CM Document Solutions can scan your documents up to 11" x 17" in size and convert by Optical Character Recognition (OCR) to ASCII or popular word processing application formats. Data is then transferred to CD, diskette, or via electronic media. We utilize cutting edge technology to ensure the best quality. Our Scan quality consist of 200 to 800dpi, with SCSI & optical interface. CMDS has the capacity to handle black and white, color, and duplex scanning.
OVERHEAD COSTS ASSOCIATED WITH PAPER BASED FILING SERVICES
Retrieval of paper documents can be inefficient and costly. Study after study reveals that in highly organized offices, it takes six minutes on average to pull and re-file a document. This time increases for older files not being accessed, or stored paper files.
Cost Analysis :
Paper File Storage and Retrieval - Assume that
you either receive or generate 100 important paper documents that are filed
· 100 documents X 6 minutes each to file = 600 minutes daily
· 600 minutes / 60 minutes per hour = 10 hours
· 10 hours X $15.00 per hour (including SS and benefits) = $150.00 per day
· $150.00 per day X 260 days a year = $39,000
Labor to retrieve 26,000 documents =$39,000 per year
Document Storage and Retrieval
In many companies, thousands and even millions of documents have been accumulated and more documents are added daily. By converting paper documents into efficient electronic formats, document storage and retrieval problems are eliminated. The formula listed below calculates the storage costs for storing paper documents.
# of filing cabinets_______X21sq. ft = __________ total sq. feet.
Total sq. feet_____X $______per sq. ft = $_______Annual Cost.
15 filing cabinets
$24.00 per sq. ft. rent
15 X 21 = 315 total sq. ft.
315 X $24.00 = $7,560 annual cost
A single CD-ROM stores up to 700mb of data and has a shelf life of 100 years.
· 90% of corporate memory exists on paper
· Of all the documents that get handled each day in the average office, 90% are merely shuffled.
· The average document gets copied 19 times
· Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.
· 7.5% of all documents get lost, 3% of the remainder get misfiled.
· Professionals spend 5 - 15% of their time reading information, but up to 50% looking for it.
· There are over 4 trillion paper documents in the U.S. alone - growing at a rate of 22% per year
**source: Coopers & Lybrand