SPOTLIGHT ON PRODUCTIVITY
3 in a series of 4
The top four reasons to automate laborintensive paper-based processes to increase productivity
Information is a vital corporate asset. However, it is of little business value if it cannot be located, distributed or shared. Because most paper-based workflows are manual, they are by nature complex, inefficient and expensive. Transforming paper-based processes into streamlined digital workflows enables business documents to be quickly and easily stored, retrieved, delivered and managed electronically from the desktop. Here are just four of the many reasons why it pays for organizations to increase the efficiency and security of business-critical document workflows.
1. Increased knowledge-worker productivity.
Recent IDC surveys suggest that organizations are losing millions of dollars on wasted information-worker time. For example, information-workers spend nearly 25 percent of a 40-hour workweek looking for information. Failing to find what they are looking for, they typically spend another three hours a week recreating existing content that they haven’t found. This adds up to a loss of roughly $10,000 per worker, if we assume a base salary plus benefits of $60,000 per year. A business with 1,000 knowledgeworkers loses a whopping $10 million a year from poor productivity tools in search alone, according to a report from IDC.1
56.9 percent of enterprise decision makers state that improved document-based workflows and processes are critical to their business. – IDC2
2. Increased competitive advantage.
Document capture technologies such as HP multifunction devices, HP scanners and HP digital sending software (see sidebar on page 2) provide fast, simple, cost-effective and secure ways to digitize, classify, index and send documents from their source to nearly any destination, almost instantly. Efficient information exchange makes it easier for organizations to manage customer, supplier and partner relationships. As the chart below illustrates, improved efficiency, better customer service and faster turnaround times were identified by organizations of all sizes as the top three drivers for document capture spending.
HP at work
HP delivers fast, simple and cost-effective ways to digitize, classify, index and send documents from their source to nearly any destination, almost instantly.
Business drivers for scanning and capture What do you see as the top three business drivers for document capture spending in 2005? (i.e., What are you trying to accomplish?) Business Driver Improve efficiency Faster turnaround, improved response Reduce costs Better customer service Compliance Risk management/Business continuity Upgrade existing system Increased profits, better performance Unify disconnected systems Leadership, competitive advantage Small 76% 48% 42% 38% 28% 22% 15% 23% 9% 14% Mid-sized 72% 44% 36% 39% 37% 26% 19% 13% 14% 9% Large 71% 47% 45% 39% 35% 25% 22% 14% 1 1% 8% All 73% 47% 42% 39% 35% 24% 19% 16% 1 1% 10%
Source: AIIM3
HP hardware
HP multifunction devices (MFPs) and All-In-Ones HP MFPs and All-in-Ones are convenient, versatile solutions for electronic management. Economical and efficient, they handle every phase of the distributed capture lifecycle—scanning and converting documents, routing, image cleanup, recognition and indexing, data extraction and exporting to a document management system or other secure document storage/retrieval device. Most HP devices feature the following environmentally friendly features: » Econo-mode option – enables users to print up to 30% more pages per toner cartridge » Duplex option – allows users to print on both sides of the paper, reducing paper usage by as much as 50% » Recycled paper-friendly – accepts recycled paper qualified according to EN 12281:2002 HP Scanjet document scanners and digital senders HP Scanjet document scanners and digital senders support a broad range of centralized and distributed document capture applications, and in many cases are plug-and-play to easily fit your present technology environment.
3. Reduced compliance risk.
While accountants and auditors are no strangers to compliance issues, IT departments are increasingly finding themselves under pressure to safeguard information. Regulatory acts such as Sarbanes-Oxley (SOX), the Health Insurance Portability and Accountability Act (HIPAA) and the Gramm-Leach-Bliley (GLB) Act require organizations to implement internal controls to protect the integrity, confidentiality and availability, and accountability of information. Here are just some of the regulations IT professionals should be aware of, along with the potential risks they are intended to address. Regulation Sarbanes-Oxley Section 302 Sarbanes-Oxley Section 404 Sarbanes-Oxley Section 409 Gramm-Leach-Bliley Act HIPAA 164.306 HIPAA 164.312 Basel II – Internal Risk Management Code of Federal Regulation Sec 1 1 Potential risks Unauthorized changes to data Data modification, unauthorized access Unauthorized access, service denial Disclosure, modification, unauthorized access Unauthorized access to data Unauthorized access to data Unauthorized access to data Unauthorized access to data
HP software
HP embedded digital sending Send digitized document and image files to e-mail, network folders and authentication with technology built into all HP LaserJet MFPs and digital senders. HP digital sending software Integrate paper documents into the electronic workflow with fast, easy transfer to e-mail, network folders, LAN fax, OCR text conversion and conversion into PDF. HP output management solutions Create a flexible, scalable and reliable output management environment with a family of integrated software applications that are combined with implementation, integration, support and training services.
4. Help the planet.
The average employee wastes $85 worth of printer paper and ink each year through unnecessary printing.4 Break it down, and that adds up to the typical office worker using on average up to 50 sheets of A4 paper a day. And with estimates predicting increases in office paper consumption of 20 percent per year5, it’s clear that the time is now to consider making the transition to an electronic document management system.
2
How HP can help
HP has been an industry leader in printing and imaging innovation and reliability for more than 20 years. Whether you need to buy one printer, consolidate your devices under a single, standardized contract or you want to improve and transform the way you manage your printing environment, HP has the expertise, experience and technology to deliver the right solution, right now. Looking for more accountability, agility and a better return on your printing and imaging investments? HP Managed Print Services can: » Quantify the total costs of your existing printing and imaging infrastructure » Help you identify savings opportunities and reconfigure your environment to take advantage of them » Provide ongoing supplies, service and support designed to meet your company’s unique business needs » Monitor performance to maintain cost-effective operation over time » Manage your printing and imaging environment for improved business results Your local HP representative can help you to explore a variety of cost-effective strategies for enhancing your printing and imaging environment today and into the future.
Want to know more?
» To learn more about HP document management software visit www.hp.com/large/ipg/docmanage » To learn more about HP Output Management Services visit www.hp.com/united-states/outputmangement » To learn more about HP Managed Print Services visit us online at www.hp.com/go/mps » For the remaining white papers in this series plus the latest research, tips and tools for lowering costs and improving IT visit the HP Printing and Imaging Resource Center at www.hp.com/large/ipg
Notes
1. IDC White Paper sponsored by HP, The Information Lifecycle Management Imperative, Doc #201273, July 2006 2. IDC Special Study, Managed Document Services: An OpportunityAssessment, Doc #06C5002, October 2006 3. “Capture and Imaging Technologies: 2005 Industry Study,” AIIM International, John F. Mancini, 2005 4. “Sustainable IT,” InfoWorld, June 2007 5. “The Green Print for Paper Saving,” Louella Fernandes, AIIM E-DOC Magazine, May 2007
Visit us on the web at www.hp.com/large/ipg
© 2007 Hewlett-Packard Development Company, LP. The information contained herein is subject to change without notice. The only warranties for HP products and services are set forth in the express warranty statement accompanying such products and services. Nothing herein should be construed as constituting an additional warranty. HP shall not be liable for technical or editorial errors or omissions contained herein. 4AAI-4558ENUS, August 2007