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Mickey McGuire, SouthData, Inc.
EFFICIENCY & PRODUCTIVITYGoing Paperless
• National supplier of printed and electronic communications specializing in the HOA Market for the past 14 years.
• Regular speaker at the CAM Profitability Conference.
Mickey McGuireVice President of Sales
SouthData
GOING PAPERLESSIS NO JOKE
US PAPER CONSUMPTION
Packing, 5% Tissue, 7%
Newsprint, 8%
Containerboard, 31%
Boxboard, 21%
Printing/Writing, 28%
* From Reduce.org
ENVIRONMENTAL REASONS FOR GOING PAPERLESS
31X
• The cost of USING paper can be as much as 31 times the cost of the paper itself.
1.5
• Cups of water to make 1 sheet of paper.
40%
• Amount of wood in the US that goes to the production of paper
10,000
• Sheets of paper the average office worker uses per year
* From www.absolutelypaperless.com
ECONOMIC REASONS FOR GOING PAPERLESS
$10,000
• Average cost to fill and maintain a single four drawer file cabinet
25%
• Number of documents that are misplaced and will never be located
$23
• Cost of copying the average document, which is copied 9 to 11 times
90%
• Amount of business information that is in document form, not databases.
60%
• Amount of an average employee’s time spent creating, managing and distributing documents
WHY GO PAPERLESS?
Put the Name of the Session Here
0% 10% 20% 30% 40% 50% 60% 70% 80%
Environmentally Concious
Easy to Send
Modern
21%
21%
23%
71%
74%
71%
Paper vs. Digital: Public Perception
Digital Paper
Potential ClientsEldeman Berland study 2013
WHY GO PAPERLESS?
Put the Name of the Session Here
Potential Employees
Eldeman Berland study 2013
Companies operating mostly on
paper are old fashioned
Sat it’s important for potential employers to
operate digitally
0 % 100 %
68%
0 % 100 %
68%
GOING PAPERLESSYou have choices: there are many companies in this field.
Don’t need to spend a lot of moneyDo need a great deal of disciplineDo need a great deal of planning
GETTING STARTED
• Establish rules (at least at the start)
• Remove the fax machine
• Fax document convertor
• Request paperless statements and invoices
• Set a timetable
• Monitor the progress
• Not every document must be digitized
PLANNING – SAMPLE FILE TREE
•Company
• Managers
•HOA’s•Budget•HOA Mailings•Unique Items•Committees•Homeowners Files•Vendor Contracts•Compliance• Insurance•Minutes
•Developer Items•Legal•Parking•Financials•Mgmt Costs•Reserve Study• (Audits / Bank)•Governing Documents•Maps
HOW TO GET STARTED
• Scanners/Scanning
• Types (high speed, desktop, fax to electronic)
• Outsourcing (cost, limitations)
• Who can do scanning?
• Adobe Acrobat (full version so you can edit)
• Discipline. Discipline. Discipline.
Put the Name of the Session Here
HOW TO GET STARTED
•Scanners/Scanning• Types (high speed, desktop, fax to electronic)
• Outsourcing (cost, limitations)• Who can do scanning?
•Adobe Acrobat (full version so you can edit)
•Discipline. Discipline. Discipline.
ADVANTAGES OF GOING PAPERLESS
• Space
• Convenience
• Access
• Mobility
• Speed
• $$$$$
Any Questions?
