Become a Paperless Office With Document Management Software

1-time-spent-per-day-searching-for-documentsBy the time clients contact me for help with document management, they have reached the proverbial “end of their rope” with a mess of digital and print assets that are misfiled, lost or not tagged for findability and reuse. Digital files generally reside on messy shared drives and individual hard-drives with no naming conventions. Paper assets live in file cabinets, on desktops, everywhere! Usually, there are many versions and duplicate copies of the same document.
Even at this point of frustration, they still want quantifiable statistics on ROI to justify taking the plunge to making their documents findable. Now I have a go-to report that I can share with clients that does just that: Become a Paperless Office With Document Management Software
Below are some of the amazing quatifiable stats on ROI that you can share with your organization’s stakeholders to make the case for DMS (document management software).
Q: So exactly how many hours are workers without DMS spending on searching for various documents?
A: In the report we presented the finding that employees in offices without a DMS spend on average six hours per week searching for various documents. This was the overall average, so some even spend more time than this!

Q: What about creating reports? Is there a loss of efficiency there as well for non-DMS using employees?
A: Yes, offices without a dedicated DMS definitely suffer a loss of efficiency. Our survey calculated that roughly eight hours per week are spent creating reports which many DMSs could complete, or at least partially complete, automatically.

Q: Employees without tools like DMS are clearly losing a lot of time, did you find evidence that the software actually helps with those inefficiencies?A: We did. There’s a very convincing body of evidence showing that many hours a week can be lost when employees manage documents without this kind of software. It is challenging to make direct comparisons between DMS and non-DMS offices, partly because workers in DMS offices all know they save a ton of time, but it’s tough to accurately quantify. Meanwhile, in non-DMS offices, the bulk o f the time i s waste d in many small chunks over the course of a day: a few minutes looking for this report, a few more minutes looking for that one. Nevertheless, we were careful in our analysis to not overstate the findings.

Q: DMS is clearly a boost for businesses, so why are some companies still hesitant to get started?
A: Most just don’t know how to begin. Remember that documents are the lifeblood of many organizations. They exist as part of a complex ecosystem of employees, offices, customers and are often in a constant state of flux. Stepping back and looking at the big-picture overview of an ecosystem like this, you can imagine the challenge of trying to integrate a DMS while keeping everything flowing the way it needs to. We find, however, that the integration challenges are often exaggerated and once begun they’re generally more painless than expected.

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