Document Imaging Benefits
Disaster Recovery:
The majority of companies do not have adequate plans for recovery of
their 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.
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:
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Increased productivity
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Fast, easy retrieval from any PC
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Portability of documents via e-mail and e-fax
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Effortless and instantaneous document distribution to multiple locations
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Document collaboration across office networks (intranet and/or the Internet)
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Fewer lost/misfiled documents
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Efficient archiving and back-up of records
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Portability for home-office or travel
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Improved disaster recovery
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Reduced storage and duplication costs
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(and last but not least) Less paper cuts
To learn more about our document imaging solutions, simply call 866-798-7400, or email sales@citadelim.com and a member of our knowledgeable and experienced account executive team will assist you.