Records & Archives – Better Archiving Solution

We all know the feeling. Paperwork piling up around you – sure, you know it has to be sorted at some point, but other projects invariably take priority (ie. the ones that actually make you money!) So you push it to one side, or put it out of sight somewhere for when you have the time to file it “properly”.

Consider these statistics from a PriceWaterhouseCoopers (USA) study:

Companies spend US$20 in labor to file a document, US$120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document
7.5% of all documents get lost, and 3% of the remainder get misfiled
Professionals spend 5-15% of their time reading information, but up to 50% looking for it.

The alien observer would think we were still living pre-Information Age, right?

It’s just not quite right. Even the most modest business IT outlay these days will put enough computing power at your disposal to search the entire web – billions and billions of documents. If only it could reach into your few hundred or thousands of paper files…

What if filing and searching for your paper documents was just as easy as handling the you could send all your paperwork away, for someone else to store for you? And you could find a single document with a simple online search? What would you do with all that extra time? What could you do with all that extra space?

PaperFree clients have understandably asked about security – a bonus of digital archiving is actually enhanced security by getting rid of duplicate documents, reducing the risk of documents ending up in the wrong hands. And because all your documents are backed up online, you’re safeguarding against possible document loss.

Bigger companies have indeed been able to achieve all these things – freeing up time, freeing up space, increasing document security – by outsourcing digitising work to traditional bureaus who will scan and index for a fee. The trouble is that traditional document scanning and archival is all about economies of scale, and the prices involved are decidedly big-end-of-town. This has put this kind of service out of the reach of the smaller operator.

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