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| How
Managing Documents Better Can Help Your Business |
| Easy Retrieval of Information Can Boost Efficiency |
| By Roger Gann |
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| “Business success depends on the ability to secure, centrally
manage, and quickly disseminate critical information assets. But in most
organizations, as much as 80 percent of its information is locked up on user’s
computers and e-mail servers, in Outlook PST files or piled up in an in-tray.
This content is difficult to access and it is almost impossible to ensure that
the most current versions of documents are shared across the organization.
What’s more, this vital business content can easily be corrupted or lost and is
extremely costly to re-create if an employee leaves the organization or it is
not properly backed up. |
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| Document management (DM) is becoming a major productivity
problem at a time when businesses are doing everything they can to decrease
costs and increase productivity: companies are awash with data and failing to
manage it properly is costing them money.”
More |
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| Source: How Managing Documents Better Can Help Your Business.
Techworld. 03 June 2005 http:\\www.techworld.com |
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| Electronic Document Management System - Outsourcing at Lower Costs |
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| “The costs associated with document handling are not considered
carefully enough despite how significant they can be. Consider the following
statistics: |
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- 92% of information is in manila folders
- 80% of technical information is on paper and microfilm
- Paper files are doubling every 3.5 years
- The average document is copied 19 times
- Each day one billion photocopies are made
- The average worker has a 34 hour paper backlog
- Half an office workers time is spent handling paper or data entry
- 50% of all projects are behind schedule
- Paper costs:
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Services 5%
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Supplies 6%
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Space 7%
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Equipment 12%
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Labor 70%
|
| (Sources: AIIM, Forrester, Star Securities, US Department of
Labor) |
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| Areas that are a little more difficult to measure but still add
significant costs to the organization include: |
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Retrieval costs
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Loss of documents
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Security
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Risk Management
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Misfiling
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| Source: Electronic Document Management System - Outsourcing at
Lower Costs. Moneyplans. 15 July 2005 http:\\www.moneyplans.net |
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| A Better Chance of Survival |
| By Pamela Doyle |
|
| “Hurricanes, tornadoes, tsunamis, floods and other destructive
weather conditions can destroy an organization's most valued asset--its
information. Dangerous weather conditions are only a single possible cause of a
data storage disaster. Typical weather conditions such as humidity, computer
viruses, prolonged power outages are other possible causes for a data storage
disaster. |
|
| Note the following statistics from Contingency Planning Research
regarding businesses that suffer an incapacitating disaster without a disaster
recovery plan: |
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"Only 43 percent resume operations"
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"Of the 43 percent, only 29 percent are in business two years later"
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"A total of 87 percent will be out of business in two years"
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| Those statistics are overwhelming given the fact Inc. Magazine
recently reported an estimated ‘75 percent of small to medium size businesses
have no disaster recovery plan.’” More |
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| Source: FCPA One Capture Alliance Newsletter. Fujitsu Computer
Products of America, Inc. June 2005. |
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| Legality of
Optical Disk – An Update |
|
| “Some believe that legal questions regarding document imaging
technology may present obstacles to its widespread acceptance. Will records
maintained by this technology be admissible in evidence? Can records required
by state and federal regulatory agencies be maintained using this technology?
Can government agencies use this technology for their own purposes? What legal
principles will apply to this technology in countries outside the United
States? |
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| The legal questions regarding document imaging can be categorized in four
distinct areas: |
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Admissibility in evidence
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Submission to government agencies
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Use by government agencies
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Law in countries outside the United States
|
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| This article provides additional information in each of these
four areas.” More |
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| Source: Legality of Optical Disk – An Update. Information
Requirements Clearinghouse. May 6, 2005 http://www.irch.com |
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