Paper document management costs the company several millions. Every penny was counted and compared with KEDO

Paper document management costs the company several millions. Every penny was counted and compared with KEDO

Greeting! I am Tulyakov Rafael, the head of personnel electronic document flow in a company that implements services for business: cloud cash registers, tools for accountants, accounting automation.

We often come across entrepreneurs who consider paper document management to be common, reliable and cheap. And we constantly convince them of the opposite, because even in small companies KEDO can save millions of rubles. I will tell you about the benefits of document digitization.

When should you switch to KEDO?

Short answer: if you live in the 21st century, then as soon as possible. And in more detail, it is time to think about electronic document management if one or more factors arise in business:

  • The company is expanding. Along with new employees, there are more documents. In order not to get buried in paperwork, the company builds a personnel department and hires from two to five specialists to it. Or connects KEDO, which serves only one personnel officer.

  • There are many young specialists in the organization. The average age of an employee in business is falling every year. It is much easier for young people to press a couple of buttons in the interface than to deal with pieces of paper. Save nerves and time – both for yourself, and for employees, and personnel.

  • You have remote employees. Signing documents on paper with them is another nightmare. You have to send letters, pay for delivery, wait a long time, and the envelope can simply get lost on the way. And if you don’t sign at all, wait for a fine from the tax office.

  • Desire to switch to KEDO. It seems strange to me, but there are still companies where an employee reports from several computers at once. All so that the equipment has time to process operations and print documents, so as not to implement KEDO.

If something from the list matches – we go further, calculate the potential benefit and constant costs arising from paper documents.

The company saves from 650 thousand to several million rubles

Most likely, you have not even thought about how many hidden costs are hidden in the document flow. Let’s go in order – from obvious to inconspicuous:

  • Accountant’s salary. On average, a specialist’s month of work, excluding taxes, will cost 60,000 ₽, i.e. 720,000 ₽ per year. For two employees, 1,440,000 ₽ per year is needed, and further – on an incremental basis, for a new personnel for every 50 employees in the company. But with KEDO, the entire company can be served by only one personnel officer, if the company is small – a half-time specialist, 360,000 ₽ per year.

A large company without EDO can be served by a half-time specialist, and on paper five personnel will be needed: the difference in salary costs is as much as 10 times

  • Workplace equipment. We asked customers and came to the conclusion that the arrangement of one workplace reaches 650 thousand rubles. This is a table, a chair, a work computer, software and equipment for small work: a printer, a scanner. Depending on the size of the company, this amount can be multiplied by the number of personnel, and with KEDO – by zero, because the employee will be able to work even remotely.

Even the largest basic workplace costs 203 thousand rubles, and here we did not count the chair, licenses for programs and other little things.

  • Office. In a company of 50 people, about 10 reams of paper are spent on personnel documents per year – 3,000 ₽. Refill printers for another 2,000 ₽. To sew papers into folders – 1000 ₽. Buy pens, paper clips, pencils, brackets, staplers, hole punches – 12,000 ₽ above. The company lost another 18,000 ₽ in the office alone. This amount covered the implementation of KEDO.

  • Forwarding of documents. Paper remotes will have to be sent. Two-way shipping will cost approximately 2,000 ₽. If there are 10 remote workers in the company and they sign at least one piece of paper, that’s 20,000 ₽ on the same spot. But there are documents that need to be signed and cannot be sent, such as the fire safety log. Then you need to arrange a business trip – spend about 200,000 ₽ just for tickets for 10 passengers.

To arrange a business trip from Saratov to Moscow is 20,000 ₽ for round-trip tickets. But it is almost impossible to get a remote person out of Bali

Now let’s compare: the minimum direct costs with paper document circulation – more than half a million rubles. This is with the condition that you already have a ready workplace. With KEDO, it is enough to hire ½ staff for 360,000 ₽ per year and forget about worries.

Business saves employees’ time

Employee working hours are a hidden loss of money for the company. These costs are not always taken into account, because checks are not issued for them. But in order to develop business systematically, they must also be included. I will give several examples:

  • To start working, you need to wait for two weeks. The company hires a remote specialist, sends documents – delivery takes from two to six days. The return shipment is the same. All this time, the employee could earn money for the company, but as a result, he sits and waits for the courier.

  • An Aitishnik needs to understand papers. A senior developer will spend an hour to print, fill out and sign the document. 3,500 ₽ will be paid for this hour, but if he clicks a couple of buttons in the KEDO service – only 150 ₽. In a year, even one eitishnik who digs with papers will cost several tens of thousands of rubles. That way he will get everyone around with his questions and clarifications.

  • The director is busy with nonsense. Working with documents takes a lot of time. The manager cannot go to a meeting with a partner – instead, he has to sit in the office and sign documents. It is not possible to think about agreements – you have to sort out pieces of paper. Business is slipping, although with KEDO the director could not worry and sign documents directly from a taxi on the way to a meeting or office.

When a company uses paper document management, employees are doomed to a senseless hustle and bustle. It will take time, distract employees from real tasks and clog their heads.

The organization protects itself from risks

There is a type of costs that are not evaluated when calculating current costs – risks. And in vain, because you can fly into a large amount if you do not pay attention to a small detail. Here is an example:

  • The company hired a remote worker. The employee has already been given a job, but the employment contract is still on the way to the delivery service. At that moment, an inspection came, assessed the situation and imposed a fine – from 50 to 100 thousand rubles.

  • The employee resigned with a scandal. Everyone safely forgot about him, and in a month he came with a lawsuit to demand all kinds of payments. The documents have already been lost, the court sided with the employee – the company ran away with money. The responsibility was placed on the personnel officer who planted the papers. The result: spoiled relations with the current employee and payments.

Documents in paper are easy to lose: it is used by aggrieved employees who condemn already received salaries, bonuses and other payments

  • The employee was hacked and documents were taken from the post office. When document management is done on paper, employees often send each other photos of documents. They do it not in a secure system, but through chats and e-mail. At this moment, the documents can be intercepted by attackers: over the past year, Kaspersky Lab alone prevented more than 370,000 cyber attacks on businesses.

Everything is different with KEDO: there are programs that protect data from leaks using the FSB protocol, the system does not hang or crash. When Russian organizations attacked en masse, the FNP website was down for three weeks, some collapsed. But there were services that not only survived, but also added 15% of users. So it’s safer than paper if chosen wisely.

With KEDO, the company reduces all types of costs

I am convinced that KEDO opens many opportunities for the company. Employees are engaged in business development, instead of multiplying papers on the table, the company has more money for investments. Employees no longer need to worry about lost files and forgotten signatures – everyone sleeps easy, everyone wins.

Do you think it’s time for everyone to switch to KEDO, or am I being too categorical?

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