This document discusses transitioning from paper-based processes to digital workflows in order to realize the business and environmental benefits of green office strategies. It notes that paper and toner/ink costs associated with printers and copiers represent a significant portion of an organization's carbon footprint and expenses. The document outlines customer benefits observed from green initiatives such as cost savings, positive public perception, and increased productivity. Real-world examples are provided showing annual reductions in paper usage and associated costs from adopting digital workflows. The conclusion emphasizes the importance of employee buy-in and choosing flexible, scalable solutions to realize a strong return on investment from green office strategies.

1. Save Money & Reduce
Carbon in the Office
Transitioning from Paper to Digital Document Workflows
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2. Realizing the Business Value of
“Green” Office Strategies
Transitioning Paper Processes into Digital Workflows
Keith Kmetz
Program VP, Hardcopy Solutions
August 10, 2010
Copyright IDC 2010. Reproduction is forbidden unless authorized. All rights reserved.

3. Agenda
Why “green” IT?
Why “green” printing and copying?
User response to “green” print/copy technologies
Specific customer benefits derived from “green” initiatives
Final thoughts/opportunities
© IDC 2010 Aug-10 3

4. Why “Green” IT?
Cost savings
 Energy, carbon footprint
 “Bottom line” impact
Customers demand it
Positive vibe
 Good corporate citizen
 Everyone wants to be “green”
© IDC 2010 Aug-10 4

5. Why “Green” Printing and Copying?
 Most “green” IT initiatives revolve around
energy, product lifecycle management
 Paper, toner/ink unique to printers, copiers
– Aftermarket costs are multiple times
higher than the cost of the device
– Much of this market’s carbon footprint is
attributed to paper
– Significant natural resource drain
© IDC 2010 Aug-10 5

6. Hardcopy and Environmental Fun Facts
Millions of trees consumed each year
Billions of gallons of water used each year
Energy used to run hardcopy equipment rises,
even with a shrinking installed base
© IDC 2010 Aug-10 6

7. “Green” Hardcopy
What We’re Hearing From the User Community
The environment is important to buyers/users!
 The use of paper is a high “negative” (e.g., waste, “killing trees”)
 Power consumption in the device…Energy Star?
 Environmental language (usually recycling) is necessary in many RFPs
© IDC 2010 Aug-10 7

8. “Green” Hardcopy
What We’re Hearing From the User Community
 Ancillary benefit of managed print services engagements
 Willing to pay a little more for “green” hardcopy technologies
 Possibly change brands in order to be more “green”
 Younger office workers avoid print
© IDC 2010 Aug-10 8

9. More Focus On Reducing Paper To
Cut Costs Than On Hardware
% of U.S. respondents reporting initiatives used to reduce print costs
Paper initiatives
Reduction in paper document volume
Online forms instead of paper forms
Scanning paper for electronic distribution/filing/storing
Faxes received electronically & integrated into electronic
workflows
Replacement of networked printers with networked MFPs
Hardware Initiatives
Reduction in single user printers/MFPs
Replacement of copiers and fax machines with networked
MFPs
Controlled access to departmental color devices
The use of non-OEM ink/toner cartridges
Outsourced management of our dept.’s printers/MFPs to 3rd
party
Charge-back for departmental color devices
None of the above
0% 10% 20% 30% 40% 50% 60% 70%
Total n=219 Small companies n=75
Medium companies n=54 Large companies n=90
© IDC 2010 Aug-10 9

10. Paper-to-Digital Document Solutions For
Streamlining Business Processes
Key Processes Undergoing Paper-to-Digital Conversion, By Vertical Industry
 Healthcare:
– Medical documents (e.g., patient records, admission forms, test results,
doctor/nurse orders/notes)
– Insurance documents (e.g., claims, medical history, fraud investigation, new
account applications, change forms)
 Financial: credit cards, new account openings, mortgages, loans, etc.
 Manufacturing: shipping, inventory management, purchase orders, CAD,
drawings/designs.
 Retail/Wholesale: marketing documents (e.g., flyers/brochures, newsletters,
ad or packaging mock-ups/comps, direct mail)
 Services: knowledge/general office worker
 Education: knowledge/general office worker, HR
 Government: HR, knowledge/general office worker, regulatory/compliance
© IDC 2010 Aug-10 10

11. Scanning For Streamlining Business
Processes
Processes Using Scanning As Paper-to-Digital Solution
Business sub-processes that use scanning heavily
 Purchasing/billing/invoicing Invoice
– Invoicing
– Purchasing Resume
– Account statements
 HR
Contract
– 401k applications C o n tra c t
– Job applications/resumes
 Financial applications
– New brokerage accounts 401k Application
401k Application
– Credit cards
 Legal documents
– Contracts
– Litigation support
 Insurance documents
– Change forms
– Claims
Note: Not an exhaustive list of processes. This list was identified in an IDC survey.
© IDC 2010 Aug-10 11

