Agenda✦ Introductions✦ Present state✦ Reasons to change✦ Paper costs✦ Scan what?✦ Examples✦ < Break Time >✦ “Your Pain” survey✦ Q&A
Presented By: Byron Aulick CDIA+, Project+, PDI+✦ Consultant/Trainer to CU✦ 24 years ECM experience✦ CDIA Instructor for ten years✦ Subject Matter Expert CompTIA✦ Have run a bureau since 1996✦ Consulting; commercial, governmental, including DoD
WHAT DRIVES THE NEEDMEET COMPLIANCE REGULATIONSStreamlining business processes makes it easier to comply✦ Most businesses have compliance regulations to meet✦ There are regulations at both the federal level and the state level✦ Industry specific requirements✦ Medical – HIPAA (Health Information Portability & Accountability Act)✦ Federal Government – EFOIA✦ Financial industry – GLBA✦ Fast and efficient response times to eDiscovery requests✦ Massachusetts General Law 93h (or similar) for all businesses that sell to any resident
RESEARCH SHOWS..“At any given time 3-5 percent of a company’s documents are either lost or misfiled. Theaverage cost to recreate a misfiled document is $120.00.” —INFORM Magazine
IT ALSO SHOWS.. “40-60 percent of an office worker’s time is spent handling paper, which translates to20-45 percent of an organization’s labor costs and 12-15 percent of an organization’s expenses.”
HIPAA At KUMCThe University of Kansas Medical Center is committed toensuring the privacy and the security of our patients healthinformation. The Health Insurance Portability and AccountabilityAct of 1996 (HIPAA) strengthens our commitment to ourpatients.HIPAA is a federal law that enumerates the rights andresponsibilities that patients, health care providers, health careclearinghouses and health plans share in the protection, useand disclosure of health information. We at KUMC take theserights and responsibilities seriously and consider them to beintegral in forming positive relationships with our patients.
Why companies wantto scan?Ernst & Young, Profitability Bulletin “By implementing ECM a customer can: ✦ Double or triple his processing capacity -automation ✦ Free up staff time -by up to 50 percent ✦ Respond immediately to inquiries ✦ Reduce document storage space -by 60 to 80 percent ✦ Safeguard documents -audit trails”
PRESENT STATE:“There are more than 4 trillion pages of documents storedin ofﬁces around the country, and nearly 250 million pagesof original documents are created each day. If copies andcomputer printouts are added, then the ﬁgure soars to anastronomical 3.4 billion pages per day, and more than 1.2trillion pages of additional documents per year.” —DataPro
IS PAPER PRODUCTIVE?“Corporations average a per-page storage cost of 25 cents, withretrieval costing $1.50. A misﬁled document is estimated to cost$120 in employee time, yet most documents are referred to onlybrieﬂy.”“In the average ofﬁce... 19 paper copies are made of each original document. 7.5% of paper documents get lost completely. 3% of the remainder get misﬁled. $20 in labor is spent ﬁling or retrieving a document.” —Inc. Magazine
SUMMARY✦ There are a lot of paper ﬁles to be converted!✦ Mishandled ﬁles may = jail time!✦ People lose ﬁles!!✦ Copies, copies and more copies!!!✦ Finding lost ﬁles is expensive!!!!
Want to HAVE Aproductive environment?Get rid of paper files!✦ Paper bogs down your workflow✦ Paper costs $$$✦ Paper can mean legal exposure!✦ Can we get rid of all; NO✦ Does it pay to reduce; YES
EXAMPLEHow many people in your 10 ofﬁce handle paper documents? How many times does each person retrieve or ﬁle a paper document 2 minutes per day?What is the average hourly $18 salary of those staff members?person spendHow much time does each making copies per day? 5 minutes How many paper copies 50 are generated per day?How much time does each 20 minutesperson spend ﬁling per day? Totals are...
Monthly Calculations:10 people x 20 times x 2 minutes = 400 min 400/60 = 6.6 hours6.6 x $18 = $118.80$118.80 x 20 = $2,376/mo for document retrieval10 people x 5 minutes = 5050/60 = .8 x $18 = $14.40$14.40 x 20 = $288/mo for photocopies10 people x 20 minutes = 200 min200/60 = 3.3 hours3.3 x $18 =$59.40$59.40 x 20 = $1,188/mo for ﬁlingTOTAL MONTHLY EXPENSES: $2,376 + $288 + $1,188 = $ 3,852TOTAL ANNUAL EXPENSES: $3,852 x 12 = $ 46,224
Same scenario, only digital... 10 people, 15 ﬁle cabinets = $15,000 to scan Monthly Calculations: 10 people x 20 times x 2 seconds = 400 seconds or 6.6 minutes 6.6/60 = .11 hours .11 x $18 = $1.98 $1.98 x 20 = $39.60/mo for document retrieval $0/mo for photocopies 10 people x 1 min = 10 min 10/60 = .16 hours .16 x $18 =$2.99 $2.99 x 20 = $60.00/mo for ﬁling TOTAL MONTHLY EXPENSES: $1,250.00 + 39.60 + $60.00 = $1,349.60 vs. $ 3,852.00 (save $2,502.40/mth) TOTAL ANNUAL EXPENSES: $1,349.60 x 12 = $ 16,195.20 vs. $ 46,224.00 (save $30,028.80/yr)