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adopting paperless office, the facts

Date post: 13-Nov-2014
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adopting paperless office, the facts
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adopting paperless office (green office) , the facts
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Page 1: adopting paperless office, the facts

adopting paperless office (green office) , the facts

Page 2: adopting paperless office, the facts

paper is a temporary medium for information

it may be efficient only in small quantitiesexpensive, inefficient & fraught with

risk in large

Page 3: adopting paperless office, the facts

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

Page 4: adopting paperless office, the facts

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

Page 5: adopting paperless office, the facts

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 tasksfacts based on 100 employee

organization

Page 6: adopting paperless office, the facts

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

Page 7: adopting paperless office, the facts

top 5 tips for a digital office

1enable fast and easy scanning

for everyone

in the office with

devices you

already own

2create

automated document

routing solutions to speed

information exchange

3print to

PDF instead of printing to paper and

share documents

digitally

4transform

paper forms to PDF or

InfoPath forms and automate

them

5put digital documents editing and conversion

tools on every

desktop


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