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Problems of classical document handling

Because of the increasing information flood, the information management in businesses is threatening to become more and more complicated and cause increasingly higher costs.

The time, which employees spend on searching for a document, is increasing. Apart from growing portions of cost the customer support is suffering, because employees are hard to reach and cannot give detailed information quickly.

Because of various modern information systems structured filing is becoming problematic. Every user is applying individual filing structures - in the worst case even on his own computer - for lack of standardisation. The consequence: the information is not or hardly available to others and thus is threatened to be lost.

Nobody knows where document are when they are being processed. The non-uniform data basis forces users to look for information in many different systems.

What is often reported

  • A lot of time is lost on the search for documents.
  • Incorrectly handled or lost paperwork causes tremendous damage.
  • The filing of documents requires space at the individual work places as well as in the registry.
  • Double filing causes labour costs, uses space and material resources.
  • Elaborate correspondence and data transfer.
  • Elaborate management, filing.
  • Up to 30 % of document access are unsuccessful, because the documents are incorrectly filed, lost or being processed.
  • 50 % and more of documents have to be copied and filed in multiple folders, so that they can be found with every search method.
  • On average, every document gets copied two to three times. The number of receipts is growing and growing …
  • The actual amount of time it takes from processing a document until the final filing lies under 10 %. In the larger idle period and transport time the document is not available.
  • Work processes are confusing; nobody knows where a document is at any moment.
  • Project and business know-how are "hoarded" by individuals and are not made available to anyone else.
  • Documents are purposefully destroyed or filed untraceably.
  • On the road, access to documents is difficult.
  • Controlling tasks are elaborate.
  • Uncontrolled growth: file server structures are confusing; everybody creates individual structures and nobody is able to find anything.
  • Change control and version control of Office documents is almost impossible.
  • e-mail systems get increasingly slower, since they cannot handle the information flood.

Matters of expense

According to Pricewaterhouse-Coopers, retrieving a lost or incorrectly filed document costs $120 on average. The cost of conventional filing of documents is given at $20 per document on average.

According to Gartner conventional, manual document filing and management takes up 40-60% of an office employee's work time, makes up for 20-45% of labour costs as well as 12-15% of business turnover.