Document storage costs are out of control for hotel owners and operators, and a document management system can help. Until meeting myDigitalOffice, our customers had been purchasing bankers boxes by the dozens to accommodate all the records – and even finding themselves paying to store the empty boxes. So we thought, why not put a true figure on what these boxes – full or empty – actually cost?
Basic cost assumptions
- Cost of a Bankers Box – $2.50 (conservative estimate)
- Cost of a sheet of paper – $0.01
- Cost to print – single side (laser) – $0.05
- # of sheets in a bankers box – 2,500
Work through these numbers and you’ll get to $152.50 per box. Pretty expensive right? Now consider the intangibles.
Intangible costs:
- Labour
- Office space
- Storage
- Retrieval
That box comes out to cost a lot more than $152.50, doesn’t it?
The ROI on Document Management Systems
There’s a ROI for having a document management system, but it doesn’t come from just scanning your records. Without a proven scanning method, the documents are simply PDF versions of your paper records without much search/retrieval capabilities. A document management system brings an ROI not only in helping you index these documents, but also in improving the way you file, retrieve, and store them. And that’s just the tip of the iceberg – because a document management system is more than just that.
The next time you’re buying bankers boxes for records storage, call myDigitalOffice first. We’d be happy to walk you through some alternatives to consider.
