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1
STORAGE
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2
OPERATIONS
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3
SAVINGS
| Cost Factor | Example | Monthly Calculation |
|---|---|---|
| Labor Costs | ||
| Number of Employees who handle paper documents * | Assume 8 hours/day and 22 working days/month | |
| Average hourly salary of paper-handling staff * | $55 | |
| No. of documents retrived each day * | $2200 | |
| How many documents filed each day * | $1100 | |
| No. of copies made each day * | $275 | |
| How many documents are recreated every day * | $1100 | |
| How many documents are faxed every day * | $275 | |
| Total Labor Costs | $4950 | |
| Copying Costs | ||
|
Number of paper copies generated each day
(pages) Cost per copy (paper,toner,ink) |
|
$66 |
| Total Copying Costs | $66 | |
| Storage Costs | ||
| Amount spend on physical offsite storage per month * | $150 | |
| Hours spent per month accessing offsite storage * | $30 | |
| Amount spent on filing supplies (stationary) * | $50 | |
| Total Storage Costs | $230 | |
| Distribution Costs | ||
| Amount spent on delivery services and postage per month * | $150 | |
|
Number of faxes sent per day (pages) * Cost per fax (page) * |
|
$66 |
| Total Distribution Costs | $216 | |
| Total Document Handling Costs | $5462 | |
| Cost Item | Best-Case | Worst-Case |
|---|---|---|
| Time spent locating and retrieving documents |
Mins |
Mins |
| Time spent filing documents |
Mins |
Mins |
| Time spent copying documents |
Mins |
Mins |
| Time spent recreating existing information |
Mins |
Mins |
| Time spent faxing documents |
Mins |
Mins |
| Number of copies generated |
/Month |
/Month |
| Amount spent on offsite storage |
|
|
| Time spent accessing offsite storage |
Mins |
Mins |
| Amount spent on filing supplies (stationary) |
|
|
| Amount spent on delivery services and postage per month |
|
|
| Number of faxes sent |
/Month |
/Month |
Your Details
Free Assessment Calculation Report
Saving potential using electronic document management - ezofis Small Business
Your current document filing and handling costs
| LABOR COST CALCULATED BASED ON THE INPUTS RECEIVED AS BELOW | ||
|---|---|---|
| 1 | NO OF FILING ADMIN / DOCUMENT CONTROLLERS | |
| 2 | SALARY FOR ONE CLERK PER HOUR | |
| 3 | NO OF EMPLOYEES IN YOUR COMPANY | |
| 4 | AVERAGE SALARY OF AN EMPLOYEE PER HOUR | |
| 5 | APPROXIMATE NO OF DOCUMENTS RETRIVED PER DAY | |
| 6 | NO OF TIMES A DOCUMENT GET LOST PER YEAR | |
| TOTAL LABOUR COST PER YEAR | ||
| SPACE RELATED COST CALCULATED BASED ON THE INPUTS RECEIVED AS BELOW | ||
|---|---|---|
| 1 | NO OF FILING CABINETS IN YOUR COMPANY | |
| 2 | ANNUAL RENT FOR YOUR ORGANIZATION | |
| 3 | HOW MANY SQUARE FEET IS YOUR ORGANIZATION? | |
| 4 | DO YOU STORE DOCUMENTS IN REMOTE LOCATIONS? | |
| 5 | ANNUAL RENT FOR THE REMOTE LOCATION | |
| TOTAL SPACE RELATED COST PER YEAR | ||
| OPERATIONAL COST CALCULATED BASED ON THE INPUTS RECEIVED AS BELOW | ||
|---|---|---|
| 1 | APPROXIMATE NO OF COPIES PER DAY | |
| 2 | APPROXIMATE NO OF FAX SENT PER DAY | |
| 3 | APPROXIMATE NO OF FAX RECEIVED PER DAY | |
| 4 | NO OF RETRIVALS FROM REMOTE LOCATION PER YEAR | |
| 5 | APPROXIMATE DISTANCE TO THE REMOTE LOCATION(KMs) | |
| TOTAL OPERATIONAL COST PER YEAR | ||
| TOTAL DOCUMENT FILING AND HANDLING COST PER YEAR | ||
Your electronic document filing and handling costs
| REDUCES DOCUMENT FILING AND HANDLING COSTS USINE EZOFIS SMALL BUSINESS | ||
|---|---|---|
| 1 | HOURLY SALARY OF FILING ADMIN IF ANY (Productive in core business because of ease of use) | |
| 2 | REDUCED PHYSICAL FILE STORAGE COST | |
| 3 | REDUCED REMOTE STORAGE COST IF ANY | |
| 4 | DRASTICALLY REDUCES COST OF COPYING AND DISTRIBUTING | |
| 5 | REDUCED COST OF FAX BECAUSE OF DIGITAL ROUTING AND ARCHIVING OF FAX | |
| 6 | APPROXIMATE COST OF THE SOLUTION | |
| TOTAL DOCUMENT FILING AND HANDLING COST PER YEAR | ||
This Free Assessment report shows only the direct benefits and apart from these saving benefits, there are indirect benefits such as Productivity, efficiency, Security, Compliance, improved customers satisfaction because of faster retrieval, increased business because of return customers & accommodate more transaction per day, etc.,
Variables and details used in the calculation of this Free Assessment
Cost of Labor = (No of filing admin x their salary x 12 months ) + (Average hourly wage per employee and considered 25 % of that to retrieve 1 document x No of documents retrieved per day x 300 days) + (Cost of reproducing a lost document is $20 x no of lost document)
Cost of Space = (Annual Rent / Square feet of office) x No of filing cabinet, considering 6 Square feet per filing cabinet) + Cost of Remote Storage location if any.
