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Scanning

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Data Collection
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SCANNING - THE WAY OF THE FUTURE

Key Advantages of Scanning over Traditional Methods

The costs associated with document handling are not considered carefully enough despite how significant they can be. Consider the following statistics:

92% of information is in manila folders
80% of technical information is on paper and microfilm
Document management is now the largest cost in organisations
Paper files are doubling every 3.5 years
The average document is copied 19 times
Each day one billion photocopies are made
The average worker has a 34 hour paper backlog
Half an office workers time is spent handling paper or data entry
50% of all projects are behind schedule
Paper costs:
- Services 5%
- Supplies 6%
- Space 7%
- Equipment 12%
- Labour 70%

(Sources: AIIM, Forrester, Star Securities, US Department of Labour)

Areas that are a little more difficult to measure but still add significant costs to the organisation include:

Retrieval costs
Loss of documents
Security
Risk management
Misfiling

Timely Document Retrieval

How often do we think, where is that document? How much work do we duplicate because we can not find the right information?

The unfortunate reality is we do not measure the impact of an inefficient document system. We would need to measure the time spent filing, retrieving and the opportunity lost because we could not quickly and easily locate the information we required. The easiest way to understand the benefit is to think of the times you get a request for a file, you know its exact location and can retrieve it quickly, compared to being asked for a document you are not sure exists and/or where it could be filed.

This removes the difficulties with the retrieval of files associated with a traditional manual system
The computer will quickly access the required file without further effort required

FEATURE	THIS MEANS	THE BENEFITS
Documents can be retrieved by simply typing in a name	The difficulties with retrieval of files associated with traditional manual systems are eliminated	Saves time Requires less resources Saves money $$
The computer does all the searching	The search process is fully automated	Much quicker and efficient retrieval Saves money $$ Retrieval is a matter of seconds
Documents can not be incorrectly filed	The filing structure is designed to maximise filing efficiencies	There will never be a problem finding a file because it is in the wrong place
Scanning to CD	No boxes, cupboards or storage rooms to search	Reduced physical movement required retrieving files
Information can be retrieved from remote locations	A document can be accessed without the need to wait for couriers or to drive to the office	Increased efficiency Less frustration Lower overheads Faster transaction of important information Opportunities are not missed

Easy Multiple Location Access

With the increasing requirement to improve customer service companies are often placed in a situation of needing information quickly at the location providing the best accessibility to customers.

The requirements for information being available from multiple locations typically stem from any of the following:

Regional offices
Staff working onsite
Staff working at home
Project offices
Conferences
Regional customers

There are many reasons, but they all come down to one thing, a need to have fast access to the most accurate information, no matter where the location.

The easiest way to achieve this is through electronic distribution of records.

FEATURE	THIS MEANS	THE BENEFITS
Documents can be centrally controlled and stored	Only one location is required for document storage and control but retrieval can be from multiple locations	No need for multiple copies to be available and reproduced for each location
Documents can be distributed securely	The chances of loss or security breach are eliminated	Peace of mind in terms of security
Simultaneous access of the same information	You can discuss and view the information with a person that is not located near the documents	Less travelling Faster decisions Better decisions
Living documents	The information viewed from remote locations is the latest version	No need to distribute copies of the same information No need to train librarians to ensure the correct and latest data is on file Reduced courier costs Confidence in data Lower equipment costs No need to purchase equipment Duplication costs are no longer a consideration
Information can be portable	Information can be accessed in the most remote locations, eg aircraft	Productive use of time Decisions need not be guesswork

Maximise Space

Most offices these days waste an incredible amount of space storing documents. Research shows that an average office contains one-third space for people, one-third for walkways and the last third for storage.

Using the above figures it can be agreed that one-third of rent, electricity and heating costs is being spent to keep filing cabinets warm and happy. The cost of storage is not only the space but also the physical resources used to store the information. For example, boxes, dividers, folders, plastic sleeves, filing cabinets, shelving, etc.

If the fixed costs associated with storage were eliminated the impact on a company’s results will be very significant.

FEATURE	THIS MEANS	THE BENEFITS
One four drawer filing cabinet fits on one CD	A significant amount of information can be transferred from a large number of forms onto CD	Significant reduction in the physical space and resources committed
Future planning of space utilisation, filing and personnel requirements simplified	Long term planning for expenditure on personnel space, furniture and equipment is simplified	Budgeting for storage of CDs is straight forward compared with budgeting for the costs associated with hard copy documents expanding to double their size every 3-5 years
Storage space in the general office area that is required due to the need to access the information regularly can be reduced	The filing cabinets, shelves and store rooms can be moved to lower cost buildings or may not be needed at all	Lower fixed costs Less time spent travelling to the documents A better location for the office can be chosen An improved work environment
Reduced clutter and mess	Improved appearance	Better image for clients Happier and more motivated staff
Simplification of storage requirements	No special document storage requirements exist	No requirement for fireproof rooms No special air-conditioning No special security arrangements No need to reinforce floors No difficulties if you need to move

Continued...