Document Management Solutions Blog

3 Reasons to Break Up with Paper this Valentine’s Day

Posted on Feb 14, 2017 11:00:50 AM by Moises Cardenas



It’s the tragic love story told over and over again. Tony the millennial and his dislike with the file room in the upper West Side of the office; and Bernard with his old school approach, to keeping his paper documents on hand at all times. How can these two come to a conclusion and general consensus on why their company should break up with paper and lean towards document scanning services?

While working for JetShark Inc., a real estate company, Tony knows that keeping documents is important. He just hates having to sort through loads and loads of paper to be able to find something he needs related to whatever client he is working with that day. Tony knows that it can take up to 18 minutes just to locate one document, and he’s seen information about enterprise information management systems such as “M-Files” (or what he likes to call it, Maria Files). He thinks being able to attribute metadata to documents to easily sort through it would be life changing, efficient and cheaper!  He just has one problem, his superior Bernard is used to paper documents and doesn’t mind sifting through them to find what he needs, how can Tony convince him to switch? Here are some of the arguments we feel Tony can make.

  • Tony knows that on average, a document in his office is copied 9-11 times, and every 12 filing cabinets require an additional employee to maintain. Their file room is managed by an employee named Doc, and he can attest to the unnecessary space and money it takes to maintain those filing cabinets. Doc is neutral to the situation, but lays out some statistics to Bernard, he explains that in their case each four-drawer file cabinet holds an average of 10,000-12,000 documents, and takes up to 9 square feet of floor space and costs $1,500 per year. A misfiled document can cost up to $125, as well as $350-$700 for each lost document. Tony tells Bernard that getting all of their documents scanned and setting up an Electronic Information Management system could reduce that wasted space and save them money in the long run. (
  • Keeping paper documents can be expensive and losing or having to reproduce those documents can be costly. On average, it costs $5 to file a paper document, and up to $20 to find it later. It also costs $250 to reproduce a paper document (text, graphics, photos, and layout.) The average typing speed of the business user is <50 words per minute. To finish, 7.5% of all paper documents get lost, of that 7% imagine how many of those are extremely important or irreplaceable? ( Bernard has taken a stab at those documents before, and he knows they’re close to impossible to find again, he refers to those lost dead documents as Riff documents. Bernard gets frequently angry at the entire Riff document problem, so Tony tells him that with an EIM system, he could easily back up documents on the cloud and never lose them again. 

  • While only 17% of companies work in what would be called paper free offices, 31% admit their office is piled high with paper, and 40% still use paper for filing important stuff, 56% use paper for signatures on contracts and order forms. Although Tony knows that their company is among the statistics, he’s hoping all of these reasons can convince Bernard to find common ground and negotiate in the middle. Tony suggests maybe looking into document scanning subscription services, or scanning a certain amount of boxes monthly. With Imagex Inc’s. Scan as you go, Tony can scan a certain amount of boxes per month or do them all at one time. He can also upload everything to an EIM system, and help Bernard cut down on lost productivity looking for documents. Contact Imagex Inc. for all of your paperless needs, this may be the best breakup of all time.

Topics: digitization