17Feb 2025
When DOCUdavit Solutions launched its scanning services in 2003, our goal was simple: help law firms eliminate the burden of physical file storage. At that time, many firms were storing closed files in off-site storage units, paying a monthly fee of about $0.40 per box per month. We offered a scanning service for $100 per box, which seemed like a great deal.
Initially, many firms calculated the ROI on scanning to be around 20 years, which sounded unreasonable. However, they overlooked some hidden costs that extend far beyond the simple storage fees. Accessing files, destruction fees, fuel surcharges, administrative fees, and unavoidable annual price hikes, all contribute to a growing, often unseen, financial burden.
The True Cost of Paper Storage: A Growing Liability
The problem with paper storage isn’t just the expense; it’s the ongoing liability. For most law firms, those paper boxes are a long-term commitment—often stretching well into retirement. Imagine being 80 years old and still paying a monthly bill for storing boxes of files you no longer need to access (with after-tax money). Sounds unnecessary, doesn’t it?
What many firms didn’t realize in the early 2000s was that the cost of maintaining a paper archive extends far beyond the box rental. Over the years, the costs of accessing files, destruction, and other associated fees add up. As time goes on, the bills keep coming, and you’re left with physical records that take up valuable space and require constant management.
Why Scanning Is the Smarter Strategy
In contrast, law firms that opted to invest in scanning their files saw incredible long-term benefits. Many firms who chose to scan their files did so as part of a larger strategy to reduce paper and operate more efficiently. They transitioned away from off-site storage and moved toward a digital archive, which allowed them to operate more smoothly and with less overhead. As a result, these firms were able to navigate challenges like the pandemic without the need to access physical files.
What started as an initial expense quickly paid off. By removing their storage costs and eliminating the ongoing liability of paper, these firms gained peace of mind and efficiency in their operations. What seemed like a small upfront cost ended up saving money and headaches in the long run.
This approach goes beyond just the financial benefits of scanning; it also brings enhanced ease of access, robust backup systems, and improved sharing and searching capabilities within scanned files.
The Problem with DIY Scanning Projects
Over the years, many firms have told us they planned to scan their own files—only to see those projects never get off the ground. The boxes continued to pile up, and before they knew it, years had passed without any progress.
The DIY approach often sounds appealing, but it can be much more complicated than it seems. Many firms discover that scanning is more time-consuming and resource-intensive than they originally thought. Without the right equipment, process, and expertise, projects often stall-or worse, are done poorly. As a result, the boxes of paper continue to sit in storage, accumulating costs and becoming a future burden that the firm never addresses.
The Bottom Line: A Paperless Future Is a Sustainable One
In today’s world, firms are increasingly adopting a paperless or “less paper” approach to streamline their operations. However, even as digital records become the norm, many firms still have physical boxes of paper tucked away in storage, waiting for a resolution. From our experience, most firms that intend to scan their files never follow through. The problem only grows as the years go by.
The solution? Investing in professional scanning services. At DOCUdavit Solutions, we’ve seen firsthand how firms benefit from eliminating their paper storage. No longer tied to physical boxes, firms are able to focus on their business without worrying about escalating storage costs or long-term liabilities.
The time to act is now—before the cost of storing those boxes grows any larger. If you’re ready to get rid of the clutter and future-proof your firm, consider making the smart choice to scan your files today.
By choosing to scan and digitize, you’re not just eliminating paper; you’re making a long-term investment that will continue to pay dividends well into the future.
While our services are no longer priced at $100 per box, neither are the storage fees—those can now exceed $1.00 per box per month. The choice is clear: make the smart financial decision now and avoid the ongoing expense.
Ready to Make the Switch?
Contact DOCUdavit Solutions today to learn how our scanning services can help you save time, money, and resources. It’s time to take control of your file storage—and your future.