Document Scanning Services

The first question you will be asked when hiring a company to scan your documents will be ‘how many documents do you have? In a typical document scanning project, we charge per page for scanning. Indexing is charged on a per-document basis. A document can be a single page or it can be hundreds of pages.

A standard banker box of documents holds between 2,000 and 2,500 pages. A large box holds between 4,000 and 4,500 pages. Both numbers vary based on how tightly packed the boxes are and how many folders are in the box.

For paper on a shelf or in file cabinets, you can estimate between 150 and 200 pages per inch. That number varies based on how tightly packed the shelves or drawers are and how many folders are in them.

Remember that a duplex or two-sided, page counts as two pages. Grab a few folders and get a rough estimate of the percentage of the two-sided pages in your collection. Multiply that percentage by the total number of pages.

These numbers serve as an estimate of the total number of pages you need to be scanned. While they are not exact, they do give us a pretty good idea about your overall volume.

No matter how many documents you need to be scanned, there is still setup, prep, processing, and data output associated with each document conversion project. As your volume of paper increases, the average cost for scanning projects goes down.

Letter and legal paper documents cost between $0.07 and $0.15 per page to scan. This number varies for a number of reasons.

• The volume of pages you need scanned

• Amount of prep work involved with getting your paper ready for scanning

• Do the documents require optical character recognition (OCR) or redaction?

• Is this document scanning job a rush project?

• How will the files be indexed or named?

• Will the documents be destroyed or returned?

• Will the electronic records be formatted and imported into your document management system?

We couldn’t possibly cover the many different scenarios that your company might have regarding their document scanning services needs, but we will gladly work with you to deliver a custom quote for your exact specifications.

Indexing attaches information (also called metadata) that describes a document making it easy to track down that document so you can use it.

During the scanning process, certain identifiers are captured so that users can search for documents using those identifying “tags.” Document indexing tags specific attributes (name, contact info, invoice number, date), making it easier to find and use that document in the future. Without indexing, there’s no order. Indexing is the digital equivalent of putting a label on a document, putting that labeled document in a labeled file folder, and putting that folder in a labeled filing cabinet drawer (in a labeled filing cabinet). Only, document indexing is much faster, much more precise, and applies to digital files in your document management software (stored in the Cloud).