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There are several factors involved with
analyzing the cost of a "paper" document system. These include but are not
limited to man hours used, physical storage space (filing cabinets and/or
filing shelves), cost of paper supplies and equipment, time to file a document,
time to retrieve a document, reproducing lost documents, and finally the time
to search and locate documents. Below is a breakdown of industry averages
associated with these expenditures.
Filing Documents
If it takes one employee 3 minutes a
document and they have to file 60 documents a day that is 3 hours of your time
dedicated for them to file documents. Cost 3 hours x $10.00/hour = $30.00 /day
filing documents.
Retrieving Documents
Depending on what you are looking for
and provided you know what you want it could take as little as 3 minutes to
locate and retrieve a document. One employee looking for 30 documents a day.
Cost 1.5 hours x $10.00/hour = $15.00 /day retrieving documents.
Storage & Material Costs
If the average business has 5
five-drawer filing cabinets on average it costs $880.00 per year to maintain
and store these cabinets. Cost is 5 x $880.00 = $4,400.00 yearly ($20.00/day).
Lost and Misfiled Documents
On average 8.5% of all documents are
lost. And of these 4% are misfiled. Now depending on your business and point of
view, this could be a huge lost for your business and customer. Because not
only are you loosing the actual paper document but also the valuable
information it contains. Cost needs to be analyzed in two ways. The first is
the employee hours that you use to look for the document before you release it
is missing. Second is the actual cost to reproduce the missing document. Cost
is a minimum of $20.00 per day if 5 documents were lost a day.
Immediate access to documents and
information
A major focus in any business is
information. The average employee spends at least 2 hours of their day looking
for information that they need to complete their job. For example, If you have
5 employees, and each employee makes $10/hour that's $100.00/day just in
document searching and retrieval.
Summary Of Cost Analysis
|
Activity
|
Daily Cost
|
Monthly Cost
|
Yearly Cost
|
|
Filing Documents
|
$30.00
|
$600.00
|
$7200.00
|
|
Retrieving Documents
|
$15.00
|
$300.00
|
$3600.00
|
|
Storage And Material
|
$20.00
|
$400.00
|
$4800.00
|
|
Lost And Misfiled
|
$20.00
|
$400.00
|
$4800.00
|
|
Access To Documents And
Information
|
$100.00
|
$2000.00
|
$24000.00
|
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|
|
|
|
Totals
|
$185.00
|
$3700.00
|
$44,400.00
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