Press Release: Electronic Post Room White Paper

White Paper Helps Organisations Eliminate Forgotten Cost of Electronic Document Management

21/02/2008 12:20

Document management specialist, Cave Tab Ltd has announced the publication of a new white paper that reveals how organisations can achieve cost savings of more than 30% and improve service levels by outsourcing the scanning of documents within an electronic document management system.

“Daily Scanning: The Forgotten Cost of Electronic Document Management” shows how outsourcing can all but eliminate the capital spend and operating costs associated with converting documents into electronic format, as well as reducing outcome times, improving accuracy and saving space.

“The benefits arising from electronic document management (EDM) are considerable and include speedier access to information, improved customer service, reduced filing costs and enhanced security. In their enthusiasm to realise these benefits, many organisations overlook the ongoing costs associated with the scanning of documents into electronic format,” says author, Mike Turner, Business Development Manager at Cave Tab. “This involves adding a non-core administrative function, with new or re-trained staff, as well as the procurement and maintenance of scanners, computers and associated software. As a result, EDM does not deliver maximum value to the organisation.”

The white paper provides an overview of workflow-driven systems in which electronic documents are automatically fed into designated in-trays, traditional filing systems in which documents are periodically indexed to the particular customer or subject to which they refer and Optical Character Recognition systems in which hand-written documents are ‘digitised’ to extract information which can then be uploaded into a computerised system.

It also compares the set-up and operating costs of an outsourced scanning service versus an in-house service in a local government benefit claims department, a local government planning and building control department and an organisation which has a large number of staff required to complete hand-written time sheets, complete with cost analysis workings.

According to Turner, organisations can benefit from more knowledge of the options available to them, allowing them to make an informed decision based on their specific requirements.

“Whilst electronic document management is nothing new, more and more organisations are recognising the benefits and costs are coming down as a result of this increased demand. The fast, accurate and cost-effective conversion of documents into electronic format is fundamental in allowing organisations to take full advantage of these benefits.”

Copies of the white paper – “Daily Scanning – The Forgotten Cost of Electronic Document Management” – are available free of charge. Alternatively, interested parties are welcome to visit Cave Tab to see the daily scanning operation in action. To receive a copy of the paper or arrange a visit, call Cave Tab on 0800 616 347 or e-mail info@cavetab.co.uk

News category: About Cave Tab, Digital Records Management


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