price estimator

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Enter number of boxes in current archive
Cost of storage per month
Number of Invoices processed per month
Total monthly saving possible
Annual saving possible
Number
1 large Bankers Box = 2250 images approx
and/or
1 A4 Ring Binder = 500 images approx
and/or
number of images
Total cost of scanning
This includes preparation and indexing
Per month over 12 months interest free If over £1,000.00
Per month over 24 months interest free if over £2,000.00
Per month over 36 months interest free if over £3,500.00

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Scanning the Cost Justification

Once scanned losing a document is impossible in our systems Can you afford not to be interested ?

To determine the cost of your document storage, you must calculate the saved man-hours and storage costs and compare the final number against the cost of our outsourced service.


Formula
  1 – 3 ft. filing cabinet drawer = 10,000 documents (pages)
  1 – 4 drawer filing cabinet = 40,000 documents (pages)
  1 – 4 drawer filing cabinet requires 16 sq. ft. of storage space

Annual cost of storing your documents
  # of filing cabinets __________ X 16 sq. ft = __________ total square feet.
  Total square feet _______ X £ _______ per sq. ft. = £ ______ Annual Cost

Example
  Currently has 10 full cabinets and generate 5 cabinets of new documents per year

  Scan 15 filing cabinets year 1and 5 in each year after.
  £20.00 per sq. ft. rent, rates and bills
  15 x 16 = 240 total sq. ft.
  240 x £20.00 = £4,800 annual cost

 
The cost associated with finding and retrieving documents


A key advantage of a document imaging system is the ability to find and retrieve documents instantly from your desktop PC. Time-management experts estimate that searching for documents requires 3 hours of each office employee’s time per week. The cost of an office employee has been calculated at the rate of £10 per hour plus 25% in employers costs, so we have worked with £12.50 per hour. Therefore, based on the 3 hour figure, the annual savings in man-hours is:

3 hours X # of employees _______  X  Wage per hour ______ X 52 weeks = £  _______ Annual Saving

 

Example

 

3 hours X 5 employees X £12.50 per hour X 52 weeks = £ 9,750 per annum

Conclusion

 

If we use the earlier examples:

Storage of cabinets for office documents and new documents               £ 4,800.00 per annum

Employee time saving costs                                                              £ 9,750.00 per annum

                                                                                                                                         ---------------------------------

Total                                                                                                £14,550.00 per annum

                                                                                                       ---------------------------------     

 

Outsource example to scan 15 cabinets                                             £ 3,564.00 per annum year 1

Outsourced scanning of 5 cabinets of new documents                         £ 1,242.00 per annum year 2

 

The above costs are fully inclusive of collection in bankers boxes, full document preparation ( removal of staples, paperclips and setting of document orientation ), document scanning, indexing of images up to 2 fields are included, online hosting in our Freedocs system and secure onsite document destruction. This work will be carried out under BIP0008 compliance conditions at our scanning bureau in Hull, East Yorkshire.

 

For a free no obligation onsite audit please contact us on This e-mail address is being protected from spambots. You need JavaScript enabled to view it

 

London, Leeds, Manchester, Hull, Liverpool, Newcastle, Scotland, UK