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iFileroom - ROI Calculator

What your current paper filing system is costing you per year


Cost of storing such a filing cabinet

Assumptions

  • 1 – 3 ft. filing cabinet drawer = 2,500 documents (double sided pages)

  • 1 – 4 drawer filing cabinet = 10,000 documents (double sided pages)

  • 1 – 4 drawer filing cabinet requires 10 sq. ft. of storage space

 

# of filing cabinets
 
File Cabinet Size(each)10 sq. ft
Total sq. ft occupied by File CabinetsCalculated Field
 

Total Square FeetCalculated Field
Cost Per SqFt (Per Annum)$  
 
Annual CostCalculated Field
Example
  15 filing cabinets
  $30.00 per sq. ft. rent
  15 x 10 = 150 total sq. ft.
  150 x $30.00 = $4,500.00 annual cost

Cost of searching and pulling documents

One of the biggest hidden costs that paper-intensive businesses face is the time it takes to work with paper files.

Assumptions

  • It takes 5 minutes to walk to a records room, locate a file, act on it, refile it, and return to his desk

  • Employee is a cost of $20 per hour to the company

  • Empoyeed pulls 4 files per day

eg. 4 Files per day = 86 Hours per year 86 Hours X $20 per hour = $1720 per year per employee

Files Accessed per Day    
 
Hours Spent per Annum per Employee
@21.5 hours per File (1 file per day for 1 year)
Calculated Field
Hourly Salary ($/hour)
 
Number of Employees
 
Total Cost per Year
(Searching and Pulling Docs)
Calculated Field
Note: A system that lets employees find and work with those documents without ever leaving their desks can instantly slash those costs.

Lost Document Cost

Assumptions

  • Many businesses estimate the cost of replacing each lost document at $250.
Number of Lost Documents per month

 
@ $ each
Total Lost Document Cost per YearCalculated Field

Current Annual Cost of your paper system = Calculated Field

Your Costs

The average employee spends $4800 worth of their time annually just searching for documents. - Gartner Research

Fortune 500 companies as a whole lose an average of $12 Billion per year to inefficiencies caused by the lack of a structure for managing their documents and digital assets - IDC

Data Loss

Data loss costs U.S. businesses more than $18 billion a year, according to the Pepperdine study

About 70% of business people have experienced data loss due to accidental deletion, disk or system failure, viruses, fire or some other disaster

The first reaction of employees who lose their data is to try to recover the lost document themselves by using recovery software or either restarting or unplugging their computer — steps that can make later data recovery impossible

The average life expectancy for a hard drive is three to five years

Lost Data Concerns

Nearly 90% of computer users who had their laptops stolen said the device contained company communications, as well as confidential business and personal information, according to a 2005 survey by Credant Technologies

Lost data due to accidental deletion, disk or system failure, viruses, fire or another disaster 69%

Lost data two or more times in the last year 40%

At least moderate concerns about data loss 62%

Lost data due to accidental deletion, disk or system failure, viruses, fire or another disaster 69%

Lost data two or more times in the last year 40%

At least moderate concerns about data loss 62%