Going “Paperless” From a Business Point of View
What are the benefits to me to go paperless with NoPaperFiles.com
- Filing documents is easy. Filing paper documents requires a physical trip to the filing cabinet. The time it takes to file and retrieve documents electronically has been measured at 10:1 over paper based filing
- Rapid Return On Investment
- Not only do you have access to the files from anywhere in your office without getting up from your desk but also multiple offices have access to the same information. Further you have secure access to all of your information from anywhere in the world, (Your home, on a business trip, etc.,) as long as you have internet connectivity.
- On paper files when a customer request requires a document, you must pull the file and call him/her back. This results in phone tag and wastes both time and phone charges. Electronically the files can be retrieved and viewed instantly on your PC. This allows you to handle the problem immediately, eliminating phone tag and improving your organization's image. This improvement in client satisfaction has been rated at an increase of 30%-50%.
- Lost documents become a thing of the past. The powerful search tools built into NoPaperFiles.com make it virtually impossible to lose a document. In a sample office that generates 100 documents a week, 7.5 (See above) of these will be lost, requiring the document to be recreated at a cost of $220 each. If the paper based system being used is very efficient and this loss is reduced to 4%, the total is still a cost of $880/week. If the paperless system is inefficient and has a loss rate of 2% the savings in using an inefficient paperless system is $440/week or $5,280/year. It’s not hard to calculate how much time and effort is saved just by not losing documents.
- Misfiled documents can be easily found using the search capabilities built into the document management system. Misfiled documents in a paper-based system can be impossible to find depending on how and when they were misfiled.
- Multiple people can be in the same file at the same time. No more trying to figure out who has the file. Meetings can be more productive because all information is available to everyone without a thousand paper copies floating about.
- Documents are stored in an electronic format which is easily backed up and can be copied offsite easily. Multiple copies of the documents can be made easily and cheaply. In contrast, a paper based system would require copies of each piece of paper as they are generated. At $.05 a page this can become prohibitively expensive.
- How will this system improve meeting regulatory compliance needs?
- How will improvements in communication and collaboration benefit business?
- The greater the potential to re-use information in the system, the greater the ROI. How much time will be saved by using existing information instead of recreating it?
- What are the benefits of a shorter product cycle time?
- How valuable is a more secure and accessible archive of business assets?
- How much will improvements in customer service benefit repeat business?
- How much will more efficient document processes improve competitive positioning?
- Will better document availability lower risk factors and errors?
- Will employees be happier?
- Can I really afford to not implement a document management system?