2. Digitizing Process
Contact legal
Research Geosyntec retention policy
relating to electronic files vs paper files
Research vendors costs
We received cost proposals from three vendors
ranging in cost from $60,000 to $120,000
Research vendors for equipment/scanner rental
Secure vendor and schedule delivery
We selected Hartford Technology who provided two high
speed large capacity Canon DR-G1100 desktop scanners
3. Digitizing Process (Continued)
Research file storage options and secure drive for
electronic data.
IT would not support external hard drives as the ability to
back-up is compromised. IT identified a “drive array” to be
connected to our server for file storage.
Research employing staff
4 Staff needed – 2 to prep (remove staples, binder and
comb binding) and 2 to scan, name and electronically file
documents
Employment agency costs were too high
Asked our employees if they had friends or family that would
be interested in a temporary project. We were able to easily
staff it.
4. Digitizing Process (Continued)
Discuss and finalize how the files would be named and
organized
More complex file naming protocol = more time and $
Setup work space
Selected the library and setup 3 tables
1 For the two scanners and desktop computers
2 For document preparation
Research and select a paper shredding vendor
6. Cost Comparison
San Diego Total Cost
$38,066.50
Cost Quotes
Iron Mountain: $120k-160K
Scan 2 Disk: $60k-80k
DocuLynx: $60k
Iron Mountain storage costs for
all Geosyntec Offices: $857,736!!
7. Other Elements
Binders
We had hundreds of binders of all shapes
and sizes
Donated them to a school district
Oversize drawings
We have 15 large banker boxes that contain
oversize drawings, photos, and CD/DVDs
We are asking our staff/project managers to
identify what they need to retain
Needed drawings will be scanned and paper copies
destroyed
8. Other Elements
File cabinets
We have 47 full size, new condition cabinets that are empty
There is no resale value, likely to be donated to
charity/school district
Pallet racks
We were left with multiple racks where file boxes were
stored
Re-used them in our field equipment room
9. Going Forward
100% Digital file storage for active and future projects
Converting from paper pre-bills to 100% digital pre-bills
Cost savings of $35,000+ ANNUALLY in San Diego OPS
by eliminating unnecessary paper storage – could easily
exceed $500k annual savings company-wide
Office space used for paper storage can be used for
revenue-generating staff