Organizational Structure Running A Successful Business
Paper-based vs paperless office
1. Paper based Document Management vs the Paper-less
Are you buying more paper this year than last year? YES NO
Are you photocopying more documents than necessary? YES NO
Do you feel too much of your valuable floorspace is used for filing cabinets? YES NO
Would it increase client satisfaction if you were able to answer their queries immediately?
Would this help you to retain clients? YES NO
Would this help you to attract new clients? YES NO
Would your staff have fewer phone calls to return, if they could instantly access all information when speaking with
If multiple people (both external and internal) could access the same documents concurrently, would this increase
Do your people ever remove documents from the central filing system? YES NO
Are you yet to employ a Disaster Recovery strategy for your filing systems ? YES
If your documents were destroyed, would this have a significant impact on your business?
If you answered "YES" to any of these questions & would like to calculate the true cost of your paper-
please allow a few minutes and click on the icon below.
2. Paper-less office
NO
YES NO
l information when speaking with a client? YES NO
oncurrently, would this increase productivity? YES NO
YES NO
YES NO
e the true cost of your paper-based systems
6. Average time to image, index and/or retrieve an electronic document. Based on our clients this is 15 seconds
7. Do you use on-site document storage (eg; filing cabinets, compactus bays) & do your employees take
for, retrieve, and refile documents? If so, answer questions 1a to 1d. Otherwise, skip to Question 2.
How many of your people take time out of their day to search, retrieve, and refile documents from your filing
system?
How many hours per day, on the average, does each employee spend doing these activities? According to AIIM "You
spend 5 to 15% of your time reading information, up to 50% looking for it.”
What is the average hourly wage of these employees, including oncosts ( eg Hourly rate plus 30%)
A typical year contains about 225 work days ( ie; 52 weeks x 5 days less 10 statutory holidays, 15 days
annual leave, 10 days sick and training days) . How many days per year do these employees work?
Annual Cost:
Do your employees spend time reviewing, indexing, and storing documents in on-site file cabinets ( ie
filing")? If so, answer questions 2a to 2d. Otherwise, skip to Question 3.
How many of your people take time out of their day to review, index, and store documents in file cabinets?
How many hours per day, on the average, does each employee spend doing these activities? According to
PWC "Workers can spend 20 to 40% of their time looking for information”
What is the average hourly wage of these employees, including oncosts ( eg Hourly rate plus 30%)
A typical year contains about 225 work days ( ie; 52 weeks x 5 days less 10 statutory holidays, 15 days
annual leave, 10 days sick and training days) . How many days per year do these employees work?
Annual Cost:
Do you have documents stored offsite and do your people spend time searching for, retrieving and ret
documents offsite? If so, answer questions 3a to 3d. Otherwise, skip to Question 4.
How many of your people take time out of their day to search, retrieve, and return documents from off-site
storage?
How many hours per day, on average, does each employee spend doing these activities?
What is the average hourly wage of these employees, including oncosts ( eg Hourly rate plus 30%)
A typical year contains about 225 work days ( ie; 52 weeks x 5 days less 10 statutory holidays, 15 days
annual leave, 10 days sick and training days) . How many days per year do these employees work?
Annual Cost:
Do your people spend time filing and storing documents off-site ? If so, answer questions 4a to 4d. Ot
to Question 5.
How many of your people take time out of their day to review, index, and store documents in off site storage?
How many hours per day, on the average, does each office worker spend doing these activities?
What is the average hourly wage of these employees, including oncosts ( eg Hourly rate plus 30%)
A typical year contains about 225 work days ( ie; 52 weeks x 5 days less 10 statutory holidays, 15 days
annual leave, 10 days sick and training days) . How many days per year do these employees work?
Annual Cost:
Have paper documents in your business ever been lost, misfiled, misplaced & do your employees spen
searching for these misplaced documents? If so, answer questions 5a to 5d. Otherwise, skip to Quest
8. How many of your people take time out of their day to search for misplaced documents (please include
searching for documents at both on-site and off-site storage locations)? According to PWC 10.5% of all
documents are lost forever or misplaced.
How many hours per day, on the average, does each employee spend doing these activities?
What is the average hourly wage of these employees, including oncosts ( eg Hourly rate plus 30%)
A typical year contains about 225 work days ( ie; 52 weeks x 5 days less 10 statutory holidays, 15 days
annual leave, 10 days sick and training days) . How many days per year do these employees work?
Annual Cost:
Do your executives or senior managers ever take time to search for, retrieve, and return documents?
questions 6a to 6d.
How many executives or managers take time out of their day to search, retrieve, and return documents from
file cabinets or off-site stores?
How many hours per day, on the average, does each office worker spend doing these activities?
What is the average hourly wage of these employees, including oncosts ( eg Hourly rate plus 30%)
A typical year contains about 225 work days ( ie; 52 weeks x 5 days less 10 statutory holidays, 15 days
annual leave, 10 days sick and training days) . How many days per year do these employees work?
