manual filing systems: the paper chase copyright 2003-2004, questys solutions/decision management...
TRANSCRIPT
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Manual Filing Systems:
The Paper Chase
Copyright 2003-2004, Questys Solutions/Decision Management Company, Inc. All rights reserved. No portion of this file may be copied, distributed, or shared in any way without the express prior written consent of Questys/DMC, Inc.
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Manual filing of your paper documents or microfilm is...
• Repetitive• Time Consuming• Costly• Not Secure• Inefficient
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Paper is filed by: Organizational Entities
Subject
Activity
Original
Copy
Copy
Filing structure is limited!
Ace Inc.
Contract Ace Inc.
Activity ReportsAce, Inc.
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Retrieving your files can be equally limited...
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By Name
By Activity
By Date
Retrieval is limited to searches:
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Room for Improvement?
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Cost
Valuable Office Space
Overrun By Files
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Office space rent (including services) $300 per 12 sq. feet
annually
Files & supplies to create and maintain 12,500
documents ($0.005/page)
$62.5$125
Total Annual Cost of 1 Cabinet
100+300+62.50+125 = $587.50
Total Cost of ownership of 100 Cabinets =
$58,750
Annual Cost of Ownership of one Office Filing Cabinet
12 square feet of office space
Supplies
Cost $1,000 amortized over
10 years
$100 $300
Paper
Cost of fireproof cabinet
Cost of paper
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Retrieval Time
Misfiled Documents
Missing Files
Cost
Tim
e
When you’re looking for a paper file,
consider this:
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Paper documents can only be retrieved by
relatively simplistic, pre-set indexing criteria.
There are limited options due to duplication or/and
cross-indexing.
Tim
e
Cost
Fle
xib
ilit
y
Barney & Kale…?Bake &
Turner…?
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You have to be in the same building to access
your documents,or paper documents must be faxed or delivered to
you!Tim
e
Cost
Fle
xib
ilit
y
Locati
on
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Only one user can access a paper file
at a time
Tim
e
Cost
Fle
xib
ilit
y
Locati
on
Mu
ltip
le U
sers
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Locati
on
Mu
ltip
le U
sers
For Paper Records, security is by:
•Lock and Key on a room, drawer and/or file level
• You can read, duplicate, alter, remove and even….lose your documents in a disaster.
Tim
e
Cost
Fle
xib
ilit
yS
ecu
rity
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Tim
e
Cost
Fle
xib
ilit
y
Locati
on
Mu
ltip
le U
sers
Secu
rity
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Forget the Paper Chase.
Go digital.
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