New Office16644 West Bernardo Drive

Suite 301San 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: $7,385.00Recycling/Shredding Costs: $2,089.00Labor Costs: $25,175.50Server/File Storage $3,418.00TOTAL 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 QuotesIron Mountain: $120k-160KScan 2 Disk: $60k-80kDocuLynx: $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