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Electronic Document Management Saves Time and Money

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One of the largest obstacles facing K-12 school districts is how to handle the mountains of paper necessary to run your district.  How do you tackle this issue while also ensuring security, compliance, and easy access to all documents?

Maintaining traditional, paper-based document management can cost 13 to 31 times the cost of the paper when you include the space for filing cabinets, off-site archival storage, fire protection, climate control, access control, etc.  Depending on your state’s retention laws, some districts are required to keep student records 99 years after graduation.

Manually filing and retrieving paper documents takes time. Research from industry analysts, including the Association of Information and Image Management, PricewaterhouseCoopers, and Corp! Magazine shows that it can cost as much as:

  • $20 to file a document in a folder or filing cabinet
  • $120 to find a misfiled document (if you can find it at all)
  • $220 to reproduce a document that was lost

Industry analysts have evaluated that on average:

  • It can cost about $25,000 to fill a file cabinet with documents.
  • Once filed, it takes $2,000 per year to maintain and safeguard the information in a single file cabinet archive. This includes the cost of floor space, fire protection, climate control, secure access, and so on.

Filing documents is a necessary administrative activity. Electronic document management has many benefits that will make your life easier, keep documents safe and secure, and ultimately save your district money. 


Corey Atkinson, Director of Sales & Marketing – Software Unlimited, Inc.