Moving Offices? Scan Your Records First

Have you ever moved to a new home? Did you bring everything with you? If you’re like most folks, you probably didn’t take every single item you owned with you. There were probably some odds and ends you hadn’t used in years and you decided to donate them, sell them, or throw them away to lighten your load for the big move. And even paperwork probably got scanned to reduce clutter (tax files, medical records, car payments, and so on). The same theory goes for office relocations.

The Real Cost of Relocating Offices

Office moves can be expensive. According to the Professionals Moving Specialists, costs to consider include:

  • Moving about 1,500 square feet of office space can range from $750 to $4,500, depending on furniture and materials to move.
  • Packing and moving a 3,000 square foot space can range from $1,500 to $9,000 depending on files and furniture.
  • For a 10,000 square foot space, the price climbs to $5,000 to $30,000.

And that doesn’t even factor the cost of tipping the moving crew. One thing you can count on: The more files, cabinets, and paper you have to move, the more expensive it’s going to be.

The cost of loss

Another factor related to relocation is the cost of losing a record during the move.  

As seen in videos from a truck that lost a load of paper rolls, a giant spool falling off a truck and rolling down a highway,  and an armored truck accident where thousands of dollars of cash swirled in the air, not much is immune to moving accidents. If you’re willing to take the risk to move your physical documents, you have to know that you are also risking them getting strewn across a road and destroyed.

According to the various sources that include the Gartner Group and AIIM, over 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records.

If you want to decrease the risk of an office move, it’s time to start thinking about digitizing your paper files now.

What Goes into an Office Relocation

An office move is much more than signing a new commercial lease, moving, and opening up shop again. When you’re moving offices, you must consider:

  • If your new office has the space required to house your current equipment and store your records.
  • Where you’re going to put the equipment you’re moving.
  • How to you ensure your documents are safe during transport and once you’ve settled in your new space. For example, do you have fire-rated and waterproof storage containers?
  • How you’re going to organize your documents in the new space so they’re easy to find and work isn’t (too) disrupted getting used to the new setup.

You also want to remember that the more you transport and the more room you need for document storage, the more it’s going to cost. 

Before you move certain items, you should consider how much value they bring to your business and whether there’s a better way to deal with them and use your space. Moving offices is a great opportunity to audit your current records situation, decide on improvements, and let go of old ways of doing things that are creating inefficiencies in your business.

Risk Assessment When Moving Offices

With anything you move to your new office, you’re going to incur some risks, both physical and organizational. These include:

  • Losing items in the moving and transportation phases: 

Not only can something fall off a truck, but someone may misplace the item or accidentally throw it away as you’re getting organized for the move.

  • Organizing items incorrectly when you get to your new office: 

This creates lots of hassle for your staff, whose work will be disrupted because they’re not able to locate items.

  • Having to adapt to a new record storage learning curve: 

Old records in a new space likely won’t be organized the exact same way as before. This means your staff will have to re-learn how to correctly locate and access the documents they need. 

When you digitize your documents before the move, you reduce these risks. It’s best to start thinking about this as early before the move as possible. Digitizing takes time. You don’t want to be stuck transporting something you’d rather have made digital.

Benefits of Digitizing Documents Before a Move

If you’ve ever moved homes, unpacked a box, and thought, Why did I move this with me and not get rid of it before?, you’re already aware of the hassles of physical stuff. Moving from physical record-keeping to digital before you move provides benefits like:

  • Lower moving costs
  • Less risk of losing important documents, including sensitive and confidential information
  • Less hassle re-organizing documents
  • Easier training for your new digital record storage system
  • More office space to use at your new location
  • Decreased maintenance costs for physical records, such as locked cabinets and rooms to prevent unauthorized access, temperature and humidity controlled environments or waterproof or fireproof storage areas.
  • Saved time from having to unpack, re-shelve and organize, and deal with records later

Digitizing your documents before you move gives your employees a fresh start to look forward to in your new office. It’s an opportunity to modernize your business. 

Digitizing documents is an investment, but it’s one that will pay off in time saved, improved employee and customer sentiment, less risk, and less maintenance.

The average cost for a lost record is $148, according to the 2018 Cost of a Data Breach Study by Ponemon, and it’s only going up. The cost of lost records increased by 4.8% from 2017 to 2018. 

Think about how much you would lose if you lost physical records during or after a move. The time to digitize is when you’re still managing physical records is now.

How to Digitize Documents Before a Relocation

If you’re ready to digitize, the first step is to contact a digitization conversion partner who can help you complete your request. The earlier you can talk with your partner, the more likely you are to meet your timeline before the move. If you’re not sure how to plan out a timeline, you can read this article that describes why “reverse engineering” your digital conversion project can be critical to your success.

If you decide that we’re a great fit to work with you on your project, we’ll get your specific scope of work teed up and the contract finalized, then test your records using what we call our Milestone 1 Proof of Concept. In this phase, your project manager creates the project process flow and then uses a small batch of your project’s material to test the flow. Once the batch is finished, you can approve the work, provide feedback, or suggest changes. This helps make the project consistent and ensures your result matches your expectations.

After the plan is approved, it’s time to get to work and get you the digital files you need for a successful transition to your new office.

Get a Free Consultation to See If Digitizing Your Records Is Right for Your Business

Your records are valuable, and we don’t cut corners in the digitization execution process. That’s why it’s best to start the digitization conversation as early as possible. If you want to move, modernize, and become more efficient all at once, digitization may be the solution.

You already have a lot on your plate if you’re planning on moving offices. When you work with an expert digitization service bureau like us, we eliminate the burden of physical records for you. We offer cloud document management and hosting, microfilm conversion services, document scanning, and other conversion solutions.

Don’t procrastinate and risk having to move it all with you. Contact us today to see how we can help.