I just retired from a greeting card company in Kansas City last Friday.  The cost of digitizing hard copy records is "insane".  Don't fall for it.  If my company would have digitized it's hard copy records, it would have cost, are you ready??  $8,750,000.  It's not going to happen!
The best thing you can do is to digitize from first day forward...that is to begin a document management program and let the hard copy records expire.
 
Thanks,
 
Don Prososki, [log in to unmask]
 
> Date: Tue, 5 Feb 2008 17:07:51 -0600> From: [log in to unmask]> Subject: Re: Avg. Cost offsite storage vs. onsite> To: [log in to unmask]> > So now we're talking 2500 sheets of paper (simplex) per box x $0.25 per> image (low end of spectrum) = $625 per box, and $625 per box x 300 boxes> = $187,500 -- a far cry from $12,000! > > At this rate I'll never park in the garage again...> > Liz> > -----Original Message-----> From: Records Management Program [mailto:[log in to unmask]] On> Behalf Of Grevin, Fred> Sent: Tuesday, February 05, 2008 2:56 PM> To: [log in to unmask]> Subject: Re: [RM] Avg. Cost offsite storage vs. onsite> > Doug, I use the figure of 2,500 sheets of paper per 1.2 cubic foot box.> That's slightly less than Liz' figure, but I find our records tend to> have a fairly high number of file folders, which take up more space. I> sample the records to get (amongst other factors) an estimate of the> percentage of sheets that are two-sided (using a survey form that covers> a number of factors).> > I generally ballpark-estimate office document scanning, including prep> (of "average" difficulty--yeah, I know, what's "average"?), scanning> (300 dpi bitonal), indexing (for a limited number of short fields so> it's basic indexing), and image QC (in accordance with ANSI/AIIM MS44> and AIIM TR34), at about $0.25-$0.30 per image.> > This kind of estimate is for budget planning purposes, so if there's> something unusual about the conversion job (and there often is), I try> to put out a Request For Information (RFI) to get a more accurate cost> estimate, and vendor comments on potential problems with the job.> > Best regards.> > Fred> ===================================================================> Frederic J. Grevin> Email: [log in to unmask]> Phone: 212.788.8615> > > -----Original Message-----> From: Records Management Program [mailto:[log in to unmask]] On> Behalf Of Allan, Liz> Sent: Tuesday, February 05, 2008 17:27> To: [log in to unmask]> Subject: Re: [RM] Avg. Cost offsite storage vs. onsite> > Doug -- well, that's my point. If I'm off in my calculations, please> tell me where. And if I'm not off, then the statement regarding the> cost to image 300 boxes is misleading. If it cost only $40 a box, I> could finally get my husband to clean out his files in the garage and> park my car there again!> > re: 2600 pages per box, I'm figuring 175 pages/inch and a standard> storage box of 15" - usually boxes sent to storage are packed pretty> full.> > Liz> > -----Original Message-----> From: Records Management Program [mailto:[log in to unmask]] On> Behalf Of Allen, Doug> Sent: Tuesday, February 05, 2008 2:03 PM> To: [log in to unmask]> Subject: Re: [RM] Avg. Cost offsite storage vs. onsite> > Liz,> > I'm not sure about your math... I've not seen much scanning performed at> a penny and a half per image, and certainly that cost would not include> any indexing. I wonder how close the 2,600 pages per box is, either.> > Doug Allen, CRM, CDIA+> > > -----Original Message-----> > Interesting comments on all sides. But help me with the math here... > > "Records management must revisit the model. If 97% of records are born> digital then you would only need to image 300 boxes out of 10,000> potential. Imaging both sides as a worst case situation is only> $12,000. The storage cost of 10,000 boxes offsite would be $18,000 per> year not counting retrievals and replacing."> > Imaging:> 300 boxes (each holding ~2600 pieces of paper) = 780,000 simplex images> (duplex = 1,560,000 images). Imaging these 300 boxes @ $12K = $40 per> box or $0.015 per image simplex (duplex = $0.007 per image). > > Either my math is wrong, or this is a heckuva deal to prep/scan/index/QA> over 1.5 million images. > > Storage:> 10,000 boxes @ $0.15 per box = $1500 per month x 12 months = $18,000 per> year> > Also sounds like a good deal for box storage.> > Liz Allan, RHIA> San Jose, CA> > -----Original Message-----> From: Records Management Program [mailto:[log in to unmask]] On> Behalf Of Hugh Smith> Sent: Tuesday, February 05, 2008 12:47 PM> To: [log in to unmask]> Subject: Re: [RM] Avg. Cost offsite storage vs. onsite> > Records management must revisit the model. If 97% of records are born> digital then you would only need to image 300 boxes out of 10,000> potential. Imaging both sides as a worst case situation is only> $12,000. The storage cost of 10,000 boxes offsite would be $18,000 per> year not counting retrievals and replacing. Not to mention the 10,000> boxes at $7.60 Hostage Fee and the eventual shredding after their> lifetime.> > > > This message (including any attachments) may contain confidential or otherwise privileged information and is intended only for the individual(s) to which it is addressed. If you are not the named addressee you should not disseminate, distribute or copy this e-mail. Please notify the sender immediately by e-mail if you have received this e-mail by mistake and delete this e-mail from your system. E-mail transmission cannot be guaranteed to be secured or error-free as information could be intercepted, corrupted, lost, destroyed, arrive late or incomplete, or contain viruses. The sender therefore does not accept liability for any errors or omissions in the contents of this message or that arise as a result of e-mail transmission. If verification is required please request a hard-copy version from the sender.> > SOURCECORP, Incorporated > www.srcp.com> > List archives at http://lists.ufl.edu/archives/recmgmt-l.html> Contact [log in to unmask] for assistance> To unsubscribe from this list, click the below link. If not already present, place UNSUBSCRIBE RECMGMT-L or UNSUB RECMGMT-L in the body of the message.> mailto:[log in to unmask]
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