Improving Productivity and Efficiency

An organization’s documents can be strewn all over the place—in filing cabinets, on someone’s desktop or laptop, in email or on a central server. As a result, employees can waste enormous amounts of time searching for misfiled documents and lost data. Failing to find the information, even more time is wasted recreating the original. Knowing where to find a document in its most current version can save an organization precious time and money.


  • Employees spend 20% to 40% of their time searching for documents manually.
  • Coopers and Lybrand
  • Professionals spend 50% of their time searching for information, and take 18 minutes to locate each document on average.
  • Gartner
  • Information workers waste a significant amount of time each week dealing with a variety of challenges related to working with documents.
  • This wasted time costs the organization $19,732 per information worker per year and amounts to a loss of 21.3% in the organization’s total productivity. For an organization with 1,000 people, addressing these time wasters would be tantamount to hiring 213 new employees.
  • IDC and Adobe 2012
  • 70%
  • “White-collar” worker time spent processing paper documents.
  • Coopers and Lybrand
  • 60%
  • Employee’s day spent working, in one form or another, with records and documents.
  • Delphi
  • Employees email two or more documents a day to an average of five people for review, which
  • Creates 10 new documents per day that are often stored in multiple locations.
  • Harmon.ie, 2011
  • 15% of all paper documents are misfiled or misplaced.
  • Coopers and Lybrand
  • Calculating the Cost of “The Paper Chase”
  • Users waste 30 minutes a day (16 days a year) searching for documents, on average. That’s $3,900 per employee per year in lost productivity (assuming $30/hour), and more vacation time than the average US worker accrues each year.
  • Harmon.ie, 2011
  • An efficient solution for conducting enterprise searches across all available internal content,
  • matching the capability of web searches, could improve the productivity of professional staff on average by 30%.
  • AIIM 2012 – Capitalizing on Content
  • Improved efficiency
  • resulting from providing staff with remote access to company information is estimated to be between 20% and 25%.
  • AIIM 2012 – Capitalizing on Content
  • Access to up-to-date customer data and correspondence
  • can produce improvements to customer service levels from customer-facing staff of 33%, with over half (57%) estimating a 25% improvement or more.
  • AIIM 2012 – Capitalizing on Content
  • 18%
  • increase in productivity and staff engagement.
  • AIIM 2012 – Capitalizing on Content

Reducing Operational Costs

The costs associated with creating, storing, searching for, retrieving, printing and copying files are growing at a phenomenal rate. Beyond the sizable labor costs related to handling and maintaining paper documents, hard copy storage also incurs ongoing material expenses. Printing and copying do not disappear entirely in a paperless environment, but when paper no longer constitutes the primary medium for information storage and distribution, an organization prints and copies significantly less.


  • Each day 1 billion photocopies are made.
  • Forrester
  • 90kg per year estimated per-worker paper usage.
  • InfoTrends
  • 90%
  • of corporate memory exists on paper.
  • Coopers and Lybrand
  • The average document gets copied 19 times.
  • Coopers and Lybrand
  • 25%
  • Annual growth rate for the amount of paper produced by the average company.
  • Gartner 2011 ECM Magic Quadrant report
  • Over 4 trillion paper documents in the US alone
  • and growing at a rate of 22%, or roughly 880 billion paper documents a year.
  • Coopers and Lybrand
  • 41%
  • This is the amount you could reduce disk space allocated to unstructured content by using an efficient content management system, and in particular, one that uses just one shared copy of each document.
  • AIIM 2012 – Capitalizing on Content
  • Reduce the size of server farms by 30% to 50%
  • if each document or email attachment is stored just once.
  • AIIM 2012 – Capitalizing on Content
  • Respondents estimate that on average, changing to a culture of electronic-only filing
  • would reduce the office space allocated to filing storage from 14.5% to 5.9% - a 60% reduction. If reflected in overall office leasing and service costs, this would produce a saving of 8.6%.
  • AIIM 2012 – Capitalizing on Content

The Impact of Lost Data and Information Security Breaches

Without an effective ECM or document management system in place, organizations spend enormous amounts of time, effort and money searching for lost and misfiled documents. This often results in poor decision making due to out-of-date or incomplete information, duplicated efforts and lost productivity.


  • 59% of middle managers say they miss important information
  • almost every day because it exists within the company but they cannot find it.
  • Accenture
  • Companies typically misfile up to 20% of their records – thus losing them forever
  • ARMA International
  • The typical enterprise with 1,000 workers wastes $2.5m to $3.5m/year
  • searching for nonexistent information, failing to find existing information, or recreating information that can’t be found.
  • IDC
  • For lost documents, companies pay a cost of searching 6x the value of the original document
  • Coopers & Lybrand
  • Executives spend a statistical average of six weeks per year searching for lost documents
  • Esselte
  • Companies that need to redo documents pay 11x
  • more than the original cost of the document.
  • Coopers & Lybrand
  • For 60% of the largest organizations, the potential impact of leaking confidential information
  • would be high, and for 13% it would be “disastrous.”
  • AIIM 2011 - Capitalizing on Content: A Compelling ROI for Change
  • In 2010, malicious attacks were the root cause of 31% of the data breaches studied.
  • This is up from 24% in 2009 and 12% in 2008.
  • Ponemon Institute, 2011
  • The average cost of a data breach within the u.s. has risen to approximately $7.2 million
  • Ponemon Institute, 2011)

The Intersection of Information Management and Compliance

The compliance arena is becoming more complicated and complex each year. The requirement for companies to adhere to industry regulations and standards has led to a growing realization that maintaining reliable, electronic-based and searchable records is critical to the well-being of an organization.


  • More than 90%
  • of respondents cite meeting regulatory records retention requirements as the main reason their organization has implemented, or is planning to implement, a records and information management program.
  • Management Compliance Survey, IDC and ARMA
  • 65% indicate improving efficiency
  • in responding to agency audits and legal discovery as the main reasons their organization has implemented, or is planning to implement, a records and information management program.
  • Information Management Compliance Survey, IDC and ARMA
  • There are more than 14,000
  • federal, state and industry laws, standards and regulations that dictate how long to keep paper and electronic records.
  • Cadence Group, 2011
  • 28% of respondents had their
  • records management and security practices criticized or exposed by an auditor in the last three years.
  • AIIM’s “Plotting the Changes”
  • One in 25 organizations has made the news
  • due to poor records management practices.
  • AIIM’s “Plotting the Changes”
  • Reduce the costs associated with audit, litigation, fines and damages by 27% with records management technologies.
  • AIIM’s “Plotting the Changes”
  • 27% of businesses have suffered a loss
  • of business or loss of reputation in the past as a result of poor records keeping practices.
  • AIIM’s “Plotting the Changes”