The Dirty Dozen – Twelve factors that contribute to an inefficient and costly document output infras
The Dirty Dozen – Twelve factors that contribute to an inefficient and costly document output infrastructure
- Regulatory requirement to archive documents: Local, State, and Federal Government requirements to archive certain documents and records continue to increase. To meet these challenges, your company has turned to a records management firm that offers services including pickup and delivery, document preparation and search, in addition to warehousing. Often, the mandated term for archiving a document exceeds the typical employee tenure. As a result of this and other factors, documents have been warehoused twice as long as required by law at enormous waste.
- On-demand document retrieval requirements: Upon request, your company must make records available within a given time frame to auditors, customers, or regulators.
- Frequent document and content revisions: Critical documents within your company such as contracts, manuscripts, price lists, etc., tend to undergo repeated and significant change, posing challenges in version control. The cost associated with out-of-date material can vary from minor (additional work or inconvenience) to significant (out-of-date price list, wrong version of a contract).
- Single function copiers/printers: Studies indicate that printers outnumber copiers by a ratio of nearly ten to one. The proliferation of single-function printers in your company has resulted in a multitude of brands and models leading to increased support costs, and potentially, high operating costs.
- Ad hoc records management/disposal: Your company lacks a documented Records Management policy or doesn't implement the one in place. The previously mundane task of records management (RM) has gone high-profile as accounting scandals and the subsequent passage of the Sarbanes-Oxley Act have highlighted the urgent need for a disciplined, cross-functional RM strategy. Whether it's mitigation of potential liability, business continuity, or statutory compliance, RM has a far-reaching impact on every organization.
- Roles-based document security requirements: Your company handles sensitive and/or private data and must take precautions to ensure that access to protected documents is secure. Paper-based archive and retrieval methods are particularly susceptible to breaches in security. HIPAA is an excellent example of a government regulation mandating the implementation of a roles-based document security system.
- Regularly outsourced document production: Your company has special document finishing/reproduction characteristics, which lead you to frequently outsource the production of certain jobs. Typically, the reasons for outsourcing include one or more of the following: finishing (i.e. binding, stapling, folding, and booklet making), color, large quantity, tabs, etc.
- Multiple hardware vendors and product brands: Internal costs including IT support, purchase order and invoice processing, vendor maintenance, account reconciliation, etc., are highly correlated to the number of unique vendors and product models deployed. Organizations should consider vendor/product consolidation as a means to streamline management of document production resources.
- Manuals, training, and compliance documentation: The above referenced documents are often voluminous and, therefore costly to produce and distribute. Your company prints and keeps in inventory large quantities of these documents in order to get the production costs down, only to discard a substantial portion of the inventory due to obsolescence. Technologies allowing for printing at the point and time of need can dramatically impact the cost, quality, and timeliness of these documents.
- Frequent use of pre-printed forms: Your company uses pre-printed forms, often in conjunction with antiquated impact printers, and spends thousands of dollars a month while your high volume MFPs (multifunction peripherals) go underutilized.
- On-site storage: Your company uses valuable office space to store filing cabinets for use as document storage rooms and other means of physical document storage.
- Collaborative document creation process: Your company documents require collaboration among employees to produce a final product, involving multiple locations, incompatible software applications, etc. Technologies exist to reconcile these differences and ease bottlenecks typically associated with complex collaborative content creation.
If you recognize any of these inefficiencies, then your company is losing money and not taking advantage of its valuable resources. Call your Zoom Imaging Solutions sales representative today for an analysis and improve your bottom line by as much as 40% overnight.