UK businesses haemorrhaging over 200 billion every year on outdated document management methods

Only 28 per cent of UK businesses have installed an electronic document distribution management strategy but only a quarter of businesses are happy to pay premium prices for couriers or recorded delivery

An IDC Whitepaper commissioned by Canon UK, world leader in digital imaging and technology, today proves that the paperless office is a far cry from reality as UK businesses continue to print, hoard and post billions of documents each year.  The report shows that UK companies are spending up to an estimated 9 per cent of revenue on creating, storing and distributing documents, which equates to over 200 billion annually.  Additionally, the research states that companies are spending 70 billion per year alone on outdated and often expensive distribution methods such as post, courier and fax.

Additional research reveals that from the 20 billion letters and parcels mailed every year, approximately 52 million are either lost or incorrectly delivered, meaning that businesses are quite literally throwing more than 180 million down the drain every year.  Rather than spending even more revenue on costly couriers and recorded delivery services, IDC is calling for businesses to adopt readily available Electronic Document Distribution (EDD) and Electronic Document Management (EDM) solutions to ensure that information the lifeblood of any organisation is securely and cost effectively distributed. 

An EDD system enables users to scan a paper document at their multifunctional printer/copier and sent it to themselves, an e-mail address, folder on a network or directly into an EDM system. Once in the EDM system, indexed and archived documents can be quickly, yet securely retrieved and shared between multiple users, facilitating the effective use of information for day-to-day business activities.

Of the businesses questioned, only 28 per cent have installed some form of EDM system stating that 64 per cent of documents remain as hardcopy in filing cabinets, 14 per cent are stored on desks and 19 per cent stored offsite.  Amazingly, 19 per cent of businesses have no idea how or where information is stored within their organisation.  

Matt Marshall, Research Director, IDC comments, Businesses demand immediacy of information and the outdated modes of storage and distribution currently being used by the vast majority of UK businesses cannot satisfy this need.  With the exponential growth of information causing document chaos and unnecessary spending of over 200 billion per annum, businesses need to act now.  There are EDD and EDM systems readily available which can offset these problems and we strongly suggest that businesses seriously consider introducing such systems.

EDD and EDM are particularly important in the modern business environment where legislation demands that companies are accountable for all the information that passes through their organisation. Electronic storage, retrieval and distribution also ensure higher levels of security, safety and business continuity in the case of unexpected incidents such as fire, flood and theft.

Glen Mason, Office Marketing Manager, Canon UK comments, We are surprised that there is such a low number of businesses using electronic solutions at the moment given the amount currently on the market.  Canon offers solutions that enable a networked multi-functional printer to become the electronic hub within the organisation. From here businesses can store, retrieve and distribute documents electronically and securely, saving time and money and bringing order to the document chaos that currently exists.