Document Management System

Slide 1: 

To Save Time, Money and the Environment

Paperless means DMS: 

Paperless means DMS

What is DMS?: 

What is DMS?

Why do we need Document Management System?: 

Why do we need Document Management System?

Few Facts: 

Few Facts Fortune 500 companies as a whole lose an average of $12 Billion per year to inefficiencies caused by the lack of a structure for managing their documents and digital assets? According to a research, the average employee spends $4,800 worth of their time annually just searching for documents with 150 employees, each wasting $4,800 worth of their time searching for documents every year. The annual loss for this organization would be $720,000 .

Slide 7: 

A document that is stored on a computer can be easily located, and once it is found it can be printed, faxed or e-mailed. Imagine storing 10 file cabinets worth of paper documents in your desk drawer, and being able to retrieve any document within 30 seconds! With paper documents, an employee will spend more time looking for a document than they spend reading it. On average, 1 hour of searching results in 20 minutes of reading.

Slide 8: 

3% of paper documents get misfiled, while 7% get lost completely. An average company spends $25,000 to fill one file cabinet and $2,100 a year to maintain that cabinet. On average, an employee spends 15 minutes filing a document, 1 hour looking for a misfiled document and 3 hours to recreate a document. Of all the paper documents that are handled each day in the average office, 90% are merely shuffled.

DMS “ROI” Calculator: 

DMS “ROI” Calculator To determine the ROI of a document management system, we must calculate the saved man-hours and storage costs and compare the final number against the cost of the document management system and its operation .

Cost of Storage for a Paper Based Document Management System : 

Cost of Storage for a Paper Based Document Management System Assume the size of one 4 Drawer Filing cabinet is 21 Sq ft which can contain 36,000 documents (Pages). Formula: Number of 4 Drawer filing cabinets x 21 square feet x cost per square foot = annual cost.

Lost Productivity Cost : 

Lost Productivity Cost Time-management experts estimate that searching for documents requires 20% to 30% of the average employees' time. Formula: Number of employees x 20% x average annual wages = Annual Savings. 100 x20%x20,000=400,000

Added cost of Scanning and Indexing documents for electronic Document Management System: : 

Added cost of Scanning and Indexing documents for electronic Document Management System: A good rule of thumb is 4,000 documents per day of an entry-level employee’s time. 4,000 documents= 1 Employee Required to Maintain Current Workflow

Before and After the DMS: 

Before and After the DMS

DMS into Hotels: 

DMS into Hotels Six top reasons to implement a paperless solution at your property Reason #1: Improved efficiency Reason #2: Monetary savings Reason #3: Disaster protection Reason #4: Increased compliance Reason #5: Enhanced guest service Reason #6: Environmental protection

5 Ways to “GO GREEN” with Document Management System : 

5 Ways to “ GO GREEN ” with Document Management System No Paper Setting the Tone For Other Green Decisions Space Energy Bill Promoting Other Companies to Follow Your Lead

REMEMBER: 

REMEMBER Manage your business, not your paper