Thursday, December 29, 2011

Best wishes for 2012

May 2012 be a great year, one in which we all reach our professional goals x 10.
And the sovereign debt crisis stops.
And world hunger disappears.
And we stop polluting the environment.
And peace is spread all over the world.

Because if we never dream it, we will never reach it.


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Wednesday, December 28, 2011

A step-by-step ROI on my digitizing project

"Quantifying benefits and real cost of a project is a basic step when deciding to invest money in a digitizing project. We show you how to do it step-by-step"



Throughout 3 different post we will be showing, step-by-step by an example how to calculate the Return On Investment of your digitizing project.

To explain the calculations you must be do we will be suggesting some information, although it is for demonstration proposals its try to adjust realistically.


Size of the company: 50 people
Documents handled per day: 100 documents
Number of filing cabinets: 3
Filing cabinets size: Width 41cm, Length 50cm, Height 104cm
Workers needed to manage this number of documents: 2
Workers who need to find documents for doing their daily tasks: 10
(All the workers in the example earn the current Statutory Minimum Wage in Spain of 641,10 euros)

Step 1: Calculating Cost of the Current System
Determine the real cost of maintaining your paper-based documental system, in order to this, take into consideration cost as followings:




COST OF LABOR



MONTHLY BASE SALARY
641,10 €
PRO-RATA 2 ANNUAL BONUS
106,85 €
COMMON CONTINGENCIES BASE (CCB)
747,95 €
SOCIAL SECURITY COST (32% of CCB)
239,34 €
TOTAL MONTHLY COST OF AN EMPLOYEE 
987,29 €
PRICE PER HOUR OF WORK
4,11 €
PRICE PER MINUTE OF WORK
0,07 €



NUMBER OF DAILY MANAGED DOCUMENTS
100
TIEMPO AVERAGE TIME TO MANAGE A DOCUMENT (MINUTES)*        
6




LABOR COST TO MANAGE A DOCUMENT
   0,41 €
DAILY COST TO MANAGE DOCUMENTS
  41,14 €
ANNUAL COST TO MANAGE DOUMENTS (220 Days Worked / Year)
9.050,20 €


*The employee of the example is earning the current Statutory Minimum Wage (SMLV)
*The social security cost in Spain by the current legislation range between 32% and 35%
* According to a study of PriceWaterhouse Coopers (Estimated time for one person filing a document in a well organized documents system )



COST OF STORAGE



SQUARE METERS OCCUPIED FOR A FILING CABINET
0,3075
NUMBER OF FILING CABINETS
3
AVERAGE HIRING PRICE PER SQUARE METER IN AN OFFICE (MONTHLY)*       
29,00 €


MONTHLY COST OF STORAGE
26,75 €
ANNUAL COST OF STORAGE
321,03€

* In the calculation of the square meters needed the space required to open the drawers is taking into account
*  In Madrid in 2010 according to Cushman & Wakefield Property Consultants

COST OF SEARCHING DOCUMENTS



NUMBER OF PEOPLE SEARCHING DOCUMENTS PER DAY
5
NUMBER OF DOCUMENTS IN AVERAGE SEARCHED PER DAY
10
TIME IN FINDING A DOCUMENT (MIN)
6
TOTAL TIME SPENT IN FINDING DOCUMENTS PER DAY (MIN)
300


AVERAGE OF LOST DOCUMENTS PER MONTH
6
TIME IN FINDING A LOS DOCUMENT (MIN)
10
MONTHLY TIME SPENT IN FINDING LOST DOCUMENTS
60




COST PER MINUTE WORKED
0,07 €
DAILY COST TO SEARCH DOUMENTS
21,00 €
ANNUAL COST TO SEARH DOCUMENTS (220 DAYS WORKED PER YEAR)           
4.620,00 €
MONTHLY COST IN FINDING LOST DOCUMENTS
4,20 €
ANNUAL COST IN FINDING LOST DOCUMENTS
924,00 €


TOTAL COST OF SEARCHING DOCUMENTS
5.544,00€


To simplify cost calculations we avoid the cost, in most of cases, of creating again or recovering a lost document (for example, to contact a supplier to know if he can send a copy of an invoice, to write again a lost report, etc). However, it would be interesting to do a more complete approximation about what the lost of documents can cause.

