How to calculate records migration ROI

Model digitization, storage, and per-retrieval fees against a platform with unlimited retrieval — over several years, not month one. Here is the framework and the variables that actually move the number.

Migration decisions are won or lost on the multi-year picture, not the first invoice. An incumbent that looks cheap in month one can be far more expensive by year three once retrieval and storage compound.

Here is how to build an honest model — and which inputs matter most.

The cost drivers to model

On the incumbent side, four things drive cost:

• One-time digitization — a per-image charge to scan.
• Recurring storage — a per-image monthly fee.
• Per-retrieval fees — usually the largest and least predictable line, and the one that compounds.
• Growth — which multiplies all of the above every year.

Modeling the alternative

A modern platform charges differently: a forecastable platform subscription plus usage-based ingestion, with search and retrieval included. The comparison that matters is cumulative cost over five years, plotted side by side, not a single month.

What actually moves the number

Retrieval volume is the single biggest lever — the more you access your records, the more a per-retrieval model costs and the more an unlimited model saves. Document count, growth rate, and your chosen platform tier matter too, which is why the savings percentage is a range, not a fixed figure.

Try it on your numbers

The interactive ROI calculator lets you set documents, retrievals per month, growth, and your plan tier, then shows cumulative cost for both options. Every assumption is adjustable and the figures are illustrative — your contract terms and plan rates may differ.