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+44 (0)20 7871 6700
or email us at
info@newfieldit.com

Download the
NewField IT brochure

Download the
NewField IT Print Review White Paper, "Breaking The Gartner Code"

Information Security White Paper

A3 - Perception or Reality?

Colour in the office: Document fairy tale or cost demon?

Legally Overweight? Optimising a law firm's filing environment

The Managed Print Service Game: How to Play and Win

Why NewField IT? Paper storage is an indicator of whether electronic records management has been fully adopted or not. We re-establish the primacy of the electronic record by: Creating a robust business case: We can accurately audit physical filing and convert this into linear meters and a footprint cost. Introducing best practices: We have a proven methodology of transforming paper storage in an office. Configuring electronic document systems : We understand the needs of users in their interface with document workflow processes and technologies. Document Assessment in Asset DB Who Can Benefit? Our unique value is mapping the existing processes and identifying the information barriers that prevent users making the most of the imaging and electronic document management systems that are already in place. NewField IT has worked with several large organisations to create a Filing and Retention Policy that can be effectively rolled out and maintained. NewField IT helps organisations take control of their desktop paper filing and bring to an end the paper mountain that burdens the desks of most staff today. Clients and Sectors

Despite the rise of electronic document management systems in most organisations, the demands from staff for paper storage has not noticeably diminished.

In some paper intensive businesses floor storage can occupy more than 15% of office space, which increases by half as much again when circulation space is taken into consideration. A typical UK law firm has enough paper storage on site to cover the City of London twice over!

The reason for this problem is two-fold:

• There is no connection between many paper processes and their electronic equivalents, resulting in a requirements for paper originals.

• There is no clear filing and retention policy or, if there is, it is not enforced.

The NewField IT document storage audit, DocVantage, will identify where the gaps are and how to address them.

The DocVantage programme delivers:

• An accurate measure of filing space and the number of pages in storage. Our unique approach is to map current filing on to floor plans, and the software calculates the linear meters of storage as well as the total storage footprint.

• A robust business case. Combined with face to face interviews and a web questionnaire, we produce a business case that defines the full storage costs, a detailed analysis of the information barriers that are restricting the effective working practices of staff and recommendations for improvements.

• A Filing and Retention Policy which standardises user practices and aligns the configuration of any existing technologies to these standards. This includes templates for change management.

An ideal time to address this area is during an office move. As part of an office move we are also able to catalogue physical files, synchronizing electronic and physical records, and precisely map the movement of files from the old location to the new one.

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