Category Archives: Business Tips

What experts say

experts advice about ECMProfessionals spend 50 percent of their time searching for information, and take 18 minutes to locate each document on average.
-Gartner Research

Companies typically misfile up to 20 percent of their records – thus losing them forever.
-ARMA International

$14,000 worth of productivity is lost per worker per year due to their inability to find the data they require to do their job.
-IDC Canada

A study conducted by The Delphi Group in 1999 found that 90% of typical office tasks still revolve around the gathering and distribution of paper documents. While 15% of all papers are lost, 30% of our time is used trying to find these lost documents. Companies on average spend $25,000 to fill a typical four-drawer file cabinet, $2,000 to maintain it each year, and over its life-span, a single sheet of paper ends up costing an average of $30.
-Delphi Group

US companies spend approximately $20 on labor costs in order to file a document, $120 on the labor required to find a misfiled document and $220 to reproduce a lost document.
-Coopers & Lybrand

For companies that manage their own files, employees spend between 20-40% of their time searching for documents manually.
-Coopers & Lybrand

90% of documents that are consulted daily are handled without any appropriate management.
-Coopers & Lybrand

For lost documents, companies pay a cost of searching, 6 times the value of the original document.
-Coopers & Lybrand

Companies that need to redo documents pay 11 times more than the cost of the original document.
-Coopers & Lybrand

Out of all documents generated, up to 7% are lost.
-Coopers & Lybrand

Employees spend more than 50% of their time searching for information.
-Coopers & Lybrand

Paper files are doubling every 3.5 years.
-Coopers & Lybrand

The average document is copied 19 times.
-Coopers & Lybrand

Each day one billion photocopies are made
-AIIM, Forrester, Star Securities, US Department of Labor

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How much time searching for information?

ROI Document Management System

Percentage of Time the Average Worker Spends Searching for Information

A study done by the Delphi Group (copyright 2011), “The High Cost of Knowledge” has some important details that I think you will be interested in. In a survey of over 1000 office workers in mid to large size companies, they asked “how much time do you spend searching for information to get your job done”.

The answer to this question may surprise you. In the age of high speed personal computers, electronic document management systems, and access to such things as Google, the response to this survey question was:
– 66% spend at least 15% of their day searching
– 39% spend over 25% of their day searching for information.

The chart above shows the details by percentage of the day.

What is surprising to me is that the results of studies done in the ’90’s were about the same as this recent study. From this information, it is apparent to me that even with the advancements of technology, the average user is still very inefficient.

There are several things that I think contribute to this inefficiency. First, is that the information and systems that a worker much search for information has become increasing complex. And secondly, due to the down-sizing of organizations, workers are now doing the jobs that several workers were doing previously.

What is the solution? I think that implementing document management systems, such as Laserfiche, that have extremely efficient search capabilities and have the ability to automate business process with workflow will help worker increase their efficiencies.

I liked the conclusion that the Delphi Group ended their article with: “Ultimately our ability to provide knowledge workers with better tools with which to do their jobs will determine how quickly we can accelerate the growth and economic prosperity needed to create new innovations and new jobs – making this jobless recover and every future one as short as possible!”

The tools are available to make workers more efficient. In this past year I have helped organizations implement Laserfiche Document Management and Workflow software. I have seen amazing increases in user productivity using this tool, Laserfiche.

Larry Phelps
Solbrekk
Minneapolis, Minnesota

Big Problem; Simple Solution

electronic document management

Big Problem:

A customer recently contacted us with this problem: They have been using a 2-page Excel spreadsheet
template as an Energy Assistance application form. They had accumulated
over 16,000 of these spreadsheets. They asked, “Is there a way to append this information to the client files we have already scanned, short of opening each spreadsheet in Excel and snapshotting them to the appropriate destinations?”

Simple Solution:

We were able to move the spreadsheets into Laserfiche, snapshotting all of them, and creating a QuickFields session that solved their problem. Using only 5 hours of our time and the power of Laserfiche,
we were able to save the customer many, many hours of time.

Larry Phelps

Minneapolis Minnesota

Changing their default email font saves an organization thousand of dollars! Does that sound crazy to you?

The University of Wisconsin has made a simple change that will save them thousands of dollars.  They have changed the default font on their email system to Century Gothic, which uses about 30% less ink than Arial.

It seems amazing that a simple change like this can save so much money, but doesn’t it make you think? Why are they printing all these emails?

I saw a demo of a product that answers this question.  You have probably been emailed a PDF that you had to print to fill out a form.  That form is then faxed and printed, someone manually enters the data from the form, and then the form is filed.  Wouldn’t it be amazing if that form was filled out online, the data automatically entered, and the form electronically filed.  That would save a lot more money than changing a font.

See credit application form example:

See simple engineer change form example:

Top 10 Excuses to Remain in a Paper-Mess

For many of us, top ten lists have been a part of our late night routine.  We stayed up to watch David Letterman’s monologue because it was alway funny and entertaining.

I have found a top ten list developed by a non-profit organization, AIIM, that helps people find, control, and optimize their information.  It gives the top 10 excuses for not considering a document imaging system this year.

If you have been looking at implementing a document imaging system such as Laserfiche, you may be asking, will this technology help my business be more efficient?  How do I justify this expense at this time?  What is my return on investment (ROI)?

I think that AIIM’s short videos will help answer all of these questions and more:

Excuse 1:

Excuse 2:

Excuse 3:

Excuse 4:

Excuse 5:

Excuse 6:

Excuse 7:

Excuse 8:

Excuse 9:

Excuse 10:

If you would like more info on AIMM.org and the answer to these excuses click here.

I hope you find this helpful in considering if now is a good time to implement Laserfiche document imaging and management software.

Larry Phelps

Solbrekk

Minneapolis, Minnesota

Help your organization, Help your community

Opportunity Partners has brought Solbrekk Business Technology Solutions on board as a partner in launching an expanded array of document management solutions. We are happy to be a part of their mission of assisting people with disabilities to obtain meaningful employment.

You may have tasks such as document preparation, scanning and document destruction
that your staff does not have the time to do. Opportunity Partners can help you by providing people who enjoy and excel at these repetitive tasks. For more information go to:

Learn more about Opportunity Partners click here

Draining the Paper Pool

Rice Creek Watershed District uses Laserfiche to stem the flow of paper
April 15th, 2009 by Danielle Leong

Rice Creek was among the first watershed districts to look into Laserfiche after hearing rave reviews from City of Shoreview‘s IS Manager, Dick Crumb. Crumb contacted Laserfiche reseller Larry Phelps from Solbrekk and suggested Phelps introduce Rice Creek’s staff to Laserfiche. (Check out a video of Crumb demonstrating Laserfiche to over 40 employees from 18 Minnesota cities here).

Now staff can’t imagine life without Laserfiche. “Just today, I had a call about a project in 1990,” says Thomas. “I was able to go into Laserfiche and find the engineer’s report for that project and use Laserfiche to e-mail the file directly to that person in 5 minutes.

“I can’t imagine how many hours would have gone into trying to find that same record if it were stored in files and boxes somewhere,” he adds.

To read complete article click here