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Universidad Interamericana De Puerto Rico
Maestría en Administración de Empresas para Ejecutivos






BADM5060 SISTEMAS DE INFORMACION
Calculando Costos de Manejo de Documentos
Capítulo 3







Roberto Almodóvar
Sección 3839
roberto.almodovar@intermetro.edu
roberto.almodovar@gmail.com
M00-46-9577
Tabla de Contenido

I. Estudio de Caso 3
II. Preguntas 4
1) How should SSC prepare for a DMS ifthey decide to implement one? 4
2) Using the data collected by Sam, create a spreadsheet that calculates the costs of handling paper at SSC based on average hourly rates per employee of $28. Add the cost of lost documents to this. Then, add the costs of warehousing the paper, which increases by 10 percent every month due to increases in volume. Present the results showing both monthly totals and ayearly total. Prepare graphs so that Sam can easily identify the projected growth in warehousing costs over the next three years. Download the spreadsheet to help you get started from the textbook’s website. 6
A. Calculo Costo Labor 6
B. Costo Mensual y Anual 7
C. Proyección en Costos de Almacenamiento en 3 Años 7
3) How can DMS also serve as a disaster recovery system in case of fire, flood, orbreak-in? 8
4) Submit your recommendation for a DMS solution. Identify two vendors in your recommendation. 8
III. Bibliografía 9



I. Estudio de Caso
Spring Street Company (SSC, a fictitious company) wanted to reduce the “hidden costs” associated with its paper-intensive processes. Employees jokingly predicted that if the windows were open on a very windy day, there would be total chaos as thepapers started flying. If a flood, fire, or windy day occurred, the business would grind to a halt. The company’s accountant, Sam Spring, decided to calculate the costs of their paper-driven processes to identify their impact on the bottom line. He recognized that several employees spent most of their day filing or retrieving documents. In addition, there were the monthly costs to warehouse old paperrecords. Sam measured the activities related to the handling of printed reports and paper files. His average estimates are as follows:
a) Dealing with a file: It takes an employee 12 minutes to walk to the records room, locate a file, act on it, re-file it, and return to his desk. Employees do this 4 times per day (5 days per week).
b) Number of employees: 10 full-time employees perform thesefunctions described in (a).
c) Lost document replacement. Once per day a document gets “lost” (destroyed, misplaced, or covered with massive coffee stains) and must be re-created. The total cost of replacing each lost document is $200.
d) Warehousing costs: Currently, document storage costs are $75 per month.
Sam would prefer a system that lets employees find and work with business documentswithout leaving their desks. He’s most concerned about the human resources and accounting departments. These personnel are traditional heavy users of paper files and would greatly benefit from a modern document management system. At the same time, however, Sam is also risk averse. He would rather invest in solutions that would reduce the risk of higher costs in the future. He recognizes that the U.S.PATRIOT Act’s requirements that organizations provide immediate government access to records apply to SSC. He has read that manufacturing and government organizations rely on efficient document management to meet these broader regulatory imperatives. Finally, Sam wants to implement a disaster recovery system.

II. Preguntas
Your Mission
Prepare a report that provides Sam with the data he needs toevaluate the company’s costly paper-intensive approach to managing documents. You will need to conduct research to provide data to prepare this report. Your report should include the following information:
1) How should SSC prepare for a DMS if they decide to implement one?
Aunque a grandes rasgos un Sistema de Manejo de Documentos (DMS por sus siglas en inglés) parece ser una alternativa viable...