Chris/ some filing stats that will make you think.....

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: OK folks -- reality check time!  

: Although these stats may be *dated* per say...just consider them a guide line for now ...as I can assure you it has gotten *worse* !

: 
: U.S. Executives Waste 150 Hours Per Year:
: Source: Office World News - September, '96 

: Coopers and Lybrand found that the average executive wastes 150 hours per year looking for lost, misplace, misfiled or mislabeled documents.   Additionally the average cost to: 
:                            File a paper document is $30 
:                            Additional labor costs equal $120 if the document is not in the right place. 
:                            Recreating a lost document either by requesting it again or retyping it creates an additional 			      $250  worth of labor. 
:                            One in 20 documents is lost and never recovered. 


: Records Management...
: Source:Office Systems March '97 

: Fact: 

: Business owners, executives, managers and people at all levels who work in offices attest that the volume of recorded information is reaching avalanche levels within the workspace. 

: Rapid growth of information can cause costly delays when documents are misplaced, lost or time consuming
:  to retrieve.  

: People in management are often forced to work with and make decisions based on inadequate information resulting in lost business opportunities. 

:  In order to be responsive to customer needs, remain competitive and be more successful most companies
:  need to improve the organization-wide management of their records and data whether electronic or paper
:  based. 

:  We are more dependant than ever before on having instant access to data and records as a basis for quality
:  customer and client service.   

: Historically, records management is rarely a high priority when organizations are new and small. As organizations grow, the volume of recorded information grows in direct proportion. 

: Left unmanaged this leads to inefficiency, poor customer service, increased costs, additional space requirements, potential for excessive litigation and other problems. 

: Business owners, executives and administrators at all levels of government have come to learn that
: organization-wide records management programs can usually pay for themselves at least once annually in
: documented savings. 

: Appropriate investments in computer-based systems can often pay for themselves in short periods of time. 

:  If necessary records and data are not available, then meeting customer needs is slow, difficult or impossible. 
:  
: Although many senior managers may not admit it, their decision making and overall effectiveness is now tied
:  more closely to the availability or non-availability of records and information. 

: The most successful business owners, executives and administrators know they'll consistently be better leaders if they have ready access to excellent and up-to-date records. 

: Comparisons of record retrieval from manual filing systems to electronic document management will show
:  how much staff time and salary dollars -- can be saved when quality records management systems are
:  implemented. 

:  A good information system positively affects an organization by providing high quality instant customer and
:  client service. 
:  
: Insure vital records and appropriate data are identified and appropriately protected. 


: Some Statistics...

:               80-90% of all records in the average organization are paper based. 
:               Experience continues to show that 30-40% of all recorded information can be immediately deleted 		    from electronic systems or paper systems. 
:               Why? Because 30-40% of all recorded information in the average organization is unnecessary  			    duplicate copies of records that are maintained elsewhere within the organization. 
:               Another 20-30% of all records can be transferred to an on-site records area for maintaining inactive 		    records or out sourced to a commercial records management center or converted to other media for 		    occasional access. 
:               90% of US organizations in private business or industry that lost their records due to some type of 		   disaster in  a 25 year period between 1970 and 1995 -- never opened their doors again! 


: What to do?

:  Perform a walk-through to see for yourself how your organizations records are or are not being managed. 

: Schedule preliminary visits with managers and personnel on all levels to determine their perception of the
:  present record system. 

:  If you conclude your present record system can be improved -- what can you expect to be the ROI if you
:  invest management and personnel effort, time and money in improving this area of your business? 

: As higher quality and faster service is provided to customers and clients, those individuals and organizations
: with quality records management programs can typically bring in more business and also add to the customer
: and client base. 

: As operations become more efficient, costs proportionate to business generated - drop. Results of increased
:  profits and an improved bottom line are realized. 

:  Investments of top line management's commitment, effort, time and money in the development of quality
:  organization-wide records management programs result in significant and positive returns on those
:  investments. 

: Amen! Hope these stats help support your case Chris!

: 
: Much Aloha,

: Julie Signore - 
: President:  The PHOENIX Organizational Consulting Service
: CEO:  1,2,3 SORT IT   Organizing Solutions -- Innovative Tools
: NSA Member, NAPO Member



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