Consider This...
Compliments Of QED Software
Paper Filing System vs. Document Imaging System
Cut Costs & Increase Productivity With
A Document Imaging System
In a business climate where organizations are looking for ways to cut costs and increase productivity, document imaging systems are providing the most dramatic impact since the copy machine replaced carbon paper. Finding and retrieving a document using a document imaging system is significantly faster than with a paper based system. The amount of time saved using an electronic retrieval system is enormous because it eliminates the wasted hours spent filing, searching, retrieving and re-filing paper documents. This "found time" gives a business the option of either re-allocating an employee's time to more productive tasks, or to reduce the size of its workforce.
When information is freed from the physical limitations of paper and converted into an electronic format, it becomes a more valuable strategic resource. Our document imaging system allows you to create electronic documents that can be viewed, searched, and printed from virtually any networked PC, while retaining their original look and feel - complete with text, graphics, photos and colour.
Problems Of A Paper-Based System
- The average document gets copied 19 times,
- 7.5% of all documents get lost, 3% of the remainder get mis-filed,
- Professionals spend 5-15% of their time reading information, but up to 50% looking for it,
- There are over 4 billion paper documents - growing at a rate of 20% per year,
- 90% of corporate memory exists on paper,
- Of all documents that get handled each day, 90% are merely shuffled.
- Create electronic documents that can be searched, viewed and printed from any networked PC.
- Save thousands in annual storage and administration costs.
- Have access to electronic documents at any time and from any location.
- It is virtually impossible to lose a filed electronic document.
- Print, fax or e-mail documents with our system using password protected security at the document level.
- Approximately 23,000 documents can be stored on a single CD costing under one dollar.
| Paper Filing | Document Imaging | |
| File Retrieval | May take minutes to hours, depending on whether the file has been properly filed, is on someone's desk or has been removed from the office. Archived files are a particular problem if they are stored off-site. | You can search and retrieve documents in seconds right from your desktop PC - including archived documents. |
| Document Filing | May take from a few minutes to several hours. Off-site filing is especially time consuming. | Easily managed from your desktop PC; once accessed, documents are re-filed instantly with the click of a mouse button. |
| Document Sharing | requires making multiple copies using a copy machine. | Everyone accesses the same digital document, eliminating the need for physical duplicates. |
| Storage Space | One incurs the cost in filing cabinets plus the cost of the physical space they require. | Approximately 23,000 documents can be stored on one CD. |
| Customer Service | You usually need to go and pull the file and call them back. many times this results in a game of "phone tag". | You can instantly search and retrieve the documents, thus improving response time, image and avoiding the "phone tag" game. |
| Disaster Protection | Inherently vulnerable to physical insults. | Duplicate electronic backups may be maintained off-site. |
Volume:
September 2005
The disclaimer…
These articles are intended as starting
points and do not thoroughly cover the topic.
For further help, information, requests, questions or comments, please contact
me at…
Regc@QEDSoftwareSolutions.com
Reg Cawston
QED Software Solutions Ltd.
7731 Wansford Drive
Delta, British Columbia
V4C 7T1
Office: (604)501.1474
Fax: (604)501.2454