A point of clarification I'm not implying it's a good thing to manage
paper. The basis for my initial inquiry and follow-up information was
to build a case for not keeping file cabinets full of paper working
files.
I'm preparing an all out blitz in 1Q 2005 to have departments review
and appropriately apply disposition to information in paper as well as
other transportable media. (ie micrographics, CDs etc.)
Numbers usually present a nice visual as oppose to text - "We need to
reduce our dependence on paper, please apply the appropriate disposition
to your files." Why? What's in it for me? Why does it benefit the
company?
Perhaps this very basic topic doesn't fit the current trend of
discussing the management of electronic files.
What I know is the electronic systems that have been put in place as
official repositories generate volumes of paper.
Regards
Barry
Barry Malone
Mgr Global R&D Records Management
500 Arcola Road
Collegeville Pa. 19426
Maildrop A1108G
484-865-2345
Fax 484-865-9271
[log in to unmask]
>>> [log in to unmask] 11/2/2004 11:14:51 AM >>>
Trying to manage paper can be differcult. I'm currently employed at
University of Maryland Department of Transportation Shuttle Buses. Upon
arrival all information on the many buses were kept on paper. What a
mess. To find information dated back 2 years ago could be impossible
when storage is overflowing with boxes that are not dated. How can one
manage paper? I've taken the paper management to another level.Discard
the paper which is time consuming,cost effective, meaningless when we
have automated systems to store information.
Zelda
-----Original Message-----
From: Barry Malone <[log in to unmask]>
To: [log in to unmask]
Date: Tue, 2 Nov 2004 10:37:57 -0500
Subject: Time to Mange Paper - Follow-up
Thanks to the one person that responded offline. I thought I'd share
what I found through internet searches
There are over 4 trillion paper documents in the U.S., and this number
is growing at 22% per year. - Coopers & Lybrand
It costs $25,000 to fill a four drawer cabinet, and $2,160 per year to
maintain Orfal, Harkey, and Edwards in Essential Client/Server Survival
Guide
In spite of reports to the contrary, paper use is huge and continues to
grow. Each day, U.S. workers generate 2.7 billion new sheets of paper.
ATG & Rheinner, Reuters
Paper Management reduces office productivity. Of a total 8 hours wasted
per week in paper document management activity, finding documents wastes
1 hour, difficulty sharing documents wastes 1 hour, distribution &
storage wastes 1 hour, and archiving and retrieval wastes half an hour.
Gartner Group
The number of pieces of paper used in offices in the United States is
increasing at 6% per year. Personal computers and copiers make it easier
to generate paper output. Cap Ventures, Norwell, Mass
http://www.ambsystems.com/ManagingPaper.htmAMB Systems, LLC1867
HeatherhillTrenton, MI 48183
*----------------------------------------------------------------------------------------------------------------------Almost
80% of today's information is still paper-based. U.S. and Canadian
businesses generate over 1 trillion new pieces of paper each year The
average time to retrieve and re-file a paper document is 10 minutesAn
average of 3% of documents are lost or misfiled and have to be recovered
at an alarming cost of $120 per document The average office worker makes
61 trips per week to the fax machine, copier and printer It costs about
$25,000 to fill a four-drawer filing cabinet and over $2,100 per year to
maintain it(Source: Gartner Group, Coopers & Lybrand, Ernst &
Young)http://www.filepic.com/costjus_legal.htm
*-----------------------------------------------------------------------------------------------------------------------------------------------1
* 3 ft. filing !
cabinet drawer = 9,000 documents (pages)
1 * 4 drawer filing cabinet = 36,000 documents (pages)
1 * 4 drawer filing cabinet requires 21 sq. ft. of storage space
(Including space to open drawers) Annual cost of storing your
documents:
No. of filing cabinets __________ X 21 sq. ft = __________ total
square feet.
Total square feet _________ X $ _________ per sq. ft. = $ ________
Annual Cost Time management experts estimate that searching for
documents occupies 20% to 30% of the average employee's time. Therefore,
based on the 20% figure, the annual savings in man-hours is as follows
20% X No. of employees __________ X $ ___________ Avg. Annual Wages = $
__________ Savings
http://www.nopapercuts.com/ROI.htmImaging Solutions
1300 Bristol North Suite 100
Newport Beach, CA 92660
*------------------------------------------------------------------------------------------------Assume
that you receive 200 important paper documents daily for filing. 200
documents x 6 minutes each to file = 1,200 minutes daily / 60 minutes
per hour = 20 hours x $15 per hour (including SS and benefits) = $300
per day x 260 days a year = $78,000 per year
http://www.disusa.com/whitepaper/whitepapers.htmlDocument Imaging
Solutions, Inc.P.O. Box 517
Spring Lake, MI 49456 Barry Malone
Mgr Global R&D Records Management
500 Arcola Road
Collegeville Pa. 19426
Maildrop A1108G
484-865-2345
Fax 484-865-9271
[log in to unmask]
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