2. paper is a temporary medium for information
it may be efficient only in small quantities
expensive, inefficient & fraught with risk in
large
3. paper facts in an average
organization
stores 10,000 to 12,000 documents in a four-
drawer file cabinet
uses 9 square feet of floor space per four-drawer
file cabinet
spends $1,500 per year per four-drawer cabinet
spends $20 in labor filing each document
employs one person per every 12 filing cabinets to
keep and maintain the same
spends 18 minutes searching for a document
spends $125 in labor searching for every misfiled
document
spends $350-$700 searching and replacing lost
documents
spends 400 hours per year searching for lost files
spends 25 hours recreating lost documents
misplaces/loses and average of 1 out of every 10
documents
copies 19 times every document
paper requirement growth is 22% per year
(paperwork doubles within 3.3 years)
70% of today's businesses will fail in a period of
three weeks after a catastrophic loss of paper
records
4. reality in most of organizations
→the volume of paper records is still increasing steadily in 56% of
organizations
→half of organizations are scanning newly received papers and filing them
electronically rather than manually
→third of businesses are looking to go to all-electronic records-keeping
the other half are manually filing inbound paper documents←
40% of organizations routinely printing newly generated documents and ←
emails to file them as paper records
electronic records are more than twice as likely to be described as “unmanaged” ←
than paper records
5. real facts for paperless office
→ annual reduction of 58,880 pages (118 reams) for approximate of $1000
→ annual reduction of toner and ink costs for approximate of $3,230
→ annual energy reduction costs of $5,600
→ average annual cost benefit of $21,555
reduced machine count ←
reduced machines’ aftersales consumables ←
procuring more efficient hardware ←
lower shipping and transportation costs ←
→ increased employees productivity
→ faster access to information, offer better customer service and improved customer satisfaction
→ improved efficiencies in basic business processes (e.g., invoice processing)
→ freeing up workers for more strategic tasks
facts based on 100 employee organization
6. benefits of paperless environment
eliminate office storage space consumed
by filing cabinets
eliminate delays in sharing content
between knowledge and information
workers
increase content security by relying on
systems security
reduce environmental impact by becoming
eco-friendly
saves an average of $101 a week per
worker by making documents digitally
accessible
save $10,000 a year in time and materials
per employee by eliminating copying,
distribution, fax, and storage costs of
papers
average employee can save $60 to $250
by using (OCR) to convert paper to digital
documents rather than recreating them
7. top 5 tips for a digital office
1
2
3
4
5
enable fast
and easy
scanning for
everyone in
the office
with devices
you already
own
create
automated
document
routing
solutions to
speed
information
exchange
print to PDF
instead of
printing to
paper and
share
documents
digitally
transform
paper forms
to PDF or
InfoPath
forms and
automate
them
put digital
documents
editing and
conversion
tools on
every
desktop