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Document Imaging can help your Real Estate Agency get critical closing documents over 90% faster. Convert your paper files to CD and save precious time and money. Optical Character Recognition can even convert your current customers into searchable text documents!
Purpose: Create faster processing of files, documents, contracts, proposals, appraisals, mortgage loans, and more!
Benefits: Eliminate bulky filing cabinets, Secure backups of all critical documents, save time when retrieving indexed documents, make documents available to more than one person at a time, no expensive equipment to purchase, outsource your filing and reduce labor costs.
Timeline: We will have your document imaging campaign underway as soon as we receive your first file. We are fully staffed and capable of processing OVER 100,000 IMAGES EVERY DAY!
Document Imaging vs Paper Storage
Real Estate Paper Documents Time Spent:
Travel to paper storage -------------------------- 20 min - 40 min
Search for file and specific documents ------- 15 min - 30 min
Return to office-------------------------------------- 20 min - 40 min
Copy, fax or mail documents -------------------- 15 min - 20 min
Prepare files for destruction --------------------- 10 min - 20 min
Total Time 1 hr 20 min - 2 hrs 30 min
(Assume $10.00 / hr salary and benefits) $13.33 - $25.00 / occurrence
Electronic File System or Document Imaging:
Insert disc into PC or retrieve from server--- 2 min - 3 min
Print or email documents ------------------------ 2 min - 5 min
Total Time 4 min - 8 min
(Assume $10.00 / hr salary and benefits) $.66 - $1.33 / occurrence
Expense of Storing Paper Files Verses Electronic File Storage
Paper Storage Expenses (local paper storage facility)
4.6 cents per month - 55.2 cents per year (150 page files)
Storage boxes ($7.50 / 20 files) 37.5 cents per file
Destruction cost after retention period = 60 cents per file
Labor cost ?
Total Cost per File (5 year retention period) = $3.72 + Labor
Paper Storage Expense (third party storage facility)
Enter paper file into storage = $1.25 - $1.30
Storage boxes ($7.50 / 20 files) 37.5 cents per file
6 cents per month = 72 cents per year
Destruction cost after retention period = 60 cents
Labor cost ?
Total Cost per File (five year retention period) = $5.18 - $5.28 + Labor
(Retrieval charge of $25 -$40 per occurrence)
Electronic File Storage or Documet Imaging
Imaging expense (average) = $5.00 - $6.00
Labor cost $0
Storage boxes $0
Destruction cost $0
Total Cost per File (Lifetime retention) = $5.00 - $6.00
Real Estate Company Benefits
1) Prepare Closing Contracts for Imaging
We remove all staples, paper clips, etc. as well as organizing and straightening all files. Our scanners accept paper sizes up to 50 inches making those big closing contracts a sinch.
2) Scanning Text for Searchable CDs
Using high-speed, high-resolution scanners, we convert your paper documents to digital format. Optical Character Recognition (OCR) allows us to actually transform your paper files to digital formats with searchable text throughout the entire document.
3) File Conversion
Electronic files are burned to CDs or DVDs which have a customized, user-friendly, windows based retrieval system. We offer unique search fields according to your specific data requirements. Every word on the page will be searchable making this solution fast and effective.
4) Security
We retain backup CDs of every document we scan in case your data is lost, damaged or otherwise compromised. We also offer secure disposal of sensitive documents.
5) Implementation
We deliver or ship your documents on CDs and show you and your staff how to use your new document retrieval system
Our current customers are saving time and money on the following Real Estate related procedures and files:
Property Detail Report
Comparable Sales
Parcel Map/(Assessor Map)
Neighborhood Information
Legal and Vesting
Document Image - Sales
Document Image - Mortgage
Deeds
Titles
Closing Attorneys Files
Credit Reports
Customer Data Files
Potential Re-Finance Clients
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