adopting paperless office (green office) , the facts
paper is a temporary medium for information
it may be efficient only in small quantitiesexpensive, inefficient & fraught with
risk in large
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
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
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
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
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