Unlv user forum_hollycondon_goingpaperless

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  • 1. PUTTING PAPER IN ITS PLACE! Presented by : Holly Condon VP of Marketing for PaperSave April 25, 201205/01/2012 1
  • 2. AGENDA - Paperless Advancement 101 Paper versus Digital - Taking the Test: Accessing Your Paper - Case Studies - Quick Demonstration - Calculating Your ROI05/01/2012 2
  • 3. PA P E R L E S S 1 0 1 : PA P E R V E R S U S D I G I TA L05/01/2012 3
  • 4. PA P E R L E S S 1 0 1 Cost at lots of levels - Photocopying - Storage - Human Resource Loss Potential Storage Space Limitations User Access-Simultaneous Access Capacity to Process Gifts05/01/2012 4
  • 5. PA P E R L E S S 1 0 1 - R E T R I E VA L Paper Filing System PaperSave Can take minutes to All documents (working days and archived) can be Onsite documents (if searched and retrieved in properly filed) are seconds from the Raisers retrieved relatively Edge quickly Pull groups of documents Archived files (previous using RE: Query Tool FY) stored off-site take much longer and cost far greater to retrieve05/01/2012 5
  • 6. PA P E R L E S S 1 0 1 - R E T R I E VA L Paper Filing System PaperSave One retrieval method Five Retrieval Methods based on a single index 1. Drill down from RE Lost documents are costly record to reproduce and can have 2. Query Integration legal ramifications 3. Index Search Missing documents can take up to 10 times the 4. Content (OCR) Search amount of time to retrieve 5. SharePoint as properly filed documents05/01/2012 6 6
  • 7. PA P E R L E S S 1 0 1 L O S T A N D M I S S I N G I N F O . Paper Filing System PaperSave On average, 7.5% of all Once a document is in the documents are lost system, it can never Lost documents are costly become lost. to reproduce and can have With proper backup legal ramifications procedures in place, Missing documents can disaster recovery can take up to 10 times the occur very quickly. amount of time to retrieve as properly filed documents05/01/2012 7 7
  • 8. PA P E R L E S S 1 0 1 D O C U M E N T F I L I N G Paper Filing System PaperSave Can take minutes to days 9 Document Capture Requires manual Methods document filing Auto-files when doing data Manual Indexing entry05/01/2012 8 8
  • 9. PA P E R L E S S 1 0 1 D O C U M E N T C O L L A B O R AT I O N Paper Filing System PaperSave Impossible unless copies Since all the documents are made are digital, multiple users Requires manual can access the same document filing. document at the same time. Version Control with Check In/Out05/01/2012 9 9
  • 10. PA P E R L E S S 1 0 1 S T O R A G E REQUIREMENTS Paper Filing Systems PaperSave A 4 drawer lateral file 10,000 pages can be cabinet holds 10,000 stored in 500MB (1/2 GB) pages A 50 GB hard drive can be Each cabinet requires 8 purchased for under $50 sq/ft . Cost of each cabinet is roughly $1,20005/01/2012 10 10
  • 11. PA P E R L E S S 1 0 1 S E C U R I T Y Paper Filing System PaperSave Lock and Key security only Multiple levels of security Inability to set multiple to access documents. security levels Annotation Level Security Redactions Rights-based security can be applied so that only specific users can add or delete documents based on Active Director .05/01/2012 11
  • 12. PA P E R L E S S 1 0 1 B U S I N E S S P R O C E S S Paper Filing System PaperSave No control over documents Track documents sent for approval electronically through No Audit Trail approval process. Electronic Audit Trail Automate reports for end of month accruals05/01/2012 12 12
  • 13. S TA R T L I N G S TAT I S T I C S Workers create 45 pages each day Filing Space doubles every 10 years 4-5 drawer cabinet holds 3,000 pages - Occupies 6.7 square feet of floor space Most records are more than 4 years old - Retrieved less than 4 times a year Source: Cal Poly Study05/01/2012 13 13
  • 14. M O R E S TA R T L I N G S TAT I S T I C S 32% of documents are un-retrievable - In Use - Misfiled - Lost Costs $60-$120 to Locate a misplaced doc 20-30% is spent filing and retrieving05/01/2012 14 14
  • 15. TA K I N G T H E T E S T: A C C E S S I N G Y O U R PA P E R P R O B L E M S05/01/2012 15
  • 16. A C C E S S I N G Y O U R PA P E R P R O B L E M S 1. How many times do you go to your filing cabinets? - Frequently or Infrequently? 2. Why do you pull documents? - Before traveling - General briefing - Need information not in Raisers Edge 3. What types of documents are you retrieving? - Gift Agreements - Supporting Gift Documentation - Newspaper Articles - Business Information 4. How do you prefer to view the information? - Grouped by type of document - Sorted by date05/01/2012 16 16
  • 17. A C C E S S I N G Y O U R PA P E R P R O B L E M S 5. Do you have to pull groups of documents? - What type of searches do you perform? Audit? - How often? 6. Do you have remote employees or multiple campuses which need to access information? 7. How do you prefer to view the information? - Grouped by type of document - Sorted by date05/01/2012 17