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Reduction in Paper Consumption
World paper consumption is around 1 million tonnes every day. Yet 45% of all print outs and photocopies are binned before the end of the day1. Transforming paper into digital delivers significant cost savings in stationery, print and filing cabinets.
Invu Document Management radically reduces your organisation’s reliance on paper. Once you scan all incoming mail, invoices and other paper documents into a central location, the digital images are securely stored in the repository. You can then search, amend, share and process these documents without the need for a paper copy again. Removing paper from your organisation creates a fundamental shift in productivity and cost levels.
"By using Invu we have reduced our paper costs by 88%"
Simon Moody, Partner, Young & Co Chartered Accountants.
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"The benefits of creating a paperless office are starting to be seen and the business now feels it is making a positive contribution to a greener environment."
Iain Clayton, LEES Accountants.
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Eliminating printing and photocopying
According to Gartner, once an invoice arrives by post it’s typically photocopied up to 11 times. Printing and photocopying will eventually become archaic tools of the office.
How many printers does your organisation have? How often do you print out documents or photocopy them? If your business is typical then you’ll have one printer for every 10-12 staff2 with each machine emitting c.450kg. An eDM/ ECM system won’t eliminate this completely, but print reductions over 50% are typical if not conservative. Over 30 trees are needed to absorb the CO2 outputs of just one average printer. (If your throughput is above average then consider not-for profit organisation Conservatree’s estimates that one ream of A4 uses c. 6% of a tree.) How many trees does that mean for your organisation?
Improve the effectiveness of key operational processes
AIIM anticipates that finance departments using eDM/ ECM systems, can see invoice costs reduced by a factor of 10. Digital invoices (including those which are emailed rather than posted) enhance service and may even lead to negotiation of more favourable credit terms. The accelerated process can improve cash flows as well as reducing the number of days that sales are outstanding. As this is an otherwise paper intensive function the green impact is considerable.
"Before Invu, the five members of the Finance Department spent at least 30 minutes a day locating invoices for approval – an annual time loss of 12½ weeks looking for invoices."
Richard Cookson, Head of Accounting & ICT, Derwent Living.
Click here to read the case study.
Relocate employees to more cost effective tasks
Installing Invu Document Management reduces the time taken to process manual tasks so staff can concentrate on revenue generating activity. Eliminating data entry and archiving enables companies to reduce office space, heating and lighting costs, having a positive environmental impact. Enabling remote working also creates greater employee flexibility with reduced fuel consumption and vehicle emissions.
Reduce storage costs
Filing takes a disproportionate amount of space in the typical office. Storage is expensive and the cost is often hidden when on-site. Off-site storage is more expensive and will also incur transport costs and environmental burden. With Invu Document Management all your documents are safe in one secure repository and instantly accessible by all of your employees.
If you’re storing documents on-site and no longer need the space what else could you do with the storage space to generate additional revenue? Many Invu customers have turned saved office space into revenue making opportunities.
If you’re considering relocating your organisation to a new building, document management enables you to dramatically reduce the office space required. Think how much space filing cabinets take up, then consider how much of a reduction in floor space you will need if you’re already using document management, an incredible cost saving that also reduces your environmental footprint.
"Utilising the freed up floor space as a third party call centre looks like a real success and we are on schedule to generate an extra income of £120,000 this financial year."
Chris Harman, IT Director, Newhalls Publications
Click here to read the case study.
Multiple site savings
If your organisation has a large number of remote offices, scanning locally created paper generates its own savings reducing the courier or postage costs instantly, not to mention the direct environmental benefits. By digitalising as much information as possible and including online collaboration and online meeting solutions, employees have much greater flexibility in their working day. irrespective of geography. Travel costs are reduced as well as employee’s carbon footprint.
Email Management
Utilising email capture software with your document management solution can help to reduce your email mountain to less than 10% of its original size3. The software automatically files customer emails in the client folder, so, subject to security permissions, the email is there for whoever needs to see the email. By emailing documents rather than printing and posting or even using the archaic fax also reduces costs considerably.
ISO 14001:2004 (ISO 14000)
ISO 14001 is a series of international standards on environmental management. It provides a framework for the development of an environmental management system and the supporting audit programme. Increasingly, ISO 14001 is important as a badge of environmentally creditability. It validates your own working practices as environmentally friendly especially in measuring consumption and waste reduction. As well as customer benefits and tangible cost savings, ISO 14001 is also shown to beneficially leading to more tenders and winning more orders..
1 www.panda.org/paper
2 Konika Minolta
3 Alan Pelz-Sharpe ECM Trendwatch. |