Slash the cost of box storage with a data acquisition workflow

Slash the cost of box storage with a data acquisition workflow

Even when you don’t know what you have, costly box storage isn’t your only option for records management

Many companies expensively store a significant amount of records without a firm understanding of what’s in their boxes.

On a daily basis they pay box storage companies to store documents that are either past their legal retention level or they pay to store boxes that are so poorly organized that their contents make efficient retrieval nearly impossible.

In the worst situatios, some companies are paying monthly fees for the box storage of records that should have never been archived in the first place at Iron Mountain or a similar box storage company.

While this is both a wasted expense and presents varying degrees of legal discovery exposure, it is also fairly common. But, there is good news. A cost-efficient program to resolve this exists, and it is called data acquisition.

What is data acquisition?

Data acquisition is a workflow process where a document conversion firm will go thru all boxes that are not firmly defined by a destruction date or a concrete categorization and will perform light data entry on a file or folder basis.

This is typically a fast process as the data entry is limited to only the level required to indicate to the client which workflow it should go through; shredding, scanning or continued box storage. The data acquisition firm will perform all or just part of those eventual functions.

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How do you make an informed decision on what to do?

Here is how the team at Imaging Office Systems approaches data acquisition: it performs light, folder level indexing.

That file information is then provided back to the client in a SASE 16 certified real-time portal allowing the client to determine what should occur to these boxes. Decisions will be based on the description and age of the files to either shred, scan, or continue box storage.

As this process also creates a complete manifest of all boxes and files in that “uncertain” category, the client knows specifically what they have so they can apply future dates of destruction if they cannot shred just yet.

Why wouldn’t we do that work ourselves?

You absolutely could, no question. But, in some cases the reason you have not done it already is the reason you will not in the future—you do not have the extra personnel to throw at this project.

High volume scanning companies like IOS are highly qualified to perform this function as they are called on to determine and recognize indexing schema and file organization each and every day.

Companies like IOS will be faster and more accurate in both data entry and file type recognition.Furthermore they are enabled, once box decisions are made, to actually see the process through by doing the heavy lifting of the Data Acquisition workflow; to scan, shred or continue storing.

What are the actual steps of data acquisition, and how is it billed? What is IOS’s data acquisition process?

IOS picks up the boxes from your current box storage facility. Then, IOS would store them at no charge while going through the boxes. If a record is needed during the process, we will provide the file to you digitally via scan on demand. During the project, IOS would bill you for the data acquisition work at a fixed hourly rate.

Once the final report is ready, IOS will provide an estimate on the costs for scanning and shredding. We would either continue to store your boxes or return them. It’s that simple. No hidden fees. No sneaky steps.

Out of sight, out of mind can be a very expensive mindset when it comes to box storage. Knowing exactly what you have is never a bad thing, especially when it cuts cost and takes the word “forever’ out of the billing vocabulary. Have questions? Ready to take the next step, lets talk.

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This post is part of Reducing Paper: The Ultimate Guide to Storage, Scanning, and Document Management Software.

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