At least including these cost, we can nearly estimate how much it cost to our company continue working with a paper-based documental system.



TOTAL COST OF MAINTAINING THE CURRENT SYSTEM



ANNUAL COST OF MANAGING DOCUMENTS (220 DAYS WORKED PER YEAR)
     9.050,20 €
ANNUAL COST OF STORAGE
        321,03 €
TOTAL COST OF SEARCHING DOCUMENTS 
     5.544,00 €

ANNUAL TOTAL COST OF THE CURRENT PAPER-BASED SYTEM
     14.915,23€


“Managing paper documents in this company has an estimated cost of 14,915.23 euros per year”

As you notice, it's not an insignificant amount that your company has to pay year after year. Don't miss our next post where we'll estimate the benefits of the new system. 


if you want to follow the entire ROI calculation process, just download our white paper.
Discover how to calculate the ROI of a paper document capture process.download it


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Thursday, December 22, 2011

Athento helps you manage critical information in your emails

“In the following post we'll tell you the most important things about managing critical information in your emails and how Athento can help you.”


Every day it's most frecuent that companies begin to worry about managing information in their emails. The AIIM's report, 'State of the ECM Industry 2010', says that managing emails (like records) is one of the top priorities for ECM nowadays, along with the implementation of a Records Management System and its integration with multiple repositories. The same report states that out of 65,000 companies interviewed, 56% show serious doubts about the capability of their companies to store and retrieve the information contained in emails.

Emails are a special type of content, they have records' treatment because once they are sent and/or received they shouldn't be modified. On the other hand, as emails are increasingly being used by employees of companies in their daily work, the information contained in them begins to be critical in many cases. According to Radicati Group, the average corporate user sends and receives about 110 daily emails. Without question, with these data, it's not weird that different countries begin thinking in emails such as probatory documents. The regulations in this respect, at least in Spain, are not very advanced and there isn't a description of the requirements applicable to an email, but they are now admitted at trial.

Emails are also admissible in trials in the US.


How does Athento IDM help you manage the information in your emails?
Athento IDM and in general all Athento family products include a functionality named 'PopMail Input'. This is really a component of Athento that helps us manage emails in two ways:

Uploading to the document manager by sending attachments to an email account. The platform receives the attached document and stores it doing its information indexing.

Documenting our emails: Input PopMail can convert a received email in a PDF document, including all information contained in it (sender, time, date, subject, body, etc..), identify a unique code and storing it in the manager not allowing further modifications.


Let's see two examples!

Case of use: Managing pharmacological alerts in a Hospital Pharmacy. The Pharmacy of the hospitals typically receive alerts from Spain's Agency for Medicines and Health Products where information is reported about defects or potential health risks that may be caused by medications. The problem with this type of documents is that they usually come in several ways to the pharmacy staff and as a result, the information is duplicated. With PopMail Input it's possible centralizing the receipt of alerts in a single account and evaluating which alerts are into the system already, so we don't end up re-creating them again.


Example of use in processes of incidents and negotiations with customers: Imagine that someone in the sales department of your company reaches an agreement on price and terms with certain customers via email. For some reason, the commercial who got the agreement with the customer leaves the company and the customer is assigned to a new account manager. This new sales person does not have access to all the emails from the last guy, or simply among all too many emails it's really hard to find the email that closed the sale and service conditions. Fortunately, the previous sales person was a smart guy who sent the e-mail to the customer with a copy to an email account that allows PopMail. The new sales rep. will only have to look in the repository, where there's already a folder with the name of the client, all commercial offers that are made available to him/her and the client's responses. The recovery of a document in a repository is almost immediate.

We hope we have explained a little bit more about this functionality of Athento. However, if you have any questions, please, feel free to contact us.


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