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Disaster Recovery:
The majority of companies do not have adequate
plans for recovery of the critical information
and documents. Over 90% of all companies’
records and vital documents are on paper. Obviously,
these documents are susceptible to all forms
of loss or destruction (e.g., fire, flood, theft,
etc.). Unfortunately approximately 60% of companies
that cannot recover critical documents and data
within 90 days of a disaster end up going out
of business.
Conversion of paper documents to
portable electronic files (e.g., PDF files),
via document imaging, provides for easy, inexpensive
and safe storage of all company documents. Furthermore,
should recovery of documents following a disaster
become necessary, retrieval and duplication
of electronically archived documents is quick
and inexpensive, and minimizes the amount of
time of business interruption.
Reduced Office Expenses:
On average, companies make 19 copies of each
document; spend $20 in labor filing each document;
spend $120 in labor searching for misfiled documents;
lose one out of every 20 documents; and spend
$250 recreating each lost document. Furthermore,
professionals spend approximately 10% of their
time reading information and up to 50% of their
time looking for it.
Conversion of paper documents
to portable electronic files (e.g., PDF files),
via document imaging, significantly reduces
the overall costs associated with copying, transferring,
filing, locating and recreating lost office
documents. Paper documents converted into searchable
electronic files also increase office efficiencies,
and help reduce overall administrative labor
costs.
The federal government has recognized the cost-saving benefits of reducing paper since the passage of the Paperwork Reduction Act in 1995. Local and state governments have utilized FILE-X's services to comply with the act and reduce the costs of paperwork.
e-Commerce Information Transfer:
Efficient document management and warehousing
is essential to the entire e-information delivery
process. A successful document management system
provides e-organizations with the ability to
rapidly bring together information from any
source, manage it, transport it, and utilize
it in today’s e-environments. Electronic
document images transform paper documents into
readily available and transportable e-documents.
These electronic documents can be available
instantaneously in multiple corporate locations
and/or can be provided to e-clients immediately
upon request.
Improved transfer of documents
and information, via document imaging, is the
key to maintaining a competitive edge it today’s
fast-paced e-commerce environment.
Reducing Document Storage Space and Costs:
Document storage and retrieval expenses are
often significant and become a major component
of your business’s overhead. Even though
the initial cost for off-site storage of paper
documents appears reasonable, the hidden costs
associated with document retrieval and duplication
of missing documents are substantial.
Maintaining
your important corporate and/or personal documents
in a searchable digital format on CD-ROMs, DVDs
or your computer hard-drive significantly reduces
the amount of space you need to store these
documents and the costs (whether or not you
store documents in-house or with a vendor) for
storage. One DVD, which can hold up-to 90,000
electronic images, can take the place of 6-four
drawer filing cabinets. Obviously, the cost
savings (approximately $125-$200/cabinet/year)
associated with reducing the need for office
space dedicated to document storage, alone,
is substantial.
Additional savings realized
by reducing your administrative and secretarial
costs associated with paper document filing,
document retrieval and re-filing, and recreation
of lost/missing documents, makes conversion
of paper documents to digital images a highly
significant cost saving factor in any office
environment.
Benefits of Outsourcing Document Imaging:
In order to fully realize the overall document
management and economic advantages associated
with maintaining documents in a digital format
created via document imaging, significant capital
investments in both hardware and software, and
training are required. Furthermore, “in
order to do it right” proper planning
and personnel resourcing is essential, and adequate
time must be factored in order to “ramp-up”
properly, and efficiently.
Outsourcing complete
or partial document imaging to a qualified vendor
with “state of the art”, production
level equipment and software, as well as trained
and experienced personnel, provide an economic
and rapid deployed solution that will allow
you to focus on your current business issues
while gaining the advantages associated with
utilizing digitized documents.
Advantages of Digital Imaged Documents
Over Paper and Microfilm:
In today’s fast-paced world and highly
competitive work environments, speed, efficiency,
accuracy and cost controls are the keys to success.
Converting paper and microfilm documents into
electronically searchable digital images, via
imaging and indexing, effectively addresses
each of these elements of success. In addition,
because of the recent advances in hardware and
software technologies, the cost of converting
hard copy paper documents and microfilm into
electronic documents has been reduced to only
pennies per image.
Immediate advantages you will recognize by
converting your documents to Digital Imaged
Documents:
- Increased productivity
- Fast, easy retrieval from any PC
- Portability of documents via e-mail and e-fax
- Effortless and instantaneous document distribution
to multiple locations
- Document collaboration across office networks
(intranet and/or the Internet)
- Fewer lost/misfiled documents
- Efficient archiving and back-up of records
- Portability for home-office or travel
- Improved disaster recovery
- Reduced storage and duplication costs
- (and last but not least) Less paper cuts
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