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Benefits & Cost Justification of the CD-4070NW
1. Supply and
Equipment Costs are Lowered - Less Need for File Cabinets, Labels,
Boxes, etc.
2. Space Savings
3. Productivity Improvement
4. Customer Service Improvement
5. Worker Turnover Reduction, Employee Accuracy and Morale
Improvement
1. Supply and Equipment Costs Are Lowered
 One
lateral file cabinet can cost $500 to $600 or more. With a CD-4070NW Document
Recorder, the CD-R disc becomes your organization’s electronic file cabinet,
which will allow the replacement of traditional vertical and/or lateral file
cabinets or awkward record storage boxes.
In addition, the folders, labels, guides, etc. to fill a file cabinet can cost
$200 to $300 or more per
 cabinet
depending on the type and number of folders and other supplies used in the
cabinet.
In comparison, one CD-R disc, which costs $1.00 or less, can store 20,000
pages based on the industry standard letter size CCITT chart no 1. The
equivalent could be all the documents filed in a 4-drawer vertical file
cabinet.
2. Space Savings
Since filing cabinets may be replaced with an Electronic Filing System, space
previously dedicated for file folder storage can be reclaimed and used for
more productive and/or useful purposes.
Additionally, space has value and a “price tag” associated with it. For
example, a typical lateral file cabinet measures 36” wide X 18” deep. However,
when a drawer is pulled, 16” must be added to the depth, and an additional 24”
must also be added for access. Therefore, 36”X18” becomes 36”X58” which equals
2088 square inches or 14.5 square feet. This equates to $203.00 per year per
file cabinet based on average rental of $14 per square foot time 14.5 square
feet.
If one CD-R disc can hold the contents of a four-drawer vertical file cabinet
and a hundred or more of these discs can fit in one desk drawer, then
operators could have at their fingertips the contents of a hundred filing
cabinets which would otherwise require a very large room.
3. Productivity Improvement
Time is saved creating electronic file folders compared to creating paper ones
with employees affixing labels for indexing and labels for color-coding.
Filing is changed to high-speed scanning which is faster and more efficient
because sorting is no longer necessary once you have the correct disk and
because traveling (from a desk to filing cabinets and back to a desk) is
eliminated.
Retrievals are much, much faster.
Re-filing is totally eliminated as well as lost files and misfiles.
Photocopying documents is easier and faster using electronic file folders with
an imaging system compared to using a paper file folder system with a typical
office photocopier.
If only one hour per day for only one employee is saved, $220.00/month is
saved based on 22 working days per month multiplied by wages of $10.00 per
hour (salary and fringe benefits). ($10/hour times 22 days/month equals
$220.00/month.)
If a complete imaging system is leased/purchased for 60 months through Canon
Financial Services, the monthly payment is less than $225.00. Therefore,
spending $225.00 per month, and thereby saving $220.00 per month for each
$10/hour employee who is more productive by only one hour per day easily cost
justifies the CD-4070NW.
 4. Customer Service Improvement
The public can be helped more quickly – usually while they are on the phone.
This is especially important if people are calling long distance (and they are
paying the long distance charges rather than your organization.)
In a paper system, personnel would take a telephone call, ask a telephone
number and then explain that someone would call back after the file folder is
found in which case the long distance charges would then be normally borne by
your organization rather than the caller. Telephone tag will add to this cost.
5. Employee Morale and Accuracy Improve & Worker Turnover Drops
 The worst and probably hardest job in any organization is that of a file clerk
because of the monotony and the bending, reaching, stooping, squatting, etc.
associated with paper systems. As a consequence, misfiles, lost files and
other problems are always present in a paper system.
Because file clerks become “equipment operators” with an imaging system and
because bending, reaching, stooping, squatting, and other inefficient actions
are eliminated, worker productivity and morale increase. Also, when employees
are more comfortable, accuracy improves and related problems are reduced.
Finally, when employees enjoy their work and are happier, worker turnover,
which can be costly in any organization, is also reduced.
 Because of the user-friendly operation of the CD-4070NW, employees quickly
become proficient with its use. Because the use of the CD-4070NW does not
require computer literacy, any employee regardless of skill level can use the
CD-4070NW to convert files to inexpensive CDs. Part time employees and
employees with uneven workloads can now be more profitably used.
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