Operational Cost = (No of Copies per day x cost per copy x 300 days) + (No of Fax per day received x Cost per fax x 300 days) + (No of Fax per day sent x Cost per fax x 300 days) + ( KMs to the remote storage location x Cost of travel per KM x TO and FRO travel ) + Cost of the average employee salary per hour (1 hour per 10 km)
Cost of e-filing = (No of filing admin x their salary per hour calculated over a year) + (Cutting 50% of file storage) + (Cutting 50% of the remote storage costs) + (Cutting 80 % of the copy per day and the cost of balance 20% copies calculated over the year) + (Cutting 80 % of the received FAX printing cost calculated over a year) + (Cost of fax sent calculated over a year). Free Assessment over 3 years calculated using yearly saving potential plus adding 20 %( 20% of yearly saving) improvement (due to indirect benefits) on consecutive years.
Disclaimer: The values shown in this Free Assessment report are based on our experience and general research reports gathered from the market. These are averages intended for guideline purposes only and it is customer’s responsibility to make use of the tool to achieve the Free Assessment. We recommend availing our consultation to gather more information and produce a detailed business case and its benefits.
STORAGE COST
| Cost Factor | Example | Monthly Calculation |
|---|---|---|
| Number of Employees who handle paper documents | Assume 8 hours/day and 22 working days/month | |
| Average hourly salary of paper-handling staff | $55 | |
| No. of documents retrived each day | $2200 | |
| How many documents filed each day | $1100 | |
| No. of copies made each day | $275 | |
| How many documents are recreated every day | $1100 | |
| How many documents are faxed every day | $275 | |
| Total Labor Costs | $4950 | |
| Number of paper copies generated each day (pages) | $66 | |
| Cost per copy (paper,toner,ink) | ||
| Total Copying Costs | $66 | |
| Amount spend on physical offsite storage per month | $150 | |
| Hours spent per month accessing offsite storage | $30 | |
| Amount spent on filing supplies (stationary) | $50 | |
| Total Storage Costs | $230 | |
| Amount spent on delivery services and postage per month | $150 | |
| Number of faxes sent per day (pages) | $66 | |
| Cost per fax (page) | ||
| Total Distribution Costs | $216 | |
| Total Document Handling Costs | $5462 | |
OPERATION COST
| Cost Item | Best-Case | Worst-Case |
|---|---|---|
| Time spent locating and retrieving documents | ||
| Time spent filing documents | ||
| Time spent copying documents | ||
| Time spent recreating existing information | ||
| Time spent faxing documents | ||
| Number of copies generated | ||
| Amount spent on offsite storage | ||
| Time spent accessing offsite storage | ||
| Amount spent on filing supplies (stationary) | ||
| Amount spent on delivery services and postage per month | ||
| Number of faxes sent |
SAVINGS COST
| Cost Factor | Example | Best-Case | Worst-Case |
|---|---|---|---|
| Number of Employees who handle paper documents | $55 | $55 | |
| Average hourly salary of paper-handling staff | |||
| Time spent by each Employee retrieving documents each day | $550 | $1100 | |
| Time spent by each Employee filing each day | $275 | $550 | |
| Time spent by each Employee making copies each day | $136 | $206 | |
| Time spent by each Employee recreating existing information | $110 | $275 | |
| Time spent by each Employee faxing documents each day | $136 | $206 | |
| New Labor Costs | $1207 | $2337 | |
| Total Labor Savings | $3743 | $2613 | |
| Number of paper copies generated each day (pages) | $33 | $50 | |
| Cost per copy (paper,toner,ink) | |||
| New Copying Costs | $33 | $50 | |
| Total Copying Savings | $33 | $16 | |
| Amount spend on physical offsite storage per month | $38 | $75 | |
| Hours spent per month accessing offsite storage | $15 | $23 | |
| Amount spent on filing supplies (stationary) | $25 | $38 | |
| New Storage Costs | $78 | $136 | |
| Total Storage Savings | $152 | $94 | |
| Amount spent on overnight delivery services and postage per month | $75 | $113 | |
| Number of faxes sent per day (pages) | $33 | $50 | |
| Cost per fax (page) | |||
| New Distribution Costs | $108 | $163 | |
| Total Distribution Savings | $108 | $53 | |
| New Document Handling Costs (Monthly) | $1426 | $2686 | |
| Total Monthly Document Handling | $4036 | $2686 | |
| Annualized Document Handling | $48432 | $33312 | |