Information is a vital corporate asset. However, it is of little business value if it cannot be located, distributed or shared. Because most paper-based workflows are manual, they are by nature complex, inefficient and expensive. Transforming paper-based processes into streamlined digital workflows enables business documents to be quickly and easily stored, retrieved, delivered and managed electronically from the desktop. Here are just four of the many reasons why it pays for organizations to increase the efficiency and security of business-critical document workflows.
1. Increased knowledge-worker productivity.
Recent IDC surveys suggest that organizations are losing millions of dollars on wasted information-worker time. For example, information-workers spend nearly 25 percent of a 40-hour workweek looking for information. Failing to find what they are looking for, they typically spend another three hours a week recreating existing content that they haven’t found. This adds up to a loss of roughly $10,000 per worker, if we assume a base salary plus benefits of $60,000 per year. A business with 1,000 knowledgeworkers loses a whopping $10 million a year from poor productivity tools in search alone, according to a report from IDC.
2. Increased competitive advantage.
Document capture technologies such as HP multifunction devices, HP scanners and HP digital sending software (see sidebar on page 2) provide fast, simple, cost-effective and secure ways to digitize, classify, index and send documents from their source to nearly any destination, almost instantly. Efficient information exchange makes it easier for organizations to manage customer, supplier and partner relationships. As the chart below illustrates, improved efficiency, better customer service and faster turnaround times were identified by organizations of all sizes as the top three drivers for document capture spending.
3. Reduced compliance risk.
While accountants and auditors are no strangers to compliance issues, IT departments are increasingly finding themselves under pressure to safeguard information. Regulatory acts such as Sarbanes-Oxley (SOX), the Health Insurance Portability and Accountability Act (HIPAA) and the Gramm-Leach-Bliley (GLB) Act require organizations to implement internal controls to protect the integrity, confidentiality and availability, and accountability of information.
4. Help the planet.
The average employee wastes $85 worth of printer paper and ink each year through unnecessary printing.4 Break it down, and that adds up to the typical office worker using on average up to 50 sheets of A4 paper a day. And with estimates predicting increases in office paper consumption of 20 percent per year5, it’s clear that the time is now to consider making the transition to an electronic document management system.
HP at work
HP delivers fast, simple and cost-effective ways to digitize, classify, index and send documents from their source to nearly any destination, almost instantly.
HP hardware
HP multifunction devices (MFPs) and All-In-Ones HP MFPs and All-in-Ones are convenient, versatile solutions for electronic management. Economical and efficient, they handle every phase of the distributed capture lifecycle—scanning and converting documents, routing, image cleanup, recognition and indexing, data extraction and exporting to a document management system or other secure document storage/retrieval device.
Most HP devices feature the following environmentally friendly features:
» Econo-mode option – enables users to print up to 30% more pages per toner cartridge
» Duplex option – allows users to print on both sides of the paper, reducing paper usage by as much as 50%
» Recycled paper-friendly – accepts recycled paper qualified according to EN 12281:2002
HP Scanjet document scanners and digital senders
HP Scanjet document scanners and digital senders support a broad range of centralized and distributed document capture applications, and in many cases are plug-and-play to easily fit your present technology environment.
HP software
HP embedded digital sending Send digitized document and image files to e-mail, network folders and authentication with technology built into all HP LaserJet MFPs and digital senders.
HP digital sending software
Integrate paper documents into the electronic workflow with fast, easy transfer to e-mail, network folders, LAN fax, OCR text conversion and conversion into PDF.
HP output management solutions
Create a flexible, scalable and reliable output management environment with a family of integrated software applications that are combined with implementation, integration, support and training services.
