Der Verband AIIM international hat anlässlich der World Paperfree Day Initiative eine neue Studie veröffentlicht: "Paper-Free Progress: measuring outcomes". Hierbei geht es um die aktuellen Trends, wie man Papier im Büro vermeiden oder ganz abschaffen kann. Das "papierlose Büro" lässt grüßen.
Wer also aktuelle Zahlen und Grafiken zum Markt und aktuelle Trends benötigt ist mit der Industry Watch Studie (eine 30seitige Zusammenfassung einer größeren Untersuchung) vom Oktober 2015 bestens bedient: http://www.aiim.org/Research-and-Publications/Research/Industry-Watch/Paper-Free-2015 (für AIIM Professional-Mitglieder kostenfrei). Natürlich werden auch Mobile, Cloud und Outsourcing in Erfassungs- und Verwaltungsprozessen adressiert.
Weitere Studien, Whitepaper, Vorträge und Dokumente zum Thema Informationserfassung gibt es im AIIM Center "Scanning & Capture".
Inhalt "Paper-Free Progress"
About the Research
Process Used and Survey Demographics
Paper in the Office
Process Optimization and Workflow
Paper-Free Issues and Outcomes
Opinions and Spend
Conclusion and Recommendations
Appendix 1: Survey Demographics
Appendix 2: Selective Comments
Keyfindungs – Zusammenfassung der Ergebnisse
Paper in Processes
- Paper in the Office-only 17% of respondents work in what could be described as a paper-free office. 31% admit their office is piled high with paper documents and paper processes. 40% still use paper for filing “important stuff”, and 56% are wed to signatures on paper for contracts and order forms.
- 20% report that their consumption of paper is increasing; but for 49% it is decreasing, including 11% where it is decreasing rapidly. This 2015 net of 29% compares with 23% net in 2014 and 3% net in 2011.
- 55% report that paper flowing through their processes is decreasing including 12% rapidly decreasing. With 20% increasing, this net of 35% compares with 21% in 2014 and 21% in 2011.
- The number of organizations actively looking at every process for paper elimination has grown from 9% in 2014 to 16% in 2015, including just 3% who feel they have reached the limit. 36% feel they are making good progress, with just 7% sticking with paper processes – down from 11% in 2014.
- Lack of management initiatives is given equal weight to staff preferences (49%) as the reason there is still so much paper around. 39% feel there is a general lack of understanding of paper-free options.
- 41% are using OCR in some form. 23% are capturing process data including 9% using intelligent/adaptive workflows. 16% are not using OCR, but workflow flat images, and 18% scan primarily for archive.
- The biggest driver for scanning and data capture is improved searchability and sharability (53%). Higher productivity, reduced storage space and faster response are all key drivers. 27% have an environmental policy to reduce paper usage.
- 40% of organizations report that more than half of their invoices are now delivered electronically – but 35% agree that most get printed anyway. 31% agree that most of the paper documents they retain are only there for the signatures, and that most of the documents they scan are unchanged from printer to scanner.
Digital Mailroom and Multi-Channel Inbound
- 26% scan in advance of the process, including 7% using a digital mailroom and 11% with multichannel capture. 22% scan to archive after the process – much more so in North America (26%) compared to Europe (10%) where digital mailrooms (10%) and multi-channel (14%) are more popular.
- A hybrid of centralized and distributed is the most popular digital mailroom scenario (40%), with a further 25% using only centralized floor-standing scanners. Faster turnaround to customers (54%), improved mail productivity (48%) and improved data capture quality for downstream processes (41%) are given as the biggest benefits.
- 40% admit that they deal with multi-channel content in an ad hoc way. 35% are likely to print electronic inbound and process as paper. 32% deal with paper and electronic through the same workflow, but just 3% have a comprehensive multi-channel system across paper, electronic and social.
Process Optimization and Workflow
- In 40% of organizations, line of business heads and departmental managers are deemed responsible for “radical process review”. For 14%, the head of IT is tasked. 33% place responsibility with a central efficiency department or the main board.
- For 14%, the rate of converting key processes to paper-free is moving quickly or even completed (4%), and for 48% the rate is increasing slowly. 15% admit they are stalled after the first few, and 37% are making little progress or have as yet no projects (11%), including 7% of the largest organizations.
- 36% have no access to workflow capability, plus 13% who have it but don’t use it. 34% make use of basic workflows in imaging systems or SharePoint, 17% have full workflow/BPM.
- The biggest benefits reported from paper-free processes are faster customer response (43%), then productivity and compliance, then better monitoring of the workflow. The biggest lessons learned were to establish executive buy-in, and to gather input from all stakeholders in advance.
- 59% achieved a payback in less than 12 months from their paper-free projects, including 26% in 6 months or less. 84% achieved payback in less than 18 months – the highest we have ever recorded.
- 24% are not looking at any mobile projects and 39% are still in the planning stage. 12% see mobile access, data capture and forms input as a required option for any process update.
- For those with mobile capture projects, speed of data availability and keeping paper out of the process have been the biggest benefits. Connection bandwidth, connection security and device security have been the biggest issues.
Cloud and Outsourcing
- 11% are already using cloud products for capture, and 17% have plans in the next 12-18 months.21% are unlikely to use cloud (down from 25% in 2014) and 49% still have no policy or decision on cloud capture (21%) or cloud in general (28%).
- Data capture is the biggest growth area for outsourcing, along with managed capture services. Archive scanning and back-scanning still have growth – as does shredding. Box storage is still popular, but in decline. Managed print services and outbound print are stalled.
Opinions and Spend
- 80% agree that paper content and processes are a huge impediment to remote access and teleworking. 72% feel that “business at the speed of paper” will not be acceptable in 5 years’ time.
- 57% say they are committed to digital transformation, and paper-free is an essential starting point. 79% agree that all businesses should have an e-signature mechanism.
- Workflow/BPM and mobile data capture are set for the strongest growth. Capture, OCR and AP are still strong, then mobile image and MDM. Some MFP growth is likely, but scanners are mostly flat – although this is an improvement on 2014 projections.