Annual Cost:
Do your people spend time photo-copying documents and returning the originals to the file? If so, ans
7a to 7d. Otherwise, skip to Question 8.
How many of your people take time out of their day to photocopy and return documents? The average
paper document get copied 19 times - PWC
How many hours per day, on average, does each employee spend doing these activities?
What is the average hourly wage of these employees, including oncosts ( eg Hourly rate plus 30%)
A typical year contains about 225 work days ( ie; 52 weeks x 5 days less 10 statutory holidays, 15 days
annual leave, 10 days sick and training days) . How many days per year do these employees work?
Annual Cost:
Are documents ever photocopied for internal purposes, only to have the copy eventually thrown away
been used? If so, answer questions 8a to 8b. Otherwise, skip to Question 9.
What is the estimated number of copies per month that are copied & then tossed in the rubbish after being
used?
What is your cost of copying each document? ( This should include the cost of toner, paper, wear & tear and
labour - approx 5 cents per page)
Annual Cost:
Does your company have filing cabinets, laterall shelving and or compactus bays on-site? If so, answe
and 9b. Otherwise, skip to Question 10.
How many filing cabinets, compactus bays & lateral shelves do you have on-site?
What is the monthly lease rate per square metre for your floor space (the average range is between $30 and
$50 per square metre per month) ?
Annual Cost:
Does your company purchase more filing space each year? If so, answer questions 10a and 10b.
to Question 11.
How many additional filing cabinets do you purchase each year?
9. What is the average cost of each cabinet? $250 for a 3 drawer and $300 for a 4 drawer filing cabinet
( OfficeWorks 2008)
Annual Cost:
Does your company have off-site storage for paper documentation. If so, answer questions 11a & 11b
skip to Question 12
How many archive boxes do you have off-site?
What is the total monthly cost of this off-site storage?
Annual Cost:
Does your company send paper based documents by courier or post? If so, answer questions 12a & 1
continue to question 13
How many courier deliveries per month?
What is the average cost per courier delivery? Industry experts suggest an average including
consumables and labour is $22 per delivery
How many letters are posted each month?
What is the average cost per letter sent via postage? Forrester Research Inc estimate this is at least
$2.70 including postage, labour and stationery. It does not include reprints.
Annual Cost:
Does your company fax paper based documents locally, interstate and/or overseas? If so, answer que
113. Otherwise, skip to next question
How many faxes are sent per month from your office?
What is the average cost of each fax? According to industry figures this cost is at least $2.00 per fax
including call costs, labour and consumables.
Annual Cost:
ANNUAL COST OF PAPER BASED DOCUMENT SYSTEM
This is how much your paper-based filing process is costing your business every year.
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)
Subtotal ( Annual Cost of your current filing processes)
This is how much your Paper-based Document Storage is costing you business each year.
Already Owned File Cabinet (#9)
New File Cabinets Each Year (#10)
Off-Site Storage Costs (#11)
Postage and Courier costs (#12)
Faxing costs (#13)
10. Subtotal( Annual cost of your Paper-based document storage)
TOTAL COST OF YOUR PAPER BASED DOCUMENT SYSTEM.
ONE OFF COST OF A DOCUMENT MANAGEMENT SYSTEM
Software, Services & Hardware for Paper-less System
This should be the total cost quoted for deploying your Electronic Document Management System including
training, installation, support, scanning hardware and storage hardware. Add 50% contingency for Change
Management and Business Impact
COST OF BACK-SCANNING ( if applicable)
Back-scanning your current Files
Amount of Current Paper Documents ((#9+#11) x 10,000)
Please enter the number of employees that would work on back file conversion
Please enter the hours per day each employee would spend doing these activities
Please enter the average hourly wage of these people ( include oncosts eg; plus 30%)
Average time to scan a document & index ( 15 seconds / based on 20 ppm scanner and 6 field index)
Subtotal cost of Backscanning your existing files
COST ( FIRST YEAR) OF USING ELECTRONIC INFORMATION MANAGEMENT
Management of Documents with Paper-less System
How many documents are created, stored, retrieved and managed annually?
Average time to image, index and/or retrieve an electronic document. Based on our clients this is 15 seconds
Enter average hourly wage employees doing this activity
Subtotal Cost of indexing & storing documents using Paper-less System.
TOTAL COST (Year 1)
YOUR RETURN ON INVESTMENT ( FIRST AND SUBSEQUENT YEARS)
Estimated Annual Cost Savings will be
Estimated Annual Cost Savings subsequent years
Estimated Return on Investment will be
Back File Conversion will take
11. do your employees take time to search
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on-site file cabinets ( ie "doing the
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do your employees spend time
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and return documents? If so, answer
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als to the file? If so, answer questions
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eventually thrown away after it has
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ays on-site? If so, answer questions 9a
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ions 10a and 10b. Otherwise, skip
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