Streamline Business Records
Reduce storage costs while gaining better access to relevant information buried in the boxes
Real Use Cases
Scan all vs Scan Some
A large U.S. Life Insurance company with more than 50,000 linear feet of stored records and a strong strategic goal in digitization, initially explored scanning its entire archive. However, proposals to digitize all records exceeded $9 million, making it clear that a “scan everything” strategy was financially impractical and unlikely to move forward.
An alternative approach was developed that categorized records into three groups:
- 60–70% eligible for destruction
- Short-term storage
- 10–15% active records (candidates for imaging)
This strategy significantly reduced the scope of digitization while aligning with operational needs.
The outcome delivered millions of dollars in storage savings and reduced the imaging investment to roughly 10% of the original full-digitization proposal.
Rather than pursuing a $9 million scanning initiative that failed to meet it’s objectives, the organization implemented a targeted records destruction, storage optimization, and digitization strategy that was both practical and financially viable.
What’s in the Box?
A large fintech company was facing a common challenge: it was paying for offsite records storage but had no descriptions for 12,000 boxes.
To address this, it was recommended that the organization leverage available tools to capture multiple photos of each box. This allowed the team to determine the contents and confidently approve the destruction of eligible records. As a result, approximately 30% of the stored records were identified as eligible for destruction.
To further control project costs, the team decided to sample 25% of the inventory (3,000 boxes) rather than review all 12,000 boxes. The sampling proved sufficient, enabling accurate classification and identification across the entire inventory.
If you don’t like your storage rate, reduce the records volume
A major U.S. insurance carrier was facing escalating storage rate increases, compounded by additional costs from recent acquisitions. Initially, the cost-reduction strategy focused on negotiating lower storage rates. However, when efforts to reduce pricing met resistance, the organization shifted its approach.
The carrier launched a comprehensive initiative to identify and inventory its records, index key metadata fields, and reposition cartons for defensible destruction. As a result, 40,000 boxes were identified as eligible and securely destroyed.
In parallel, the organization restructured its vendor contract to support on-demand digitization of records while extending the agreement under more favorable and predictable terms.
The outcome was a 55% reduction in storage costs, a stabilized and predictable pricing structure for the remainder of the contract, and a targeted digitization strategy focused on records with ongoing business value.
Reduce Costs, Make Smarter Decisions
Know What’s in the Box
Know What’s in the Box.
Reduce What You Don’t Need.
Digitize What Matters.
We help organizations cut physical records storage costs, stay compliant, and build a smarter, more cost-effective path to digitization — starting with clarity and strategy.
Start reducing costs. Start making smarter data decisions. Contact us!