Unlv user forum_hollycondon_goingpaperless

291 views

Published on

Published in: Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
291
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
1
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

Unlv user forum_hollycondon_goingpaperless

  1. 1. PUTTING PAPER IN ITS PLACE! Presented by : Holly Condon VP of Marketing for PaperSave April 25, 201205/01/2012 1
  2. 2. AGENDA - Paperless Advancement 101 • Paper versus Digital - Taking the Test: Accessing Your Paper - Case Studies - Quick Demonstration - Calculating Your ROI05/01/2012 2
  3. 3. PA P E R L E S S 1 0 1 : PA P E R V E R S U S D I G I TA L05/01/2012 3
  4. 4. PA P E R L E S S 1 0 1 • Cost at lots of levels - Photocopying - Storage - Human Resource • Loss Potential • Storage Space Limitations • User Access-Simultaneous Access • Capacity to Process Gifts05/01/2012 4
  5. 5. PA P E R L E S S 1 0 1 - R E T R I E VA L Paper Filing System PaperSave • Can take minutes to • All documents (working days and archived) can be • Onsite documents (if searched and retrieved in properly filed) are seconds from the Raiser’s retrieved relatively Edge quickly • Pull groups of documents • Archived files (previous using RE: Query Tool FY) stored off-site take much longer and cost far greater to retrieve05/01/2012 5
  6. 6. PA P E R L E S S 1 0 1 - R E T R I E VA L Paper Filing System PaperSave • One retrieval method • Five Retrieval Methods based on a single index 1. Drill down from RE • Lost documents are costly record to reproduce and can have 2. Query Integration legal ramifications 3. Index Search • Missing documents can take up to 10 times the 4. Content (OCR) Search amount of time to retrieve 5. SharePoint as properly filed documents05/01/2012 6 6
  7. 7. PA P E R L E S S 1 0 1 – L O S T A N D M I S S I N G I N F O . Paper Filing System PaperSave • On average, 7.5% of all • Once a document is in the documents are lost system, it can never • Lost documents are costly become lost. to reproduce and can have • With proper backup legal ramifications procedures in place, • Missing documents can disaster recovery can take up to 10 times the occur very quickly. amount of time to retrieve as properly filed documents05/01/2012 7 7
  8. 8. PA P E R L E S S 1 0 1 – D O C U M E N T F I L I N G Paper Filing System PaperSave • Can take minutes to days • 9 Document Capture • Requires manual Methods document filing • Auto-files when doing data • Manual Indexing entry05/01/2012 8 8
  9. 9. PA P E R L E S S 1 0 1 – D O C U M E N T C O L L A B O R AT I O N Paper Filing System PaperSave • Impossible unless copies • Since all the documents are made are digital, multiple users • Requires manual can access the same document filing. document at the same time. • Version Control with Check In/Out05/01/2012 9 9
  10. 10. PA P E R L E S S 1 0 1 – S T O R A G E REQUIREMENTS Paper Filing Systems PaperSave • A 4 drawer lateral file • 10,000 pages can be cabinet holds 10,000 stored in 500MB (1/2 GB) pages • A 50 GB hard drive can be • Each cabinet requires 8 purchased for under $50 sq/ft • . • Cost of each cabinet is roughly $1,20005/01/2012 10 10
  11. 11. PA P E R L E S S 1 0 1 – S E C U R I T Y Paper Filing System PaperSave • Lock and Key security only • Multiple levels of security • Inability to set multiple to access documents. security levels • Annotation Level Security • Redactions • Rights-based security can be applied so that only specific users can add or delete documents based on Active Director • .05/01/2012 11
  12. 12. PA P E R L E S S 1 0 1 – B U S I N E S S P R O C E S S Paper Filing System PaperSave • No control over documents • Track documents sent for approval electronically through • No Audit Trail approval process. • Electronic Audit Trail • Automate reports for end of month accruals05/01/2012 12 12
  13. 13. S TA R T L I N G S TAT I S T I C S • Workers create 45 pages each day • Filing Space doubles every 10 years • 4-5 drawer cabinet holds 3,000 pages - Occupies 6.7 square feet of floor space • Most records are more than 4 years old - Retrieved less than 4 times a year Source: Cal Poly Study05/01/2012 13 13
  14. 14. M O R E S TA R T L I N G S TAT I S T I C S • 32% of documents are un-retrievable - In Use - Misfiled - Lost • Costs $60-$120 to Locate a misplaced doc • 20-30% is spent filing and retrieving05/01/2012 14 14
  15. 15. TA K I N G T H E T E S T: A C C E S S I N G Y O U R PA P E R P R O B L E M S05/01/2012 15
  16. 16. A C C E S S I N G Y O U R PA P E R P R O B L E M S 1. How many times do you go to your filing cabinets? - Frequently or Infrequently? 2. Why do you pull documents? - Before traveling - General briefing - Need information not in Raiser’s Edge 3. What types of documents are you retrieving? - Gift Agreements - Supporting Gift Documentation - Newspaper Articles - Business Information 4. How do you prefer to view the information? - Grouped by type of document - Sorted by date05/01/2012 16 16
  17. 17. A C C E S S I N G Y O U R PA P E R P R O B L E M S 5. Do you have to pull groups of documents? - What type of searches do you perform? Audit? - How often? 6. Do you have remote employees or multiple campuses which need to access information? 7. How do you prefer to view the information? - Grouped by type of document - Sorted by date05/01/2012 17 17
  18. 18. CASE STUDIES05/01/2012 18
  19. 19. C A S E S T U D Y – WA S H I N G T O N A N D L E E U N I V E R S I T Y, VA • Implemented PaperSave in 2009 • Evaluated ECM solution used by Campus • Benefits Received: - Improve Constituent Service - Time Savings - Business Process Improvement • Married Document Capture with Gift Entry - Reduced Time Around Audit Preparation - Can Now Support Virtual Workers05/01/2012 19 19
  20. 20. C A S E S T U D Y – U N C F O U N D AT I O N , C O • Implemented PaperSave in 2009 • Evaluated ECM solution used by Campus • Benefits Received: - Time Savings - Business Process Improvement • Married Document Capture with Gift Entry - Space Savings • Reclaimed Office Space by Eliminating Central Filing Room05/01/2012 20 20
  21. 21. C A L C U L AT E A N R O I05/01/2012 21
  22. 22. C A L C U L AT I N G A N R O I • Allows Advancement to Focus of Fund-Raising and not process management • Integrate Document Capture with Process Management • Streamline Document Collaboration • Reduce Filing Costs • Reclaim Office Space • Boost Employee Productivity • Eliminate 20-30% of day that is typically spent filing, searching and retrieving information05/01/2012 22 22
  23. 23. CONCLUSION •Thank You! Holly Condon, VP of Sales and Marketing, PaperSave -hcondon@papersave.com -Twitter - @Paperless_Post or @PaperSavePro05/01/2012 23 23
  24. 24. Simple • Streamlined • Paperless www.papersave.com

×