Document Management

We designed DocPoint with the comprehension that your biggest personal information pain-point is also the most crucial factor to your success.

The recent Harvard Business Publishing Editors Blog dedicated an article to the much maligned and unavoidable issue that DocPoint solves with elegant simplicity — information overload.

Document management is increasingly seen as a “bottom-line” organizational application with clear objectives such as reducing administrative costs, improving efficiency, and enhancing profits. Everyone has experienced the frustration of not being able to find that file or piece of paper with the answer to an important looming question.

“IDC has estimated that the typical enterprise with 1,000 knowledge workers wastes $2.5 million to $3.5 million per year searching for nonexistent information, failing to find existing information, or recreating information that can’t be found.” (Source: IDC)

BAE Systems conducted a study that discovered that 80% of employees waste an average of half an hour per day retrieving information, while 60% spend an hour or more duplicating the work of others. (Source: “Show me the Money, Measuring the Return on KM” Knowledge Management)

More statistics supporting the need for document management come from Coopers & Lybrand (Source: Imersion Technologies. Inc.):

1. 90% of corporate memory exists on paper.
2. 90% of all paper documents in the average office are merely shuffled and moved from place to place.
3. The average document is copied 19 times.
4. Companies spend $20 in labor to file a document, $120 in labor to find a misfiled document, and $220 in labor to reproduce a lost document.
5. 7.5% of all documents get lost while 3% of the remainder are misfiled.
6. Professionals up to 50% of their time looking for information, while they spend only 5-15% of their time reading the information they retrieved.
7. There are over 4 trillion paper documents in the U.S. alone, and that figure is growing at a rate of 22% per year.

These statistics easily support the fact that most businesses will benefit from a well-deployed document management system. It is not an issue of “if” but “when”. From Accounting and Human Resources to Product Development and Customer Service, every department can realize productivity improvements. The sooner a document management solution is in place, the sooner the benefits begin to affect business bottom-line and become the basis for efficiently conducting every business function.

I’ve gathered a few interesting statistics below about the time required to manage paper, filing, and other office tasks. Using DocPoint and ScanPoint eliminates these time consuming document management chores to a minimum and frees you to focus on what is really important to your business.

Statistics on Paper and Filing

1. The average U.S. executive wastes six weeks per year retrieving misplaced information from desks or files. At a yearly salary of $75,000, this can translate to 12.3 percent of total earnings.
2. 90% of all documents handled each day are merely shuffled.
3. It costs $120 in labor to track down a misplaced document or $250 to recreate it.
4. Over 800 million pages are created from computer printouts per day, enough to fill a file drawer 225 miles long.
5. Despite visions of a paperless office, 80-90% of all information in the average office is still maintained on paper.
6. 80% of filed papers are never referenced again. 50% of all filed materials are duplicates or expired information.
7. Experience continues to show that 30%-40% of all recorded information can be immediately deleted from electronic systems or paper systems.
8. In every survey taken over the last 20 years, managing paperwork falls in the top ten time-wasting activities.
9. Just introducing email into an office increases paper printing by 40%.
10. Workgroups lose 15% of all documents they handle and spend 30% of their time trying to find lost documents. 7.5% of all documents are lost and never retrieved.

Statistics on Time Management

1. During the last 25 years, our leisure time has declined by 37% while our work week has increased by a full day.
2. Spending 10 to 15 minutes every morning mapping out your day can save up to 6 hours a week.
3. Americans as a whole waste more than nine million hours each day looking for lost and misplaced articles, amounting to a national loss of nearly $150 million per day.
4. An average interruption during the work day consumes ten to twenty minutes in getting back on track, not counting the actual time with the interrupter.
5. The typical businessperson experiences 170 interactions per day and has a backlog of 200-300 hours of uncompleted work.
6. 80% of our interruptions usually come from 20% of the people with whom we work.
7. Americans spend 1.3 billion hours a year preparing tax information.

What can you do?

Learn more: See our video tutorials and learn how to efficiently handle emails, files, paper documents, and barcodes.

Take control: Download a free trial of our document management software and cut down on wasteful time spent managing email and documents.