12. Real Results with Customers Adopting
“Green” Office Strategies
Results per 100 users…
 Annual reduction of 58,880 pages (approximately 118 reams of
paper)
 Annual reduction of toner/ink costs of $3,230
 Annual energy reduction costs of $5,600
 Average annual cost benefit of $21,555
© IDC 2010 Aug-10 12

13. Real Results with Customers Adopting
“Green” Office Strategies
User productivity
 Faster access to information, offer better customer service,
improved customer satisfaction
 Improved efficiencies in basic business processes (e.g., invoice
processing)
 Freeing up workers for more strategically important tasks
IT efficiencies – Reducing help desk needs
© IDC 2010 Aug-10 13

14. Real Results with Customers Adopting
“Green” Office Strategies
Hardware and aftermarket purchasing impact
 Less machines…less aftermarket needs
 Procuring more efficient hardware (e.g., duplexing)
 Lower shipping/transportation costs
Other benefits to consider
 Record security/permanence – Paper can be lost/destroyed
 Office space can be reduced to save money
 Reduce dependency on offsite storage facilities
© IDC 2010 Aug-10 14

15. Final Thoughts on “Green” Office
Strategies
 Paper and digital will co-exist
 Employee buy-in for the change is critical
 Pick the right solution…scalable and flexible
 Initial implementation may require more IT resources
 Leverage the power of “green” – Business is won/lost here
 Huge ROI available
© IDC 2010 Aug-10 15

16. Next Steps to Consider…
Manage your print/copy environment!!
 Who will make a “green” office strategy a priority at your company?
 Start with simple initiatives that you can work on right away
– Work with suppliers who demonstrate a “green” office strategy
– Recycling – Paper, cartridges, etc.
– Duplex more output – Make it a default
– Demonstrate less paper dependency with alternative technologies
– Track usage
 Examine current paper-based business processes
 Outsourcing as an option
 Track and monitor progress
© IDC 2010 Aug-10 16

17. Chris Strammiello
Vice President of Marketing & Product Strategy
Practical Information for Reducing Paper in the Office
2010
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18. What Customers Tell Us They Need in Green
• Demonstrated ROI in reducing paper and forms
processes to speed information exchange
• Software that adds real green “value” to current software
and hardware investments
• Software that enhances enterprise-wide Microsoft
solutions
• Solutions developed by trusted worldwide software
organizations that understand the green office
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19. Will a Paperless Strategy Benefit You?
• What’s the cost to search out
paper?
• How much precious office
space is lost to paper storage?
• Is paper from copiers and
printers everywhere?
• Are there delays in sharing
information?
• Are your paper assets secure?
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20. The Time is Right
• Scanning devices used to capture paper to digital
formats are everywhere
– Faster and easier to use than ever
• There are billions of mobile devices in use in the
world today
– Most with the capability to read PDF files
• PDF is established as the universal “same as
paper” digital standard
– Solutions are plentiful and easily accessible
• The US has been generating less paper since
2001, and that trend is likely to continue
– Your office, partners, vendors and customers readily
accept paperless solutions
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21. The Benefits of The Green Office are Clear
Making documents digitally accessible saves an

average of $101 a week per knowledge worker
Eliminating copying, distribution, fax, shipping and
storage costs of paper documents can easily
save $10,000 a year in time and materials per
employee
The average employee can save $60 to $250 by
using (OCR) software to automatically convert
paper to digital documents rather than
recreating them
More than 70% of today's businesses would fail
within 3 weeks if they suffered a catastrophic
loss of paper-based records due to fire or flood
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22. Top 5 Tips for a “Less Paper” Office
Turn “hard-to-do” into “easy-to-use” by adding the
right software to the network and desktop
1. Enable fast and easy scanning for everyone in the office
with devices you already own
2. Create automated network document routing solutions to
speed information exchange
3. Print to PDF instead of printing to paper and share
documents digitally
4. Transform paper forms to PDF forms
5. Put PDF editing and conversion tools on every desktop
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23. Desktop Document, Imaging & Workflow Solutions
PDF CONVERTER OMNIPAGE
Collaborate – Everything you need Capture - Turn high volumes of paper
to create, convert, edit and share and digital documents into files you
PDF files. can edit, search and share in the
format of your choice: automatically!
PAPERPORT PDF Reader
Organize all of your scanned View and convert PDF files. You can
documents and electronic files on convert PDF files to Word®, Excel®,
your digital desktop. Search and and RTF via a hosted web service.
view PDF files quickly. Even fill out and save PDF forms.
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24. eCopy ShareScan – Capture, Process, Connect
CAPTURE PROCESS CONNECT
Suite Services & Extenders
• Forms Processing
Mail
• Barcode Routing
• Auto Highlight & Redact
• Document encryption
• Ultra-compressed,
searchable PDF
Collaboration
• Advanced file naming
ECM &
• Job batching
• Personalization
• Offline & real time *Choice of 3 ECM Connectors
processing
Folder &
Desktop
Office Productivity
Converters in Suite
Network Fax
CONVERT
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25. Questions
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