In today’s fast-paced business world, efficiency is key. Yet, many organizations still rely on paper documents, unaware of the staggering costs associated with this seemingly traditional approach. Let’s take a closer look at the true financial toll of handling paper documents and why it might be time for your organization to make the switch to digital document management.
1. The Price of Paper
Paper isn’t just paper; it’s an expensive resource. The cost of purchasing paper, ink, and printer maintenance can quickly add up. But that’s just the tip of the iceberg.
2. The Repetition of Copies
Ever printed multiple copies of the same document for various departments? It’s a common practice, but it comes at a cost. On average, organizations make up to 19 copies of a single document. Each copy consumes more paper, ink, and time.
3. The Labor Intensive Filing Process
Filing documents may seem like a routine task, but it’s far from efficient. It costs around $20 in labor to file each document properly. Staff must sort, label, and physically store each piece of paper, which takes time and resources away from more critical tasks.
4. The Quest for Lost Documents
Misplaced or lost documents are an inevitable part of handling paper. Searching for these missing files can be an arduous task, costing an average of $120 in labor per document retrieval. This wasted time could be better spent on productive work.
5. Invoice Processing Expenses
Processing invoices is essential for any business, but it’s often a paper-heavy process. On average, it costs $8 to process one invoice, and a staggering 70% of this cost is related to handling the physical document. This means a significant portion of your invoice processing expenses could be eliminated by going digital.
6. Offsite Storage
Storing physical documents offsite is a common solution to save space in your office. However, it comes at a price. It costs approximately $1.00 per document to store them offsite, and an additional $5.00 per document when retrieval is necessary. These costs can quickly accumulate.
7. The Loss of Important Documents
One of the most significant hidden costs of paper is the risk of losing critical documents. On average, organizations lose one out of every 20 documents. When this happens, it takes an astonishing 25 hours to recreate each lost document. That’s time that could have been spent on strategic initiatives or serving customers.
The Digital Solution
The financial toll of paper-based document management is evident. It’s time for organizations to embrace digital document management solutions. Going digital can save you money on paper, printing, filing, and storage costs. Moreover, it significantly reduces the risk of losing important documents, enhances accessibility, and streamlines document retrieval.
In today’s competitive business landscape, every dollar and every minute count. By making the switch to digital document management, you can not only save on costs but also boost efficiency, productivity, and the overall bottom line of your organization. The time to leave paper behind is now.
Interested? If you would like to know more about how we can help your organization go completely digital, contact Business Systems & Consultants today at (205) 988-3300 or complete our contact form and we’ll help find the perfect solution for all of your needs. Based in Birmingham, BSC provides mobile storage systems as well as software solutions and scanning services throughout the southeast. This includes Alabama, Mississippi, Tennessee, Arkansas, and Florida.