Document Management - White Paper (ID 5277).pdf Jul. 2014 | Page 12

Reduction of Operational Costs
Beyond the sizable labor costs related to handling and
maintaining paper documents, hard copy storage incurs
ongoing material expenses as well. If records are on paper,
then obviously, one is going to use more of it, plus all the other
office supplies that accompany it.
Less conspicuous are the costs associated with the space
requirements demanded by the storage of paper files.
Eliminating six average-sized file cabinets will typically free
up office space for one additional employee workstation. In
addition, older records often require off-site storage, as well as
the material and labor costs of packing and moving.

Printer and copy toner, printer and copier repair, and other
related handling adds up to six times that of the blank paper
itself2. Further research shows that companies with paper
methods photocopy each document an average of 19 times.
Of course, printing and copying do not disappear entirely in a
paperless environment, but when paper no longer constitutes
the primary medium for information storage and distribution,
an office prints and copies significantly less.

Northwest Healthcare & Wellness Center
Medical practice cures clutter while cutting costs
“Typically, when one thinks of a medical record management system, one thinks of a
larger office, but it makes just as much sense for a smaller office because you have fewer
people and less space to handle the paperwork,” says Dr. Stephen Smith, owner and
primary physician at Northwest Healthcare & Wellness Center.
“M-Files makes my office so much more efficient. I have all my records and handouts at
my fingertips. Anything I need to give to a patient, I just send it to the printer.”
A combination of simple, all-in-one desktop scanners and the M-Files document
management solution was the cure for clutter at Dr. Smith’s private practice in Richland,
Washington.
Stacks of folders no longer pile up on his desk.
Instead, he scans and digitally indexes most every
document, even the daily postal mail. The move to
digital not only resulted in better service to patients
(in form of faster staff response and more accurate
handling of paperwork) but also in a reduction of
office expenses. Dr. Smith removed long rows of file
cabinets filled with patient charts and other records.
“Our facility is fairly small so space is a premium.
Going digital allowed us to take out two large file
cabinets and a desk, and turn an office into an exam
room. In the first year, this saved us approximately
$24,000 in rent and $5,000 in moving expenses.
When you add in the extra revenue that the
additional exam room generates, we start talking
about some serious money -- about another $50,000 a year through the smart utilization
of M-Files and a few scanners.”

Cost Savings
EASY DOCUMENT MANAGEMENT

- 12 -