Presented by Mickey Mcguire of SouthData at the 2016 CAMfire Conference.

2. Mickey McGuire, SouthData, Inc.
EFFICIENCY & PRODUCTIVITY
Going Paperless

3. • National supplier of printed and
electronic communications
specializing in the HOA Market
for the past 14 years.
• Regular speaker at the CAM
Profitability Conference.
Mickey McGuire
Vice President of Sales
SouthData

4. GOING PAPERLESS
IS NO JOKE

5. US PAPER CONSUMPTION
Packing, 5%
Tissue, 7%
Newsprint, 8%
Containerboard,
31%
Boxboard, 21%
Printing/Writing,
28%

6. * From Reduce.org
ENVIRONMENTAL REASONS FOR GOING PAPERLESS
31X
• The cost of
USING paper can
be as much as 31
times the cost of
the paper itself.
1.5
• Cups of water to
make 1 sheet of
paper.
40%
• Amount of wood
in the US that
goes to the
production of
paper
10,000
• Sheets of paper
the average
office worker
uses per year

7. * From www.absolutelypaperless.com
ECONOMIC REASONS FOR GOING PAPERLESS
$10,000
• Average cost
to fill and
maintain a
single four
drawer file
cabinet
25%
• Number of
documents
that are
misplaced
and will
never be
located
$23
• Cost of
copying the
average
document,
which is
copied 9 to
11 times
90%
• Amount of
business
information
that is in
document
form, not
databases.
60%
• Amount of
an average
employee’s
time spent
creating,
managing
and
distributing
documents

8. WHY GO PAPERLESS?
Put the Name of the Session Here
0% 10% 20% 30% 40% 50% 60% 70% 80%
Environmentally Concious
Easy to Send
Modern
21%
21%
23%
71%
74%
71%
Paper vs. Digital: Public
Perception
Digital Paper
Potential Clients
Eldeman Berland study 2013

9. WHY GO PAPERLESS?
Put the Name of the Session Here
Potential Employees
Eldeman Berland study 2013
Companies
operating mostly on
paper are old
fashioned
Sat it’s important
for potential
employers to
operate digitally
0 % 100 %
68%
0 % 100 %
68%

10. GOING PAPERLESS
You have choices: there are many companies in this field.
 Don’t need to spend a lot of money
 Do need a great deal of discipline
 Do need a great deal of planning

11. GETTING STARTED
• Establish rules (at least at the start)
• Remove the fax machine
• Fax document convertor
• Request paperless statements and invoices
• Set a timetable
• Monitor the progress
• Not every document must be digitized

12. PLANNING – SAMPLE FILE TREE
•Company
• Managers
•HOA’s
•Budget
•HOA Mailings
•Unique Items
•Committees
•Homeowners Files
•Vendor Contracts
•Compliance
•Insurance
•Minutes
•Developer Items
•Legal
•Parking
•Financials
•Mgmt Costs
•Reserve Study
•(Audits / Bank)
•Governing Documents
•Maps

13. HOW TO GET STARTED
• Scanners/Scanning
• Types (high speed, desktop,
fax to electronic)
• Outsourcing (cost, limitations)
• Who can do scanning?
• Adobe Acrobat
(full version so you can edit)
• Discipline. Discipline. Discipline.
Put the Name of the Session Here

14. HOW TO GET STARTED
•Scanners/Scanning
• Types (high speed, desktop,
fax to electronic)
• Outsourcing (cost, limitations)
• Who can do scanning?
•Adobe Acrobat
(full version so you can edit)
•Discipline. Discipline.
Discipline.

15. ADVANTAGES OF GOING PAPERLESS
• Space
• Convenience
• Access
• Mobility
• Speed
• $$$$$

16. Any Questions?