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Important office statistics involving document handling
Date: 26/05/2010
Many office managers are either unaware or haven’t got the time to realise the amount of time and costs that is spent on document management within the office.
What actual type of document management you say?
The majority of office duties actually involve document management in some form.
Here are some alarming statistics which show how current organisations are potentially wasting thousands of pounds per year.
1. Administration staff spend approximately 30% of their time filing, printing, copying, posting and searching for documents. Therefore 30% of the average administration annual salary is potentially being wasted which is worth around £4,500 per year.
2. On average 7.5% of documents are lost and 5% are misfiled. In some companies this can add up to hundreds of documents lost without explanation!
3. On average filing cabinets, shelves, cupboards and other document storage units can take 10-20% of floor space up in an office, while often costing over £1,000 to buy. This is just to store paper.
4. Faxing, posting, printing and photocopying along with the cost of paper can often mount up to over £7,000 per year in costs. Though it is sometimes necessary to provide hard copies it is actually very rarely required.
5. Paper grows at 25% per year in the typical organisation, meaning that it will double in just over three year’s time!
6. Many businesses do not have a backup for their paper-based documents, and would be out of business in the event of a natural or other disaster
7. Some companies are spending on box storage off site which costs around 60 pence per box per month. Sounds cheap? But if there are 300 boxes stored then that’s £180 per month. Multiply this by 12 months and the total spent per year on storage is £2,160! If it is stored for 5 years then the total spent is over £10,000! Just on storing paper! This figure will continue to grow.
8. Many companies hire staff just to enter backlogs of data from forms into systems. They can cost between £12-15,000 per year plus usual staff overheads, holidays, sickness and training resources.
These stats are taken from studies made by Coopers & Lybrand, Gartner Group Consultancy and Laserfiche
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