All box content are not equal, consider the following two example;
Box #1 Example
At first glance, Box #1 has about 40 folders and each folder has about 30 sheets of paper (or 1,200 sheets of paper total).
Further, in order to find what you are looking for, each folder must be electronically indexed by say a 7 digit number which might be located on the folder's tab (or 280 characters total).
Finally, in order to get these folders scanner ready (document preparation) assume it will take a SoftFile employee 30 minutes.
Assume the following rate schedule;
Box #1 Example Rate Schedule
| Service Description | QTY | Rate | Unit | EXT |
| Document Preparation | 0.5 | $16.00 | Hour | $8.00 |
| Document Scanning | 1,200 | 0.05 | Image | 60.00 |
| Data Entry | 280 | 0.01 | Character | 2.80 |
| Total | $70.80 |
Box #2 Example
At first glance, Box #2 has about 2,200 sheets of paper.
If you look really close, there seems to be a staple (a new file or different document) every 20 pages (so there are about 110 individual files).
Further, in order to find what you are looking for, each folder must be electronically indexed by say a 7 digit number which might be located on the folder's tab (or 770 characters total).
Finally, in order to get these folders scanner ready (document preparation) assume it will take a SoftFile employee 1 hour.
Assume the following rate schedule;
Box #2 Example Rate Schedule
| Service Description | QTY | Rate | Unit | EXT |
| Document Preparation | 1 | $16.00 | Hour | $16.00 |
| Document Scanning | 2,200 | 0.05 | Image | 110.00 |
| Data Entry | 770 | 0.01 | Character | 7.70 |
| Total | $133.70 |
In conclusion, a blanket quote of say $150.00 "per box" is really a poor way to quote a large volume document conversion project. This pricing method, although easy for the vendor to quote and for the customer to compute, generally benefits the vendor more than the customer. Further, most boxed document look more like our Box #1 example.
Finally, the more pages per one file (one PDF), generally the less expensive the total project will be.
For more information contact SoftFile at (916) 927-4211 or email us at info@softfile.com.
Matt Monaghan
SoftFile
(916) 927-4211
mattm@softfile.com
