PUTTING PAPER IN ITS PLACE!

05/01/2012 1

Presented by :Holly CondonVP of Marketing for PaperSaveApril 25, 2012

AGE NDA

- Paperless Advancement 101• Paper versus Digital

- Taking the Test: Accessing Your Paper- Case Studies- Quick Demonstration- Calculating Your ROI

05/01/2012 2

- Calculating Your ROI

PAP E RL E S S 1 0 1 : PAP E R V E RS US D IG ITAL

05/01/2012 3

PAP E RL E S S 1 0 1 : PAP E R V E RS US D IG ITAL

PAP E RL E S S 1 0 1

• Cost at lots of levels- Photocopying- Storage- Human Resource

• Loss Potential

05/01/2012 4

• Loss Potential• Storage Space Limitations• User Access-Simultaneous Access• Capacity to Process Gifts

PAP E RL E S S 1 0 1 - RE T RIE VAL

PaperSave• All documents (working

and archived) can be searched and retrieved in seconds from the Raiser’s Edge

Paper Filing System• Can take minutes to

days• Onsite documents (if

properly filed) are retrieved relatively

05/01/2012 5

Edge• Pull groups of documents

using RE: Query Tool

retrieved relatively quickly

• Archived files (previous FY) stored off-site take much longer and cost far greater to retrieve

PAP E RL E S S 1 0 1 - RE T RIE VAL

Paper Filing System• One retrieval method

based on a single index• Lost documents are costly

to reproduce and can have legal ramifications

• Missing documents can

PaperSave• Five Retrieval Methods1. Drill down from RE

record2. Query Integration3. Index Search

05/01/2012 6 6

• Missing documents can take up to 10 times the amount of time to retrieve as properly filed documents

3. Index Search4. Content (OCR) Search5. SharePoint

PAP E RL E S S 1 0 1 – L OS T AND M IS S ING INF O.

Paper Filing System• On average, 7.5% of all

documents are lost• Lost documents are costly

to reproduce and can have

PaperSave• Once a document is in the

system, it can never become lost.

• With proper backup

05/01/2012 7 7

to reproduce and can have legal ramifications

• Missing documents can take up to 10 times the amount of time to retrieve as properly filed documents

• With proper backup procedures in place, disaster recovery can occur very quickly.

PAP E RL E S S 1 0 1 – DOCUM E NT F IL ING

Paper Filing System• Can take minutes to days• Requires manual

document filing

PaperSave• 9 Document Capture

Methods• Auto-files when doing data

05/01/2012 8 8

document filing• Manual Indexing

• Auto-files when doing data entry

PAP E RL E S S 1 0 1 – DOCUM E NT

COL L ABORAT ION

PaperSave• Since all the documents

are digital, multiple users can access the same

Paper Filing System• Impossible unless copies

are made• Requires manual

05/01/2012 9 9

can access the same document at the same time.

• Version Control with Check In/Out

• Requires manual document filing.

PAP E RL E S S 1 0 1 – S TORAGE

RE QUIRE M E NT S

PaperSave• 10,000 pages can be

stored in 500MB (1/2 GB)• A 50 GB hard drive can be

Paper Filing Systems• A 4 drawer lateral file

cabinet holds 10,000 pages

05/01/2012 10 10

• A 50 GB hard drive can be purchased for under $50

• .

pages• Each cabinet requires 8

sq/ft• Cost of each cabinet is

roughly $1,200

PAP E RL E S S 1 0 1 – S E CURIT Y

PaperSave• Multiple levels of security

to access documents. • Annotation Level Security

Paper Filing System• Lock and Key security only• Inability to set multiple

security levels

05/01/2012 11

• Annotation Level Security• Redactions• Rights-based security can

be applied so that only specific users can add or delete documents based on Active Director

• .

security levels

PAP E RL E S S 1 0 1 – BUS INE S S P ROCE S S

PaperSave• Track documents

electronically through approval process.

Paper Filing System• No control over documents

sent for approval• No Audit Trail

05/01/2012 12 12

approval process.• Electronic Audit Trail• Automate reports for end

of month accruals

• No Audit Trail

S TART L ING S TAT IS T ICS

• 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

05/01/2012 13 13

• Most records are more than 4 years old- Retrieved less than 4 times a year

Source: Cal Poly Study

M ORE S TART L ING S TAT IS T ICS

• 32% of documents are un-retrievable- In Use- Misfiled- Lost

• Costs $60-$120 to Locate a misplaced doc

05/01/2012 14 14

• Costs $60-$120 to Locate a misplaced doc• 20-30% is spent filing and retrieving

TAKING T HE T E S T: ACCE S S ING Y OUR

05/01/2012 15

TAKING T HE T E S T: ACCE S S ING Y OUR

PAP E R P ROBL E M S

ACCE S S ING Y OUR PAP E R P ROBL 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 Raiser’s Edge

3. What types of documents are you retrieving?

05/01/2012 16 16

- 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 date

ACCE S S ING Y OUR PAP E R P ROBL 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 date

05/01/2012 17 17

- Sorted by date

CAS E S T UDIE S

05/01/2012 18

CAS E S T UDIE S

CAS E S T UDY – WAS HINGTON AND L E E

UNIV E RS IT Y, VA

• Implemented PaperSave in 2009• Evaluated ECM solution used by Campus• Benefits Received:

- Improve Constituent Service

05/01/2012 19 19

- Time Savings- Business Process Improvement

• Married Document Capture with Gift Entry- Reduced Time Around Audit Preparation- Can Now Support Virtual Workers

CAS E S T UDY – UNC F OUNDAT ION, CO

• Implemented PaperSave in 2009• Evaluated ECM solution used by Campus• Benefits Received:

- Time Savings

05/01/2012 20 20

- Business Process Improvement• Married Document Capture with Gift Entry

- Space Savings• Reclaimed Office Space by Eliminating Central Filing Room

CAL CUL AT E AN ROI

05/01/2012 21

CAL CUL AT E AN ROI

CAL CUL AT ING AN ROI

• Allows Advancement to Focus of Fund-Raising and not process management

• Integrate Document Capture with Process Management• Streamline Document Collaboration • Reduce Filing Costs• Reclaim Office Space

05/01/2012 22 22

• Reclaim Office Space• Boost Employee Productivity • Eliminate 20-30% of day that is typically spent filing, searching

and retrieving information

CONCL US ION

•Thank You!

Holly Condon, VP of Sales and Marketing, PaperSave-hcondon@papersave.com-Twitter - @Paperless_Post or @PaperSavePro

05/01/2012 23 23

Simple • Streamlined • Paperless

www.papersave.com