Paperless Office Savings

While it may not be possible to go completely paperless, reducing the amount of paper in your office will always save you money.

You can reduce the amount you spend on paper, equipment, supplies and storage by switching to an electronic filing system. At the same time, you'll speed up filing and retrieval, streamline workflow, and reduce your risk of losing valuable documents through online backup.

This calculator can help you estimate how much you spend annually for printing and storage.

 

1.  Document Volume  
Average clients/customers handled per month:
Average number of documents per client/customer:
Average number of pages per document:
Pages that flow through the office annually: N pages/year
 
2.  Printing Costs  
Average copies of each document printed for review:
Average copies of each document given to client/customer:
Average copies of each document printed for office storage:
Printing cost per page (paper, toner, maintenance, etc.): dollars
Pages printed annually for review, filing and storage: N pages/year
Annual printing costs: $N
 
3.  Storage Costs  
New file cabinets required each year:
(36" lateral, 4-drawer, 3600 pages/drawer)		 N cabinets
Cost of new file cabinets ($600 each): $N
Space for new cabinets (9 sq ft each): N square feet
Monthly cost per square foot of office space: dollars/month
Annual floor space cost for new cabinets: $N
Annual storage costs: $N
 
4.  Staff Time  
Average time to store new files in file cabinets: minutes
Average time to retrieve a document from storage: minutes
Annual staff time spent filing & retrieving documents: N hours
Hourly wage of administrative staff: dollars/hour
Annual staff cost for document storage and retrieval: $N
 
5.  Other Costs  
Other costs: these include storage supplies (hanging folders, labels, etc.), shredding costs, archival costs, mailing costs, secure storage costs for archived documents, and time spent searching for lost or mis-filed documents. dollars/year
 
TOTAL  
 
Each year, your office spends as much as $N on document printing, filing, and storage, much of which can be eliminated by switching to electronic file storage. $N

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