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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.


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