2009 13 Dec

Document Scanning And Document Management Systems Cut Operating Costs Quickly

A document management system that involves document scanning and conversion of key business documents into digital files for archiving, retrieval and distribution straight from the computer is a proven cost-effective way to decrease operating expenses quickly. It can be very spotted, targeting your mainly paper intensive processes, such as accounts payable, proof-of-delivery, and human resources. These are fields where there are often paper jams that slow work procedures, decrease employee efficiency and add to operating expenses.

A document scanning system that automates hand made tasks and gets rid of time-consuming procedures will streamline business processes and allow employees work more efficiently and creatively. Based on the McKinsey September 2008 Quarterly Report, one of the most important business goals during a downturn is getting more “bang for the buck” from workers, and concludes that IT is necessary to meeting this goal.

Research states that professionals spend 5- 15 percent of their time reading information, but up to 50 percent looking for it. By introducing a digital imaging and workflow automation system, a business enables its workers to focus on their core business tasks. Overtime can be eliminated with automated processes, and hiring temporary filing aid is no longer necessary.

With a “paperless office,” the important expense of copying and filing file is slashed- and so is the time spent looking for lost ones. That’s another major cost saving: on average, businesses spend $20 in labor to file a document, $120 to find a misfiled one, and $220 to copy a lost one! Knowing that 7.5 percent of all files get lost and 3 percent of the rest get misfiled, those savings mount up fast.

if paper files are converted into digital images, there is no longer the requirement for photocopying and faxing. The costs associated with this- counting paper, toners, print cartridges, and equipment repairs, are also eliminated. And because digitized documents can be emailed quickly and easily, the cost for shipping, mailing, and courier services are radically reduced. With a courier service estimate from $8 to $15 per package, there is an abundance of money as well as time to be saved.

Storage and office space overhead also decrease with electronic document management. Around 99% of office space used by filing shelves and boxes can be freed and used for revenue producing services. Document warehousing and storage is no longer necessary, as important business documents are always obtainable directly from the computer.

A document management system can be implemented quickly and easily with no capital outlay, and produce a disproportionate value in a short period of time. In fact, investing in this type of technology not only improves efficiency but also creates income growth that generates more profit than straight cost reductions. Your commerce can operate more competitively and serve its clientele better- key factors in surviving a recession.

In this economic environment, it pays to take a close look at your end-to-end business processes. See where you can improve procedures, enhance the customer testimonials, and reduce waste. As soon as you have recognized those areas of opportunity, a digital imaging system as a part of the document management system will assist you achieve your targets quickly and cost-effectively. Replacing outdated manual processes will help get rid of redundancies and bottlenecks, improve employee productivity, and your bottom line.