Fast track basics of what, why, how, and who.
Since 1994, our customers (including the Department of Defense with thousands of users) have enjoyed the simplicity and affordability IMS offers. You, too, can experience this simple-to-use database and our top notch support.
An ROI (return on investment) in extreme cases can be achieved within 6 months, but an average organization can expect 1 ½ years. Although using a document management system creates new challenges and expenses, the costs saving benefits overwhelmingly compensate. In addition to purchasing software, some structural additions in hardware may be needed, as well as high speed commercial scanners. Clerical redundancies or additions will be made for manually inputting data into the proper profiles or index fields. To an extent, expenses will be incurred when purchasing a document management system, but there will still be limitless and intangible benefits financially and long-term results that can not possibly be predicted. If just focusing on the tangible details, we would come up with a landslide of cost saving opportunities.
Focusing on an average small business or department within a large corporation, we can examine a few concepts that generate significant cost savings.
We offer a multitude of information to help you make a decision, let us know if you can’t find what your looking for.
An ROI (return on investment) can be realized within only a few months in some cases and up to a year in others. Let us help you determine a realistic ROI for your unique office.
Sometimes pictures can illustrate better than words what we are trying to accomplish.
Looking for a more technical explanation of what a Document Management System is?
The average filing cabinet is $300, and the floor space it consumes could cost $5 monthly. Paper is compounding daily, producing more filing cabinets and, in some cases, off-site storage rooms.
As a document and a content management system continues to become more popular, they have become a must have in some fields especially those in very litigious environments.
What damages accrue due to lost documents? How much time was spent looking for this important document? When the document is declared lost, what are the consequences? Either there is a small relevance to the document, and it can be replaced or recreated within a matter of minutes, or there is great embarrassment and lack of professionalism. Lost documents can also cause sufferable financial or personal consequences if pursued in a court of law. How many times in a day, week, or month is a document lost? What dollar value can be placed on this document? On average, what could this document be worth?
Each paper handler must print, retrieve, and then file this document. The further away the filing cabinet is, the more this document has cost your company. A document that is retrieved from the filing cabinet is then copied and distributed by fax or courier as needed. More time has been wasted in walking to filing cabinets, looking for a document that is possibly even misfiled, and then walking to the fax machine and waiting for the confirmation page to be printed. There may have been co-workers to mingle with along the way, which cost even more time. The documents then must be returned!
How many times is a document temporarily lost on a co-workers desk or lost within the piles of paperwork on your own desk? How much time was spent searching for this document and bothering other co-workers along the way?
How many times is a document printed, only to be viewed or temporarily used, and then quickly discarded? Sometimes without good reason, documents are simply printed and filed, never to be needed again. How long is this document going to take up space in your filing cabinet? How many of these type documents are in your filing cabinets? How many documents are being printed, only to be faxed or distributed by hand or postage? Is your company still using line printers, multi-part forms, green bar or blue bar printing, or mainframe printing? This data is found lying all over the office, taking up space. Not only is the information printed not eye-catching or user-friendly, but the paper costs are significantly higher than conventional laser printing devices, especially with duplex capability. In addition, many of these print-outs could be automated and converted to electronic forms in order to be deposited and viewed within a document management system. These print-outs are not only costly to produce on paper, but ink/toner, filing space, and service calls, could be greatly reduced or completely eliminated.
How many documents in a day are retrieved, only to be immediately returned to the filing cabinet until the end of the day or week? After the necessary action was needed in retrieving a document, and it is finally returned, how long does it take to walk to the filing cabinet, skim through many drawers and files, and then alphabetize this document back into its exact location?
For a complete and extensive ROI, contact one of our consultants to request a free consultation or to request a Microsoft Excel ROI Calculator to test for your self.
|How does IMS work?|
|What is IMS|
|Database vs. Server|
|Illustration of IMS|
|IMS - SMALL OFFICE 4.0|
|IMS - ENTERPRISE 4.0|
|IMS - CLOUD|
|College & University|
|Schools & Districts|
|Law Office or Legal Firms|
|State or Local Government|
|Records Management (continued)|