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New Office
16644 West Bernardo Drive
Suite 301
San Diego, Ca 92127

Digitizing Process
 Contact legal
 Research Geosyntec retention policy
relating to electronic files vs paper files
 Research vendors costs
 We received cost proposals from three vendors
ranging in cost from $60,000 to $120,000
 Research vendors for equipment/scanner rental
 Secure vendor and schedule delivery
 We selected Hartford Technology who provided two high
speed large capacity Canon DR-G1100 desktop scanners

Digitizing Process (Continued)
 Research file storage options and secure drive for
electronic data.
 IT would not support external hard drives as the ability to
back-up is compromised. IT identified a “drive array” to be
connected to our server for file storage.
 Research employing staff
 4 Staff needed – 2 to prep (remove staples, binder and
comb binding) and 2 to scan, name and electronically file
documents
 Employment agency costs were too high
 Asked our employees if they had friends or family that would
be interested in a temporary project. We were able to easily
staff it.

Digitizing Process (Continued)
 Discuss and finalize how the files would be named and
organized
 More complex file naming protocol = more time and $
 Setup work space
 Selected the library and setup 3 tables
 1 For the two scanners and desktop computers
 2 For document preparation
 Research and select a paper shredding vendor

Costs
Scanner Rental: $7,385.00
Recycling/Shredding Costs: $2,089.00
Labor Costs: $25,175.50
Server/File Storage $3,418.00
TOTAL PROJECT COST: $38,066.50
Freed 1129 sq ft, saving lease cost of: $2,822.50/mo

Cost Comparison
San Diego Total Cost
$38,066.50
Cost Quotes
Iron Mountain: $120k-160K
Scan 2 Disk: $60k-80k
DocuLynx: $60k
Iron Mountain storage costs for
all Geosyntec Offices: $857,736!!

Other Elements
 Binders
 We had hundreds of binders of all shapes
and sizes
 Donated them to a school district
 Oversize drawings
 We have 15 large banker boxes that contain
oversize drawings, photos, and CD/DVDs
 We are asking our staff/project managers to
identify what they need to retain
 Needed drawings will be scanned and paper copies
destroyed

Other Elements
 File cabinets
 We have 47 full size, new condition cabinets that are empty
 There is no resale value, likely to be donated to
charity/school district
 Pallet racks
 We were left with multiple racks where file boxes were
stored
 Re-used them in our field equipment room

Going Forward
 100% Digital file storage for active and future projects
 Converting from paper pre-bills to 100% digital pre-bills
 Cost savings of $35,000+ ANNUALLY in San Diego OPS
by eliminating unnecessary paper storage – could easily
exceed $500k annual savings company-wide
 Office space used for paper storage can be used for
revenue-generating staff

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Paper File Conversion

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