:: FUNCTIONALITY :: BENEFITS

BENEFITS OF DOCUMENT MANAGEMENT:

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:: CONVENIENCE
:: PRODUCTIVITY
:: SPACE SAVING
:: IMPROVE SERVICE TO CLIENTS
:: OFF LINE STORAGE
:: QUALITY WORK
:: BECOME MORE IT ORIENTED
:: PAPER SHARING & DISTRIBUTION
:: IMPROVED EFFICIENCY

Tangible Business Benefits - Money

What are the costs in terms of manpower to store and maintain paper-based filing systems?

"Few companies realize the resources engaged in paper-based information which typically accounts for 90%-95% of all information within a company. For example, a 4 drawer filing cabinet typically contains 15-20,000 pages costs, US$25,000 to fill and US$2,000 per year to maintain."

Coopers & Lybrand Study.

CONVENIENCE
Locate and work simultaneously on a single document, or group of documents, regardless of document format and location of users.

PRODUCTIVITY
Reduce the time spent by high cost management personnel and development engineers retrieving or accessing documents and eliminate the space and paper requirements of conventional filing.

SPACE SAVING
More space becomes available in the office when documents are converted to electronic format. Companies can save money on storage costs through increased office space by implementing EDM solutions.

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IMPROVE SERVICE TO CLIENTS
Improve the speed of service to your clients over that of your competitors. This is especially evident when talking to companies who still use Microfilm based systems. This is very slow to create documents - typically about a 2-week turn around time to turn paper into Microfilm. Speed of viewing of documents is a very slow manual viewing system. It is also very expensive and very old-fashioned

OFF-SITE STORAGE
Documents can be stored off-site for much lower storage costs, or destroyed altogether. In most cases when documents are stored off-site, or even in the same building in some kind of archive area, the following scenario is seen:

Have to find the document.

Have to return to working area to perform any actions.

Return the document to original location when finished. If it is returned to the wrong location, it may never be found again.

There may be only one copy of the original document. This means there will be degradation of this document each time it is processed or copied.

When documents are retrieved, they often have to be sent somewhere. This usually means by fax or post. These two methods of delivery are slow and unreliable.

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QUALITY WORK
- Improve access to information and provide faster customer response

BECOME MORE IT ORIENTED
- Companies benefit in terms of company image, effectiveness and productivity by becoming more IT oriented. When documents are received by paper, it is not very easy to amend them and then send on to other people. With electronic documentation this problem is eradicated.

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PAPER SHARING & DISTRIBUTION
- This becomes much cheaper, quicker, easier and more efficient, since many people can view the same document simultaneously without having to make multiple copies of paper documents.

IMPROVED EFFICIENCY
- Finding the extra document for a solicitor for example can make a huge difference.

'Two solicitors spent 67 hours searching a 20,000 document library for a specific author, topic and date range and identified only 15 documents. The same search, electronically, took 4.5 seconds and found 20 documents. Those extra documents found could mean the difference between winning or losing a case.

'Price Waterhouse Study.

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