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The average office:• Makes 19 copies of each document.• Spends $20 on labor to file each document.• Loses 1 out of 20 office documents.• Spends $120 searching for every misfiled
document.• Spends $250 recreating each lost
document.• Spends $25,000 to fill a four-drawer file
cabinet and $2,000 annually to maintain it.
Go Paperless by implementing a Document Management Solution
A way to Store, Retrive, and Distribute Documents and Folders in Electronic form rather than paper form
A centralized, single repository for all of your documentation (students, instructors, admin staff, vendors)
Documents/Folders that are indexed for easy and rapid retrieval
Documents and Information that is secured and accessible only to specific individual or groups
• Manage millions of documents and retrieve the right one in seconds.
• Share documents with colleagues while protecting confidential information.
• E-mail and fax files instantly.• Access documents while traveling.• Publish documents to CD, DVD or the
Web, as appropriate.• Back up files and records for disaster
recovery.
Eliminate time locating a folder Allow multiple individual to access the
same document or folders Create manageable distribution of paper
documentation via CD Reduce storage cost of paper folders on
site. Create a disaster back-up of your
student data. Rapid Return on Investment Improve Customer Service by locating
documentation rapidly
A workflow solution allows your organization to:• Design rules-based routing systems to streamline
document-handling procedures.• Copy and move documents using routing
services and your computer network.• Automatically notify staff and supervisors when
certain events take place.• Monitor user activity, guaranteeing efficiency and
project completion while enabling enhanced staff efficiency reporting.
Most offices can be trained in less than a day
Organization of electronic folders can be just like you do do it today
Most systems require very little administrative support
The user interface to those systems can be very similar to Windows
• Existing computer network. • Document Management Package that is
accessible to your network• Scanner(s), centralized, sheet feeding• Storage both local and off-site• Outsource back-file of existing
documentation• Dual Monitors
Backups Routine maintenance of your scanner
device Adding new users and groups to the
system Modifying security roles and access Management of servers and desktops
Business Size $500,000In annual revenue
$1,000,000In annual revenue
$4,000,000In annual revenue
TechnologyInvestment
1.4% of revenue($7,000)
2% of revenue($20,000)
1% of revenues($40,000)
Staff Savings 1000 hours (0.4 of a full-time employee
1500 hours (0.6 of a full-l time employee
6000 hours (2.4 full-time employee)
Overhead Savings 8.6% of revenues($43,000)
8.9% of revenues($89,000)
8.6% of revenues($342,000)
Profit Increase 41.2% 55.9% 40%
Business ValueIncrease
$216,000 $626,000 $3,421,000
What do you expect a document management system to do for you?
What problems do you need to solve? How do you plan on using the system? Do you need the system to interface with
current business-critical applications? Which ones?
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