Are you sure?

Searching for documents: an hour a day

According a recent survey, business information management is uncoordinated at most companies. The survey that focuses on enterprise document and content management warns that the amount of time spent searching among paper-based documents, as well as electronic files, emails, web and intranet pages is more than 51 minutes a day.

The joint survey of research company AIIM and Canon asked almost 500 people from around the globe about enterprise document and content management. This survey revealed that business information created inside the company is uncoordinated according to 48% of the respondents. So it is not suprising that 63% doesn’t believe in the proper recording of important emails, therefore 71% stores them in his local mailing program, while 35% prints and files the hardcopies. More than half of the respondents agree that limited electronic mailboxes cause problems during everyday business operation. 

The survey shows that the amount of time spent searching among paper-based documents, as well as electronic files, emails, web and intranet pages is more than 51 minutes a day. However, more than 15% of the floorspace is occupied by the file cabinets on the average, while implementing a document management system can decrease this space by 35%.

In the case of the financial department, automated invoicing halves the time needed for approval and processing of payments. A DMS can reduce the number of lost invoices by 66%, and there is 50% late payments to count with. However, 55% of the respondents admitted that their company has not used automated invoice management system working with scanned invoices. 

HR groups can reduce the costs of regular copying and storage activities by even 25%. The respondents majority, 82% said that documents containing employee data are stored in file cabinets, moving personal and confidential information physically. Administration concerning shipments and therefore their electronic processing and systematizing can be reduced by 46%. Respondents’ 61% is not aware of the costs of processing an incoming invoice. According to the survey a professional DMS can increase the availability of documents by 25%.