Document Management Systems
Return On Investment
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Document Management Systems
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| * All calculations are based on averages from the Bureau of Labor Statistics, see : http://www.bls.gov |
| * Save paper and save the environment, see Green Print Technologies, http://www.printgreener.com |
| * Please enter numeric values into the edit fields that appear below. |
| Q1) Do you have on-site paper files & document storage such as file cabinets and do employees search for, retrieve, and return documents? |
| Yes No |
| How many employees take time out of their day to search, retrieve, and return documents from file cabinets? |
| How many hours per day, on the average, does each employee spend doing these activities? |
| What is the average hourly wage of these employees? |
| A typical "work-year" contains about 239 work days. How many days per year do these employees work? |
| Q2) Do your employees spend time reviewing, indexing (creating folders), and filing/retrieving documents from on-site file cabinets? |
| Yes No |
| How many employees spend time during their day to review, index (create folders), and file/retrieve documents in file cabinets? |
| How many hours per work-day, on the average, does each employee spend on these activities? |
| What is the average hourly wage of these employees? |
| A typical "work-year" contains about 239 work days. How many days per year do these employees work? |
| Q3) Do you keep documents at off-site storage & do employees spend time searching for, retrieving, and returning documents? |
| Yes No |
| How many employees spend time during their day to review, index (create folders), and file/retrieve documents in off-site storage locations? |
| How many hours per work-day, on the average, does each employee spend on these activities? |
| What is the average hourly wage of these employees? |
| A typical "work-year" contains about 239 work days. How many days per year do these employees work? |
| Q4) Do employees spend time reviewing, indexing (creating new file folders), and filing documents retrieved from off-site storage? |
| Yes No |
| How many employees spend time during their day to review, index (create folders), and file/retrieve documents from off-site storage locations? |
| How many hours per work-day, on the average, does each employee spend on these activities? |
| What is the average hourly wage of these employees? |
| A typical "work-year" contains about 239 work days. How many days per year do these employees work? |
| Q5) Have you ever lost or mis-filed paper documents & must employees spend time searching for these documents? |
| Yes No |
| How many employees must spend take time searching for misplaced documents (please include searches and time spent at both on-site and off-site storage locations)? |
| How many hours per work-day, on the average, does each employee spend on these activities? |
| What is the average hourly wage of these employees? |
| A typical "work-year" contains about 239 work days. How many days per year do these employees work? |
| Q6) Do executives or managers ever take time to search for, retrieve, and return file documents? |
| Yes No |
| How many executives or managers take time out of their day to search, retrieve, and return documents from file cabinets? |
| How many hours per day, on the average, does each executive or manager spend doing these activities? |
| What is the average hourly wage of these managers & executives? |
| A typical "work-year" contains about 239 work days. How many days per year do these executives or managers work? |
| Q7) Do employees spend time copying documents and returning the originals to the files? |
| Yes No |
| How many employees take time out of their day to copy and return documents? |
| How many hours per day, on the average, does each employee spend doing these activities? |
| What is the average hourly wage of these employees? |
| A typical "work-year" contains about 239 work days. How many days per year do these employees work? |
| Q8) Are documents ever copied for internal purposes or distribution, only to have the copies thrown away or filed in a new file (department) after it has been used? |
| Yes No |
| What is the estimated number of copies per month that are copied & then thrown away or newly filed after being used? |
| What is your average per copy cost (National average = $0.06 each)? |
| Q9) Does your company have file cabinets on-site? |
| Yes No |
| How many file cabinets do you have on-site (assuming a 3' X 5' cabinet footprint)? |
| What is your monthly lease rate per square foot for your building or office facilities (assuming the National average is between $10 and $20 per square foot)? |
| Q10) Does your company buy file cabinets each year? |
| Yes No |
| How many file cabinets do you buy each year? |
| What is the average cost of each file cabinet? |
| Q11) Does your company have off-site storage for paper files? |
| Yes No |
| How many storage boxes do you have off-site? (assuming 2500 page per box) |
| What is the total monthly cost of this off-site storage? |
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| SHOWN BELOW ARE THE CALCULATED ANNUAL PAPER COSTS: |
| MANAGEMENT COSTS: |
| Searching for, Retrieving, & Returning Documents (#1 + #3 + #6) |
| Reviewing, Indexing, & Storing Documents (#2 + #4) |
| Searching for Lost Documents (#5) |
| Time Spent Copying (#7) |
| Cost of 1-Time Use Documents (#8) |
| STORAGE COSTS: |
| Existing File Cabinets (#9) |
| New File Cabinets Each Year (#10) |
| Off-Site Storage Costs (#11) |
| TOTAL ANNUAL COST FOR MAINTAINING PAPER |
| DAY FORWARD WITH OPTIDOC |
| How many documents are created to be scanned/indexed annually? |
| Enter # of employees that will work on day forward. |
| Average number of documents scanned/indexed per hour (Average based on customer survey is 35 documents) |
| Enter average hourly wage of employee doing this activity |
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| Annual Operation Cost |
| ENTER BUDGETED AMOUNT FOR OPTIDOC SYSTEM |
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| INVESTMENT RETURNED ON THIS DATE |