eLMS - Ekklavya's Local Mailing System

For all organisations commited towards a 'Paperless office', we offer both intranet, i.e. communication within departments, divisions, tables, and also internet, i.e. communication via the web, facilities.

Possibility of authentication during document flow in series/parallel and up/down the management ladder can be ONLINE. Using this you can set the route that a document follows within an organisation to complete it's cycle (e.g. PO is entered by buyer à recommended by Purchase manager à approved by Finance à PO to vendor).

WHITE PAPER ON DIGITISING ON COST OF FILING PAPER DOCUMENTS

This document is an overview of some information found in the literature on the cost and savings of document management.

Statistics

Already in 1997, Gartner forecasted that the amount of time wasted on document management-related tasks would continue to rise. At that time, Gartner estimated that knowledge workers were spending about eight hours a week (or 20% of their work time) on document related tasks. In 2001 Gartner estimates that this time ranges from 20%-30%, and that it will increase to 30% to 40% by 2003.

Just calculate the cost of this with the salary of your knowledge workers and you will see the amount of money spend on handling your information.

Next to these numbers, Gartner investigated other costs which are related to handling documents. These numbers are related to manual document processing.

• The average document is copied, either physically or electronically, nine to 11 times at a cost of about € 18
• Documents cost about € 20 to file
• Retrieving a misfiled document costs about € 120.

Further in 1997 Gartner concluded in its report on Electronic Document Management that over 60% of all companies still process, store and retrieve documents manually. Other numbers included:

• 80% to 95% of enterprise information is located within paper and electronic documents
• 25% of enterprise documents are misplaced and will never be located
• 30% of Gartner Group clients store more than 50% of their documents on local hard drives or floppy disks.
• Document mismanagement claims:
  • 40% to 60% of office workers' time
  • 20% to 45% of labour costs
  • 12% to 15% of corporate revenue

The "Arbeidsgemeinschaft für wirtschaftliche Verwaltung" (AWV) calculated the benefits of using DMS technology within organisations. They came to the following conclusions:

Cap Ventures calculated the handling cost of documents at about 6% to 15% of all revenue of a company. They also concluded that 85% of all archived documents is never leaving its filing cabinet.

Of course, these are just a number of results from researches on document management. But they give you a very clear picture of the benefits and savings in cost when you will be using a eBook system.

In this respect "Ekklavya" focuses on the filing of paper documents with advanced retrieval and distribution options.

Reports used in this white paper are copyrighted by their authors and therefore not published by Ekklavya.