frequently asked questions
we get 3 common objections – expense, security, and timing. in a nutshell, here are the answers to those questions.
q. how can we afford this… it’s perceived as expensive – do we have to find new money?
no! despite document management being a cost-saving solution, with lower per-document costs, users may have the perception that becoming paperless is an expensive option, and a luxury they can’t justify.
think of it this way - just because employee time is being used for document management and it’s always been that way, doesn’t mean the status quo is free. imagine someone has been using cash to pay for their daily expenses. little trips to get a coffee and snacks don’t seem like much – but they add up. get a coffee every day and it definitely gets expensive!
document management is like that. it insinuates itself into every workday, in every profession. it adds up, and the company is paying whether it knows it or not. you can take control of the situation and bring those costs down. proforma puts you in control.
q. what about the security of our documents? if they’re not here, where are they – and are they safe?
proforma will store an electronic copy of all of your created and received documents. documents will be backed up nightly in the proforma data center as well as at a secondary location. you can choose to receive copies of these backups at any time.
our server farm was deployed in a dedicated secure environment at a hipaa-compliant commercial data center with 24/7 video monitoring, badge access, physical cage security, and biometric entry. a duplicate of the system has been deployed at another geographically-distant data center managed by a second web application web host. based on that infrastructure, proforma has secure vpn based auto-synchronization software safeguarding data between these two servers to ensure that in the event one site should go down due to major service outage, the other site could pick up almost immediately.
q. you might be saying, okay, it works, and proforma seems like a good concept. but we just don’t have the time or resources to put towards a project like this right now. why would we want to do this now?
in response to this question, we have a few questions of our own.
key questions to ask
• do you know what your organization currently spends on document management and workflows?
• do you have a systematic document workflow?
• how would you rate your organization for its efficiency when it comes to managing its paper?
• have you evaluated the time spent on administrative functions by non-administrative employees?
• are you satisfied that existing document workflows benefit you by minimizing your investment and extraneous costs, and providing optimum flexibility to accommodate your changing needs?
• what programs are in place to reduce the use of printed documents?
• have you considered having an outside assessment of your document management?
there’s a huge range of costs attributed to document management, depending on which analyst you listen to (kevin craine says $9 plus burdened costs; gartner group says it’s between $30-60; microsoft puts it at $150 for an intra-company form).
to be conservative, let’s use craine’s number - $9 to process a document, ignoring burdened costs. and let’s imagine your company has an estimated 2,500 document lifecycles per month, or 30,000 annually.
using those numbers, a conservative estimate of your current document management costs are $270,000 annually.
that includes obvious expenses like paying data entry personnel and administrative staff for sending/receiving/filing documents. but there are hidden costs, too, spread out over the professionals that make $20 or more an hour, but who still spend time each day shuffling or shepherding paper.
gartner group goes on to say that “documents claim up to 60% of office worker time and account for up to 45% of labor costs. moreover, document mismanagement claims 12-15% of corporate revenue.” infotrends echoes this in their study, “the average company spends 6% of annual revenues on the hard costs of document production (assets, consumables, service and support).” they also admit, “only about 10% of actual document costs are ever exposed by an assessment, which means that 90% of document-related expense is being overlooked.”
proforma payback period.
the simple payback period is 3-5 months.
as the “thumbs up” indicates, this project would be worth considering from a financial perspective. these metrics can be calculated manually, with hand held calculators, or automated software applications.
so, ask the question again – why would you want to do this now? our answer as another question: when would be the best time to start saving money?
"our entire data-entry requirements are only one staff person, even as our processing volume has exceeded one million forms a year. using a manual system literally would have required hundreds of data-entry operators."
- michael garguilo,