Total Cost of Ownership of ECM
There is a significant advancement in efficiencies and audit results when upgrading from a "manual" environment with hard copies or plain images to the CertCapture comprehensive ECM solution.
The final alternatives will ultimately be judged on BOTH their capabilities under audit AND the TOTAL COST of OWNERSHIP. If we group the disparate solutions into 3 major categories, we can begin to see tendencies in their costs and their abilities in compliancy at the same time. When a chart is formulated to graph both cost and compliancy, we can make the following observations:
Although manual processes have a perceived low cost, they also have an associated low auditability factor (especially in larger volume environments). The perceived low cost make actually mask a tremendous cost of time and labor - the most expensive component for any "system". They are unwieldy, inefficient, and actually very costly for these reasons.
"In-sourced" Systems with their large appetite for software + hardware + headcount + IT resources + etc. is even a higher cost alternative with a long list of capital expenses and technical resource requirements, but interestingly is not a sure-fire way to solve ECM for audit purposes. There is always the possibility of shelf-ware due to the fact that these systems fail without someone or some army needing to maintain it. Many times this is not considered until AFTER the purchase. Ask software vendors if compliancy is guaranteed with their license fees. The ultimate answer is no.
The analogy can be made to buying from a Building Supply Company - "Will your wood and glass pass the local building codes when fully constructed?" They will laugh hard at that one. It takes an experienced licensed contractor knowledgeable in the codes to put it all together - and lots of $$. Software-only ECMS is basically an expensive "do-it-yourself" kit. Good luck.
The refreshing new alternative is a "solution-in-a-box" that is ready to use and includes the needed data conversions and on-going services. This new solution does not have the limitations of manual systems nor high costs of software-only "In-sourced" solutions, yet solve the ECMS issue in a more comprehensive way with services built-in.
CertCapture has the following advantages over other types of ECM:
- Highly automated.
- Outsourced and continually updated.
- Uses latest optical scanning equipment and software.
- Uses latest Web-accessible database tools.
- Uses powerful Enterprise quality infrastructure, many times with a reputable hosting partner.
- Uses strategic network access points and scalable bandwidth to assure performance and availability.
- Secure - Continuously updated with all of the latest security protections.
- Easy access. No barriers to using it - other than security protection.
- Scalable - appropriate for different sized organizations.
- Built-in services to insure proper set-up and faster time to market.
- Built-in access to current forms and tax laws.
- Low TCO - Small unit costs to allow "pay as you go".
- No built-in obsolescence.
- No IT support and maintenance.
- No large investments.
- No big learning curve. No barriers to sitting down and using it.
- Assurance of Compliancy - as a result of hosting with subject-matter experts.
Utilizing CertCapture is similar to LEASING Office Space rather than buying the raw materials and attempting to construct a building yourself - it’s a no-brainer. CertCapture is comparable to leasing an Office space that meets all building codes and restrictions of the location - and is ready to move in. This alterbnatiove is obviously much faster and easier -- without the hassles or risk of building it yourself. Why struggle with "construction" of in-house systems when you can pay less for a better solution?
CertCapture has the most attractive TCO of any alternative available.