Medical Records Storage Calculator

Chart storage cost: physical vs EHR migration.

Active patient charts

Inactive patient charts

Avg pages per chart

Retention period (years)

Off-site cost per chart/month ($)

Office rent per sq ft/year ($)

Scanning cost per page ($)

EHR monthly cost per provider ($)

Number of providers

Tab to move between fields

Total annual physical cost

$76,100

Lifetime EHR cost

$1,155,800

Total charts13,000

Annual physical storage cost$63,600

Lifetime physical cost$532,700

One-time scanning cost$1,040,000

EHR first year cost$1,069,400

Annual EHR cost$14,400

EHR break-even (years)17.1

Lifetime savings with EHR-$623,100

How to Use This Calculator

Enter Active patient charts and Inactive patient charts along with Avg pages per chart for your practice.
Set Retention period (years) — most states require 6–10 years; check your state medical board for specifics.
Enter Off-site cost per chart/month and Office rent per sq ft/year to calculate the ongoing physical storage cost.
Input Scanning cost per page and EHR monthly cost per provider to model the EHR digitization alternative.
Review Total annual physical cost vs EHR first year cost to compare the two storage strategies.
Check EHR break-even (years) and Lifetime savings with EHR to decide whether digitization is cost-effective for your volume.

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