The Top Twenty Reasons for Scanning and Archiving

During the course of client discussions ADEC Preview hears many reasons why people want to scan and archive their documents.

Here are the top twenty reasons - and some facts & figures to back them up:

  • To significantly reduce search time for filed documents. Clerical staff spend on average 20-30% of their time looking for documents.
  • To save managerial time. 6% - 7.4% of an executive's time is spent looking for documents.
  • To eliminate misfiled and lost documents. It is estimated that between 3% and 7.5% of an organisation's documents are lost or misfiled. On average 60.00 in labour is spent finding a misfiled document and 150.00 in labour is spent recreating a lost document.
  • To reduce site move costs by scanning rather than moving documents.
  • To retrieve, view, & print documents using existing PC hardware.
  • To store and retrieve documents using a standard web browser form anywhere in the world.
  • To prevent document deterioration.
  • To support the implementation of a disaster recovery plan.
  • To reduce filing costs. Filing a document costs 12-15 pence per sheet.
  • To eliminate file room searching.
  • To eliminate or reduce copy machine usage.
  • To reduce shipping/postage costs dramatically.
  • To add a search capability on field contents.
  • To eliminate or reduce usage of film printers and recorders.
  • To distribute documents more effectively by utilizing the Web, WAN and LAN.
  • To improve the document change process.
  • To provide electronic backup of rare or valuable documents.
  • To digitally enhance poor quality originals.
  • To meet ISO accreditation procedures.
  • To meet Freedom of Information Act requirements.

...and here are some of the more oddball ones...

  • There are asylum seekers wandering around outside waiting to be arrested who may want to destroy the documents.
  • The parchment on which the poem is written is about to disintigrate.
  • Our Managing Drector is very absent minded and keeps losing contract information.