Manual Filing Systems: The Paper Chase Copyright 2003-2004, Questys Solutions/Decision Management Company, Inc. All rights reserved. No portion of this

Manual Filing Systems:

The Paper Chase

Copyright 2003-2004, Questys Solutions/Decision Management Company, Inc. All rights reserved. No portion of this file may be copied, distributed, or shared in any way without the express prior written consent of Questys/DMC, Inc.

Manual filing of your paper documents or microfilm is...

• Repetitive• Time Consuming• Costly• Not Secure• Inefficient

Paper is filed by: Organizational Entities

Subject

Activity

Original

Copy

Copy

Filing structure is limited!

Ace Inc.

Contract Ace Inc.

Activity ReportsAce, Inc.

Retrieving your files can be equally limited...

By Name

By Activity

By Date

Retrieval is limited to searches:

Room for Improvement?

Cost

Valuable Office Space

Overrun By Files

Office space rent (including services) $300 per 12 sq. feet

annually

Files & supplies to create and maintain 12,500

documents ($0.005/page)

$62.5$125

Total Annual Cost of 1 Cabinet

100+300+62.50+125 = $587.50

Total Cost of ownership of 100 Cabinets =

$58,750

Annual Cost of Ownership of one Office Filing Cabinet

12 square feet of office space

Supplies

Cost $1,000 amortized over

10 years

$100 $300

Paper

Cost of fireproof cabinet

Cost of paper

Retrieval Time

Misfiled Documents

Missing Files

Cost

Tim

e

When you’re looking for a paper file,

consider this:

Paper documents can only be retrieved by

relatively simplistic, pre-set indexing criteria.

There are limited options due to duplication or/and

cross-indexing.

Tim

e

Cost

Fle

xib

ilit

y

Barney & Kale…?Bake &

Turner…?

You have to be in the same building to access

your documents,or paper documents must be faxed or delivered to

you!Tim

e

Cost

Fle

xib

ilit

y

Locati

on

Only one user can access a paper file

at a time

Tim

e

Cost

Fle

xib

ilit

y

Locati

on

Mu

ltip

le U

sers

Locati

on

Mu

ltip

le U

sers

For Paper Records, security is by:

•Lock and Key on a room, drawer and/or file level

• You can read, duplicate, alter, remove and even….lose your documents in a disaster.

Tim

e

Cost

Fle

xib

ilit

yS

ecu

rity

Tim

e

Cost

Fle

xib

ilit

y

Locati

on

Mu

ltip

le U

sers

Secu

rity

Forget the Paper Chase.

Go digital.

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