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Compare document-sharing administration time with a proposed process and its ongoing cost.
Count repeated document work
Include requests, permission changes, locating versions and resending files. Measure administration across similar matters; an unusually document-heavy matter may need its own scenario.
How the calculation works
freed up hours = matters × (current minutes − proposed minutes) ÷ 60. Net monthly process value = freed up hours × hourly cost × capture fraction − added ongoing cost. Negative freed up hours indicate more administration in the proposed process.
A worked example
Twenty matters saving 25 minutes each release 8.33 hours. At 35 per hour and 60% capture, estimated time value is 175. Subtract 100 ongoing cost for 75 monthly net value.
Check the proposed workflow with users
A shared portal can reduce resending while adding upload, training or support work. Include that ongoing time in the proposed minutes. Check access and retention requirements separately before adopting a platform.
What the result leaves out
No confidential documents are uploaded or shared. This does not evaluate legal confidentiality, access controls or vendor security. Time freed up is not automatically reduced payroll, and service quality needs a separate review.
Open the calculator with your own figures →
The defaults are constructed examples, not market benchmarks. Choose one currency for every monetary input; the currency selector formats values and does not convert exchange rates. Keep a copy of the records and assumptions behind your result so you can repeat the comparison after the next reporting period.
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Prepared by ProWorkstack. Our editorial standards explain how we handle examples, limitations and corrections.