It is hardly surprising that municipal governments often become accustomed to handling paper files. Unfortunately, they later wonder about these costs. It is important for municipal governments to realize that paper files are extremely inefficient and that there are costs to processing (many of which are hidden).

Two factors are usually the source of the costs attributed to paper files: printing costs and storage costs. The printing costs cover the purchase of paper, printers and ink. Storage costs are essentially the cost of the premises where the records are to be stored (usually a recurring cost).

Aside from the most common problems with paper records, municipal governments often fall into other traps.

  • IT Resources. Printer drivers take a long time to install, and this can be frustrating for IT because each type of printer has its drivers (and these drivers vary from one operating system to another). Similarly, they take up space in the room, which could have been used for something else, such as extra desks or computers for employees.
  • Precautions for storage. Paper files must be kept at the correct temperature to remain in good condition for the long term. Added to this are other problems, such as mold. If mold contaminates files, they should be cleaned by experts. This process can be expensive.
  • Insurance for records. Sometimes you have to insure the records under the laws. It is sometimes so expensive that municipalities end up self-insuring them.
  • Transport. If the warehouse is remote, you have to cover the cost of gas to get there and back.
  • Time spent on research and recovery In the absence of an intuitive file management system, searching and retrieving documents can take many hours and cost thousands of dollars a year.
  • Legal proceedings due to lack of conformity. Costs caused by the lack of compliance following damage to paper files or the inability to recover records. Municipal governments may face legal action in these cases.
  • Recovery costs. In the event of a disaster, municipal governments may be required by regulation to do everything possible to retrieve records (which sometimes requires them to resort to expensive solutions, such as freeze-drying).
  • Lower morale Morale of employees who have unpleasant tasks may be affected, which is a cost to the administration (less satisfied employees are less productive).


Grâce à la numérisation, les solutions de GCE de Ricoh aident les administrations municipales à éviter les frais inutiles. Grâce à Ricoh,

  • les employés peuvent stocker les documents dans un dépôt électronique protégé en utilisant des répertoires organisés de façon intuitive. De cette façon, la recherche et la récupération s’accélèrent (elles passent de plusieurs heures à quelques secondes);
  • l’utilisation de fichiers électroniques implique qu’il n’y a pas d’entreposage traditionnel, et votre administration a déjà une longueur d’avance pour ce qui est des économies. Étant donné que les fichiers sont stockés sous forme numérique, il est inutile d’acheter du papier ou des imprimantes;
  • nos solutions sont extrêmement bien protégées. Les données peuvent être entreposées sur place ou dans le nuage, donc plus besoin d’assurer les dossiers; 
  • nos solutions s’intègrent aux appareils et aux logiciels en place, de sorte qu’il n’est plus nécessaire d’effectuer d’autres achats. En fait, nous améliorons constamment notre technologie pour que votre administration soit convaincue que le système qu’elle met en place en collaboration avec Ricoh demeure à l’avant-garde.


En fin de compte, les mesures que Ricoh peut mettre en place pour votre municipalité contribuent à faire disparaître la principale préoccupation (les problèmes de conformité). Quand nous répondons à vos besoins, l’une de nos grandes priorités, c’est d’éviter ce genre de situation. Que les dossiers soient gérés en fonction de vos exigences en matière de conservation est pour nous une priorité. Libérez-vous des coûts liés au traitement de dossiers papier. Passez au numérique avec Ricoh!

 

Talk to a Ricoh representative about how you can reduce your costs.