Scanning News Articles from Pearl Scan Solutions
Organisations still throwing away cash during recession
Date: 07/12/2009
Even though the media is kicking up a huge fuss about the recession and how it is affecting organisations throughout the UK, it seems many companies are failing to recognise areas of the business in which they are wasting large quantities of cash.
One of these areas which go un-noticed is the management of documents and paper flow, sounds simple but is actually a very costly area.
Document Storage
We recently approached a company who were storing archive boxes of documents off-site using a pay-per month storage service. The director happily claimed ‘We spend only 60 pence per box a month to store these so it is convenient for us at this time’ Little did he realise that without keeping track of the amount of boxes the company were storing they had now reached the 300 boxes mark.
The cost of this storage stood at 60 pence per box, multiply this by 300 boxes and its £180 per month. Multiply this by 12 months and the total spent per year on this storage was £2160. This was there fifth year of storage and as the boxes had been gathering up, their total costs spent so far equalled to around £10,000! This figure will continue to grow.
The director obviously baulked at the sight of this figure as he normally authorises small costs at a time for this. This stood out especially when he was informed that if these boxes were scanned and archived it will cost just half the amount and these documents would be forever be available on the network for staff to view at any time which also eliminates the time spent on file searching.
Document searching & distribution
More costs are lost on file searching and document handling. When it comes to photocopying, posting, distributing, printing and searching through folders for different documents administration staff can spend up to one hour a day on these duties, this is over 20 hours a month and 240 hours per year multiply that by the number of staff searching for documents and again it adds up to thousands of pounds wasted! Not to mention the spiralling costs involved in postage and copying.
By having documents scanned and archived they are kept electronically in one central repository on CD or on the local network. No more file searching, copying, off-site storage or unnecessary, bulky filing cabinets. It is all kept electronically and documents can be emailed and distributed easily with the knowledge that all files are backed up safely while keeping to the data protection Act.
So, have you looked into scanning and electronic archiving recently?
For further information call us on 0161 832 7991 or get yourself a free online quote.
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