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About Document Management
 
Documents have always been the lifeblood of businesses, both large and small. All kinds of documents from invoices, blueprints and marketing materials to employee records, customer information, governmental forms drive business decisions and processes and allows us to understand how it is done. Therefore, the ability to store and retrieve the necessary information contained on these documents proves to be crucial.

When we talk about a document management system today, we mean a software platform that includes an efficient way to store, manage and retrieve the documents.

However, formulating a document management strategy can be time intensive, require knowledgeable input and resources that would deter many companies. Allowing Metro Imaging to evaluate your current environment and to develop a document management strategy for your business will provide you with the additional resource that will make this process seamless.

Most research on document management process have revealed that most companies:

  • Do not have an accurate inventory of their document related hardware throughout their organization.
  • Do not know what their total print costs are in all areas such as copiers, faxes, printers and outsourced documents.
  • Do not know their internal processes as it pertains to document workflow.
  • Find it difficult to manage their paper and electronic documents efficiently.
  • Do not have a formal document strategy. 

What Metro Imaging will provide is an evaluation of an organization’s current document workflow – the document production and distribution. We will then develop a solution that will meet the desired business objectives through a migration to new technologies.

Estimated Annual Cost Savings to File, Store and Retrieve Documents Manually
Basic Information
     Hourly Wage for Employees Who File Documents? $
     Hourly Wage for Employees Who Retrieve Documents? $
     Hourly Wage for Employees Who Reproduce Lost Documents? $
     Average number of working days per month
Monthly Document Storage Cost - Office Space and Off-Site
     Office Space
     Office space cost cost per square foot $
     Number of file cabinets in your office
     Total Monthly office space cost for cabinets
     Offsite Storage Space
     # Documents Retrieved per week
     Total Monthly Off-site rental cost $
     # Minutes spent per search through offsite storage
     Total Monthly cost for offsite Document Retrieval
Monthly In-house Standard Document Filing Cost
     # Documents filed daily
     # Minutes spent filing each document, including sorting and labeling
     Total hours spent filing documents Daily
 
     Total hours spent filing documents Monthly
 
     Total Monthly cost for document filing
Monthly Misfiled Document Costs
     # Misfiled documents encountered daily
     # Minutes spent looking for each misfiled document
     Total hours spent searching for misfiled documents Daily
 
     Total hours spent managing misfiled Documents Monthly
 
     Total Monthly cost to manage misfiled documents
Monthly Cost to Reproduce LOST Documents
     # Lost documents encountered daily
     # Minutes required to reproduce lost document
     Total Hours spent reproducing lost document per day
 
     Total cost for replacing lost document Daily
     Total Monthly Cost for Replacing Lost Document
 
Total Estimated Monthly Cost
Total Estimated Annual Cost

Need more information?

Please submit your results from above for a detailed analysis of how Metro Imaging can help you save.

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