A storage box for records costs approximately $3.00 and holds 2,500 images on the average. A CD-R, which costs less than $1.00, can store up to 20,000 images (the equivalent of up to 9 storage boxes).

There is an annual cost to store a box of records commercially and this is paid year after year. If you need a record pulled, there is usually a charge to retrieve the box of records by the storage facility plus you incur the cost of your employee to go get the box (which is one round trip) plus the cost of your employee to return the box to storage (which is another round trip). This could easily represent a total of 2 hours of travel time for 2 round trips. There could also be another charge by the storage facility to return the box to storage.

If you store storage boxes on-site rather than in off-site storage, the storage cost savings are even greater. If eight storage boxes took up just four square feet of floor space in an office building which charges $14 per foot per year, then $56 each and every year is being spent to house records that could otherwise be stored on one or more CDs that take up virtually no space, can be duplicated (for security and/or distribution) at virtually no cost, and are readily available on-site should a record need to be retrieved.

Therefore, one obvious use of the Canon CD-4070NW system would be to use it to scan records that would otherwise go in a storage box. In other words, purchase a CD-4070NW system and never put another folder in a storage box. You would never have to buy another storage box, you can save $3 for every box, you would have otherwise bought, you could probably reuse the file folders which can be a significant cost savings if quality folders are used, and you now have records on-site which means you save on off-site storage costs and/or on the use of expensive on-site office space.

In addition, it is also very easy to misfile or lose records that have gone to storage especially if anyone is repetitively going in stored records to find something. It just always seems to happen. The same amount of care is not taken re-filing a folder to its correct location in a storage box or putting the storage box back where it belongs especially if boxes are stacked on top of each other!

If records are stored on CDs, the records will never get out of order regardless of the number of retrievals made and, if you take literally just a few minutes to have the CD-4070NW duplicate your CDs, you will never lose a record because if one CD gets lost, a duplicate exists (which can itself also be duplicated by the CD-4070NW in just a few minutes). Without a CD-4070NW system, if you lose a file folder, a duplicate does not exist because it is very costly and impractical to photocopy every stored folder in order to have a duplicate in case the original folder gets lost.