In controlled situations, some indicators of the efficiency of a document management system ( of which a scanner is an important element ( have been measured and proven in certain business situations. For instance, in a study undertaken by Price Waterhouse, “several paralegals were asked to search through 10,000 documents by one author, written within one time frame, on one topic. It took them 67 hours to find 15 documents. The same search, using document management technology, found 20 documents in 4.5 seconds.”
A different study conducted by Coopers & Lybrand discovered that in the average office, 19 copies are made of each document. Of these, 7.5 per cent are lost completely. The cost of labour for filing is $20 and another $120 is spent on labour searching for the misfiled documents. Finally, an additional $250 is spent on the labour involved in recreating the missing documents. Judging from these results, the case for imaging and document management systems, based on increased efficiency, is strong.
It might be useful at this point to provide some definitions. In imaging, the scanner digitises a paper document and the file is stored electronically and managed by the software. A document imaging scanner, unlike a desktop publishing scanner, is designed to digitise documents at high speed and must include an automatic document feeder (ADF). Document management software provides for the centralised management and administration of large volumes of documents. To refer this case study click here Document Management Systems