The document outlines information to gather for an upcoming document management site survey. The survey aims to [1] analyze document workflows, [2] track current expenses, and [3] identify alternatives to save time and money. Key users will be interviewed to understand equipment, scanning, printing, outsourced printing, copiers, and related costs. Detailed information on models, volumes, costs, and workflows will inform recommendations to create efficiencies.

1. One Source Imaging Solutions
Document Management Site Survey
The purpose of a document management survey is to accomplish several goals:
 Analyze your document output processes and workflow
 Organize and verify current expenses associated with document production
 Develop potential alternatives which will save time and money and create efficiencies
During a site survey our staff will talk with key users about their document production and obtain specific
information regarding your current equipment and work processes. In order to prepare for the site survey you
should identify any key staff we should speak with and gather the information listed below.
SCANNING
List any scanning equipment used in the organization (type and speed). Determine the types of documents
scanned, purpose of scanning to electronic format, specific file types, and methods used for storage and retrieval
of documents.
PRINTERS
Speed, volume and features are also critical with printers. In order to document TCO (Total Cost of Operation)
you must consider the price of the printer, volume, cost of service and toner.
 Printer make, model and features (e.g. memory, paper trays, duplex, envelope feeder, etc.
 Monthly volume (we will obtain page counts during the site survey)
 Cost per cartridge and number of cartridges purchased over one year (6 months minimum)
 Maintenance kits and drum costs
 Service expenses
 Cost of forms
 How many parts each form contains or is necessary
 Cost of green bar paper
 Cost of impact printer to purchase
 Cost of maintenance for impact printers
 Cost of supplies for impact printers
 How many do they buy monthly or annually as far as forms and green bar paper.
OUTSOURCED PRINTING
This category covers any type of printing sent out to professional printers and/or copy shops. Provide the
frequency, volumes, costs and samples for any outside printing sent out during the course of a year.
COPIERS
Speed, volume and features specific to your organization’s needs determine the appropriate copier. Any specific
requirements or specialized document production needs should be noted.
 List copier make, model and note specific options (e.g. stapling, finishing, booklet making, etc.)
 Monthly volumes (NOTE: copies, prints, scans and color separately)
 Lease start and end dates (term) and type of lease (FMV, etc.)
 Purchase price or monthly lease amount (note if service and supplies are included)
 Service and supply charges, if contracted, or cost of service and supplies over the last year)
 Overage/excess charges
 Buyout to return amount, if applicable