How is it possible to keep tabs on some- thing that is seemingly out of control?
Most organizations spend more on document output than they realize. Much of that expense can be attributed to under-utilized technologies and inefficient document processes. An evaluation by e/Doc of an office’s copiers, printers, faxes, multifunctional devices, and overall document workflow can identify problems such as outdated, overburdened, under-utilized and maintenance-intensive machines that consume a company’s resources. A document assessment can alter usage patterns, procedures and employee behaviors and lead to a more efficient office with upgraded products that will translate into a big payoff. In fact, according to research and analysis company Gartner, a document output assessment can save your company as much as 40 percent on document- related activities. Meritage Homes of California had an analysis of its document workflow that found it was producing more than 88,000 documents a month and was on course to spend $346,000 on document-related activities over five years. The assessment resulted in an upgrade and consolidation of the company’s office equipment and improved document workflow that will save it nearly $100,000 over a five-year period. Selecting the right provider for an assessment is important:
- Ensure that the provider has a thorough, tested method; find out what software programs are used in the process.
- Use an independent office equipment dealership because manufacturers tend to only recommend their own evaluation software offerings. This limits options.
Document output has become so disorganized that virtually every organization can benefit from a document assessment, which can be accomplished swiftly and unobtrusively. If the recommendations are acted on, it’s a safe bet that a significant return on the investment will be achieved.
FACTS ABOUT RECYCLING
Did you know that recycling paper compared with producing virgin paper…
- Uses 65% less energy and 80% less water.
- Produces 95% less air pollution.
- Saves about 17 trees and 7000
gallons of water for each ton of recycled paper that is produced.
Up to 10 percent of a company’s revenue, on average, is spent on document activity, according to worldwide analyst group IDC. This includes the cost of printer and copier equipment, printer output, supplies and maintenance. In addition:
- Companies make 19 copies of a document and spend $20 in labor filing each document on average,and can spend an additional $120 in labor costs searching for a missing document,according to PricewaterhouseCoopers.
- Organizations pay an average of $213 per employee per year on hardcopy supplies and maintenance,according to Hewlett-Packard.
- Average office worker uses 230 pages of printed paper per week,which equals weekly document costs of $162 per employee,according to research and consulting firm InfoTrends/CAP Ventures.
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