HOW YOURDOC CAN SAVE THE DAY
Improved staff efficiency
One area we address which affects organizations of all types and sizes - how to deal with paper documents. Consider these facts from a 1998 Coopers & Lybrand study:
- A four (4) drawer filing cabinet, typically containing 15,000 - 20,000 pages, costs $25,000 to fill and $2,000 per year to maintain.
- The average document gets copied 19 times.
- Companies spend $20 in labor to file a document; $120 in labor to find a misfiled document; and $220 in labor to reproduce a lost document.
- 7.5% of all documents get lost and 3% of the remainder get misfiled.
- Professionals spend 50% of their time looking for documents and only 5-15% reading them.
Take a close look at the hidden cost of simply FILING a document. Assume that your staff files 100 paper documents daily. If each filing takes an average of six (6) minutes, that is 600 minutes (10 hours) per day. At an average hourly wage of $15 per hour (including S.S. and benefits), your organization spends = $150 per day, which multiplied by 260 days equals $39,000 per year! That does not include the countless hours spent retrieving and copying these same documents!
With YourDOC, your staff can locate, read, print and distribute information to the public in seconds. Documents on the YourDOC system can also be made available to specific constituencies, often intercepting information requests which tie up valuable staff time.
Archival Backup
Hurricane Rita, Galveston, Texas 2008In addition to being expensive to maintain, paper documents deteriorate and are susceptible to loss from such events as hurricanes, fires, floods, terrorism or theft. This places an organization at great risk! Consider a recent University of Texas Study which found that "only 6% of companies suffering from a catastrophic data loss survive, while 43% never reopen and 51% close within two years." While a municipal government may not go out of business, the difficulties resulting from the loss of documents would be devastating. In addition, many states have laws requiring that certain "essential" documents such as financial records and boundaries be made available within 72 hours of recovery.
As stewards of public documents, municipal governments have the responsibility to protect them for future generations. YourDOC provides governments the protection they need by:
- Converting paper documents into searchable electronic Adobe Portable Format files (PDF) files
- Storing the electronic documents in a secure, off-site facility
Our methods comply with the Texas State Library Archives Commission standards which means that these electronic documents can serve as the municipal governments originals.