Pricing and costs of document storage services vary widely. The costs are determined by the type of document storage management system that you choose.
Start planning your budget by getting prices from several vendors. When determining the price for document storage services consider the following:
1. Off site paper file storage can be a low cost solution, with a set monthly fee.
2. Budget for the cost of boxes when you choose to use an off site file storage facility.
3. Record storage software prices can vary depending on the type of system you choose.
4. Electronic document storage can include additional costs, such as scanning and document preparation.
Save money by using document storage companies
Storing your physical documents off site with a paper file storage company can be one of the most inexpensive methods of document storage. Your files are kept safe and secure without setup, software licensing or scanning fees.
Try: Compare costs of small and large off site storage companies. Prices vary depending on how much you need to store, but start at less than $50 per month at some companies. Cintas, a large document storage company, employs bonded and insured personnel and is a Health Insurance Portability and Accountability Act (HIPAA) business associate. Records Management Services is a smaller company that stores boxed records for a low monthly fee. Remember to include the cost of boxes. Compare prices of boxes suitable for off site storage at companies like Nordisco and Uline. Boxes range in price from $5 to $15, and cost less when you buy in bulk.
Consider off-the-shelf electronic document storage software programs
Off-the-shelf software is an inexpensive solution for digital storage. This type of software allows you to store scanned documents and electronic files. Usually, you pay for a single software license.
Try: Informatik Archiver is an affordable system with advanced features that works with various ODBC databases and supports several graphic file formats. The Intellisoft ManageMore document management software system catalogs, stores and retrieves office documents and digital files. Prices for these products range from less than $700 for a single license, to $1,000-$2,000 for mulitiple users. Check out OnlineOrganizing and CNET Download for lists of other software programs suitable for small businesses. Most of the listed programs are less than $100, and some are free.
Price enterprise level record storage software
Enterprise level software is usually expensive but provides a range of services. It can integrate with other programs and offers high level security features.
Try: Compare prices of enterprise software from large providers. ColumbiaSoft’s Document Locator software complies with industry regulations and integrates with Windows Explorer, Microsoft Office products and CAD programs. Laserfiche is a nationwide company that offers document management solutions for government, health care, financial services and other regulated industries. Prices vary based on the modules and customization you require and start at around $20,000.00.
Include the costs of scanning into your record storage services budget
Scanning can be done by your employees as needed for most document management systems. However, if you have a lot of older documents that must be digitally stored, a scanning service may be a necessary, but expensive, option. If you use a scanning company as part of your document storage system, make sure the cost includes records preparation. Also check that the indexing and format will integrate with your document management system. Prices for professional scanning are generally around a dollar per page, but can vary depending on how much document preparation and indexing is required.
Try: Digital Documents will meet or beat competitor pricing and offers fixed or value-based pricing contracts. MicroMEDIA offers on-site scanning and indexing services.
- If the record storage software provider includes a server, find out if you can purchase one separately. You may be able to save a lot by buying the server on your own. Make sure the server meets the software provider’s specifications.
- Don’t sacrifice quality for price, particularly if you’re in a regulated industry. Make sure the document storage solutions software that you choose is secure and allows for easy retrieval.