-site.
You can search and retrieve documents in seconds right
from your desktop PC -- including archived files.
According to Coopers & Lybrand 7.5% of all documents get
lost, and 3% of the remaining are misfiled.
It is virtually impossible to lose a document filed using
May take from a few minutes to several hours. Off-site
filing is especially time-consuming.
Easily managed from your desktop PC; once accessed,
documents are re-filed instantly with the click of a mouse
Requires making multiple copies using a copy machine. The
average document gets copied 19 times and most of the
copies get filed.
Everyone accesses the same digital document, eliminating
the need for physical duplicates.
Mail 2 - 5 days, overnight mail, fax (poor copy). Faxed
copies can be seen by anybody that walks by the fax
Print, fax or e-mail documents. E-mail can be
password-protected so that only the intended recipient can
view the document.
vulnerable to physical insults (e.g. fire and water
electronic backups may be maintained off-site.
One incurs the
cost of filing cabinets and the cost for the space that
23,000 documents can be stored on one CD, which costs
under $1. Active files reside on your server (which
requires minimal space).
When a customer
calls you must usually pull the file and call him/her
back. Many times this results in a game of "phone tag."
are retrieved instantly from your desktop PC, reinforcing
your professional image and avoiding many return phone
Instant access to critical information allows employees to
accomplish more goals, more efficiently. In addition, printing
and publishing costs are eliminated for documents that do not
require hard copy creation.
Facilitates Organizational Bonding
Often cited as a key benefit by our clients, our document
management system facilitates document sharing and communication
not only between, but also within, organizations. This helps
build what has been described as a "corporate consciousness."
People feel like part of the team.