subject: The Business Case for Investing in Document Scanning Services [print this page] Although it's true that document scanning services can make like easier for your staff, top business bods will also want to see a strong business case for providing money for such a service. They'll want to know how it will improve business and make or save them money. Above all managers need to see that they will see a tangible effect on the bottom line.
Research proves that, as long as it's put into practice effectively, scanning services do save money a significant amount of money, time and space all having an impact on the bottom line.
How will my business save money?
You may not think on the face of it that paper documentation is a significant cost for your business. Although every individual transaction may be small, they really do add up. Do an audit and find out for a fact how much your business spends a year on:
Storage space for documents, including filing cabinets and a proportion of rent and building costs
Paper how much do you buy?
How much has your company spent on associated stationery and products?
Roughly (even at a conservative estimate how long do staff spend looking for and replacing files?)
How many documents do you lose each year and how much time is wasted on this?
What are your annual postage costs, including envelopes, stamps, franking and couriers.
How many documents do you process each year?
Facts and figures
To give you a guide, research carried out by The Gartner Group suggests that workers spend a fifth of their working week or more (8 hours) dealing with documents. As Gartner's breakdown of the time spent shows, much of this time is spent unnecessarily.
Looking for papers 1 hour a week
Attempting to repurpose content - 1.5 hours
Updating files 1 hour
Sharing files 1 hour
Publishing files consistently half an hour
Deciding which documents are most important half an hour
How many people in your company regularly deal with paperwork? What are they paid an hour? You can work out how much money your company could be wasting.
Conservative calculations estimate that savings of two-thirds are realistically achievable.
Imagine you have 250 staff dealing with paper-based documentation and they are paid 10 per hour each. That's 20,000 per WEEK or 80,000 per month you could be wasting. You could potentially knock 13,00 per week or 53,000 per month off this bill by using document scanning services.
The Business Case for Investing in Document Scanning Services
By: Sarah Cornish
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