How to Create a Document Scanning Budget for Your Organization

Are you considering going paperless within the next year as part of an effort to free up valuable office space and reduce the amount of time spent searching for paper records? Typically, organizations who choose to scan documents enjoy fewer manual errors, better compliance, and are more prepared for audits. A document scanning strategy coupled with an electronic document management software can drastically transform your daily processes and operations.

The cost of a document scanning project varies depending on a number of factors. We cover the specifics in another blog here. But how should you go about calculating a document scanning budget that can support your needs and provide a return on investment?

Here are some factors that can help you create your budget. Determine rough estimates for each of the factors below to calculate the money you’re currently spending on hard copy records. This should be the benchmark for your scanning budget, as many of the problems and challenges you currently experience will be eliminated and you’ll enjoy long-term ROI with document scanning. 

  • Hourly employee salary
  • Amount of time spent searching for, retrieving, and routing documents
  • Number of file cabinets in the office and cost of space (Think: Could that space be better utilized for revenue-generating work rather than file storage?)
  • Types of human resource documents (onboarding, training, benefits information, etc…) and how long it takes to complete these processes manually
  • Number of invoices, check requests, and purchase orders processed monthly by accounting and the typical turnaround time for manual processes/requests

Are there alternatives to document scanning?
We’ve talked previously about how to make the case for document scanning in your organization. If you’re in the process of creating a digital transformation strategy but aren’t prepared to go completely paperless, there are options for an all-inclusive document management plan that includes offsite document storage and scan-on-demand. Here are two alternatives that involve a combination of scanning and storage.

  • Offsite storage with scan-on-demand
    If paper records are taking up valuable space in your office or you’re tired of overpaying for an unsecure self-storage unit, but you’re not ready to go paperless, consider an offsite storage provider that offers scan-on-demand services. Choose a document storage service that offers secure document storage with an option for scan-on-demand for your active records. Scan-on-demand allows you to request and scan only the documents you need, right when you need them. This way, you’re saving money on the cost of scanning all documents while still ensuring your documents are securely stored while freeing up valuable office space.

     

  • Offsite storage with ongoing monthly scanning services
    If document scanning is a goal of your organization, but your current budget doesn’t allow for a bulk scanning project, consider long-term offsite document storage for your active records with ongoing document scanning over the course of 6 to 12 months. A document scanning company like Record Storage Systems can customize and document imaging schedule that fits your timeline and budget to help you achieve your goals for a more efficient paperless office. Dividing the scanning project up into a quarterly or monthly service gives you the benefits of going paperless at your own pace. We can worth with you to evaluate your records and determine a scanning schedule that works for your business.

For help creating a document scanning strategy, budget, or if you’re in need of document scanning services in Charlotte, NC, submit a request for more information. For other document scanning resources and information on how to go paperless, check out these other blog articles:

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