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24 Facts about Saving Money with Document Imaging Solutions

December 30, 2017

24 Facts about Saving Money with Document Imaging Solutions

Selling document imaging solutions is about selling paperless business processes. Every business can use some form of document scanner to support its operation, but to get real value from document imaging solutions you need to integrate paperless processes into the workflow. If you are selling document imaging solutions, then you are selling the benefits of streamlining business processes and reducing paper in the office.

Seems simple, right? However, getting any organization to implement a systemic change is always a challenge. Your best approach is to demonstrate the real savings that any organization can realize with the right document imaging solutions and get buy-in from the top down.

To help you sell document imaging solutions we offer the following facts that you can include in your sales presentation:

Savings in Operations Overhead

  1. CIOs who implement business process management will see a 50 percent reduction in maintenance costs and time.

  2. Using document management to simplify workflow improves productivity by 30 percent.

  3. For organizations adopting document imaging solutions, 46 percent report ROIs within 12 months, and 66 percent see returns within 18 months.

  4. Ten percent IT staff time is spent managing printers and print services.

  5. More than 50 percent of Help desk calls are for printer issues.

  6. Paper storage requires space. There are 15,000 sheets of paper in the average file cabinet drawer, 20,000 sheets in a lateral file drawer, and 3,500 sheets of paper in the average Banker’s box. The average file cabinet requires 7 square feet of space. There are 71.3 file cabinets in a typical organization. The average cost of office space is $23.23 per square foot.

The Cost of the Paper Chase

  1. The United States has more than 4 trillion paper documents, and that number is growing at a rate of 22 percent per year.

  2. Ninety-five percent of corporate data is on paper.

  3. Paper has been proven to reduce office productivity. On average, eight hours per week are wasted in managing paper – 1 hour finding documents; 1 hour sharing documents; 1 hour distributing paper documents; 1 hour archiving and retrieving paper files.

  4. The average office worker is responsible for 20,000 pieces of paper annually.

  5. The average worker generates 45 sheets of paper each day.

  6. Employees waste about 75 percent of their time dealing with paper-based information.

  7. It costs the average company $20 in labor to file a document; $120 to find a misfiled document; and $220 to replace a lost document.

  8. The average office worker spends 400 hours per year searching for lost documents.

  9. More than 50 percent of paper documents generated are never actually used.

  10. Eighty percent of the data within an enterprise is unstructured and that data is growing at a rate of 300 percent annually.

  11. U.S. business spends $350 billion on computer printouts at a cost of 6 to 12 cents per page. It’s estimated that 130 billion of those copies are unnecessary.

  12. It costs $25,000 to fill a four-drawer file cabinet, and it costs $2,160 to maintain that file cabinet

  13. Only 38 percent of paper-originated documents are scanned and stored in digital format.

Environmental Savings

  1. According to the American Forest and Paper Association, the average American uses 748 pieces of paper annually. They also estimate that it takes 68 million trees to produce 17 billion catalogues and 65 billion pieces of direct mail.

  2. It requires three gallons of water to create a single piece of paper.

  3. Forty-two percent of the world’s wood is harvested for paper.

  4. It takes 33 million BTUs of energy to produce a ton of virgin paper, and 22 million BTUs to produce recycled paper.

  5. Producing a ton of paper generates 5,601 pounds of greenhouse gases; producing the same recycled paper products 3,533 pounds.

Obviously, document imaging solutions eliminates waste and promotes savings in money, time, and resources. You can make an argument for savings at all levels of the organization, whether with senior management or the IT staff. Everyone wants to save time and money, and everyone is concerned about environmental savings. With the right facts and figures, you can demonstrate that migrating to paperless processes using document imaging solutions offers saving on all fronts.