Facts About Files: Build Your Case For Digital Document Management

August 26, 2016
Productivity Efficiency

Table of Contents

Following are some eye-opening facts from various reputable industry sources regarding document handling costs that will assist you in building an ROI for implementing a Document & Data Management Solution (DDMS) in your organization. These facts serve as great reminders of the value of DDMS and are notably relevant given the ongoing tightening of corporate resources.

  • The average office spends $20 in labour filing or retrieving a single document. $120 in labour is spent finding a single misfiled document. $220 in labour is spent recreating a single lost document!
  • 7.5% of all documents get lost, 3% of the remainder get misfiled!
  • The average business document is copied 19 times – over 81 billion sheets of paper are copied each month!
  • There are over 4 trillion paper documents in North America – growing at a rate of 22% per year!
  • Banks have over 16 billion paper documents on file, growing at a rate of 4% per year – 80% of the documents are suitable for imaging!
  • Over $5 billion each year is wasted on printed materials that become obsolete before they are ever used!
  • For every 10 printed pages, only 1 is ever consulted!
  • Only 10% of corporate information lies in structured databases. The remaining 90% – often critical to business processes – lies unmanaged in chaotic file system structures!
  • Professionals spend 5 to 15% of their time reading information, but up to 50% looking for it!
  • A Price Waterhouse study required a paralegal to find 20 documents out of 20,000. After 67 hours of searching, the paralegal found 15 of the requested 20 documents. Given the same task, a Document Management System found all 20 documents in less than 3 seconds.
  • An optical storage device occupying less than 1 square foot, can hold what 200 four-drawer file cabinets can store in 1,000 square feet.
  • Forty to sixty percent of an office worker’s time is spent handling paper, which translates to 20-45 percent of an organization’s labour costs and 12-15% of an organization’s expenses.
  • Studies show that managing digital documents using a service bureau costs substantially less than managing hardcopy documents.
  • A single FAX machine costs $6,200 per year; the average time to manually FAX a document is 8 minutes.
  • The cost of office space has increased 19%.

*sources: Coopers & Lybrand, PC Magazine, AIIM, Imaging Magazine, Inform Magazine, Fortune Magazine, Ernst & Young, Profitability Bulletin, Captaris, Office Space Across the World

THE COST OF PAPER VS DIGITAL STORAGE OF DOCUMENTS

DescriptionPaperDigital
Average time to retrieve one file7 min.4 sec.
Average time to refile3 min0 min
Average total cost of retrieval and refiling$ 2.00$ 0.20
Average cost of an unavailable file$ 120.00$ 0.00
Average annual cost of maintaining a file$ 3.44$ 1.81

(Includes materials, space and labour)

(Information from the Dartnell Institute and ODDSAR Publication. Dollar amounts based on a US $12.00 per hour wage, includes salary, fringe benefits, overhead and taxes.)

Contact ACI to learn how you can save a significant amount on overhead costs by converting hardcopy documents to digital – and by automating AP & AR processes. Call us at 1-800-719-9621 or contact us by clicking the ‘Contact’ button below.

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