By Gavin Dunlop, CEO, Actnet

JOHANNESBURG – November 04, 2014 – Paper wastage – through needless printing, duplications, errors and delinquent printing – can seriously add to a business’ expenses. Companies of all sizes and in all industries are feeling the pressure to streamline their operations in order to save money and simultaneously meet the growing demand for environmental responsibility and accountability. And while we recognise that companies will still use print solutions in their business for many years to come, there are solutions available that ensure that print documents are managed and distributed across the organisation.

Paper integration

In the Gartner report entitled, “Enterprise Content Management Strategies for ‘Green’ IT,” it was estimated that when paper documents are sent off-site for archiving, only about one percent is ever accessed again. With electronic records, organisations can store the record once and reference it to many other documents through metadata and folders. Once scanned into the system, intelligent document linking features can automatically cross-reference scanned documents with electronic ones and link them together. However, with paper records, most companies make more physical copies of the document. This means increased use of paper and greater storage requirements, as well as more physical boxes of records to sort through to find items for deletion when their retention period is over.

Print management

As companies explore ways to reduce their carbon footprint and minimise costs, resolving inefficiencies associated with printing is unsurprisingly at the top of the list. The results of the Citigroup-Environmental Defense Partnership to Improve Office Paper Management report estimated that the average employee uses 10,000 sheets of paper a year. This volume of paper has an obvious environmental impact, and is a considerable expenditure for a company of any size. The report went on to state that the actual cost of printing is 13 to 31 times the purchase price of the paper used. A study conducted by Lexmark (“Retail Topped European League of Paper Wasters,” Lexmark International) found that an average of 17 percent of everything printed was considered waste – pages the user didn’t want. Common examples of this are the page at the end of a Web printout with just a URL or banner ad at the top. In a 2001 study, the Gartner Group found that the mismanagement of output fleets (copiers, printers, fax machines) can cost an enterprise somewhere between one and three percent of revenue annually.

These unnecessary costs can be curbed with the introduction of improved management controls that would include enforced print policies and would assist in striking a balance between expenses and performance. A print manager / output manager can help you automate and control your print and document output across your organisation.

eBilling

In 2013 over 30 million businesses processed and archived invoices electronically, which represented an estimated volume growth of 25 percent globally, demonstrating that eBilling is both sustainable and independent of economic cycles.

Traditional paper-based billing methods have been replaced with eBilling due to the high costs of paper, postage and printing as well as the drive to reduce the carbon footprint of companies. Gartner research findings showed impressive cost savings of up 80 percent when compared to traditional paper invoicing, making eBilling one of the clearest ROI (Return on Investment) and cost-reduction opportunities within organisations.

One of the major drivers in the global eBilling market is the need to automate the invoicing process and reduce operational costs. Receiving paper invoices via post is a manual and inefficient process – particularly in light of the ongoing postal strike locally – that results in duplication of invoices, high storage costs, slow circulation and retrieval within the organisation and the risk of duplicate payments. New regulatory imperatives coming into force have also accelerated the drive for e-invoicing systems.

About Actnet Print Concepts

Actnet is a privately owned company established in 1987. Its vision is to ensure that the vital business documents of both SMEs and enterprises are captured, archived, preserved and delivered to their customers. The company has developed a proprietary Electronic Distribution Delivery and Payment system (EDD) that is unmatched in the South African environment. The company also specialised in enterprise output management, centralised print management, document management, document output and data enhancement.

CONTACTS:

Actnet: Janine Buckley, +27 (0)11 2676444, chrisp@oce.co.za, www.actnet.co.za

icomm: Debbie Sielemann, +27 (0) 82 414 4633, debbie@pr.co.za, www.icomm-pr.co.za