How much does it cost to scan a box of paper records?
A standard bankers box of documents contains about 1,800 pages. The industry average to scan those records is between $0.10 and $0.17 per page and a standard box of records costs around $250 to scan.
Sounds simple, but there's a caveat.
If you see a company advertising $0.07 (or lower!) per image price, buyer beware. You get what you pay for. Our standardized pricing models include all basic digitization services like document preparation, scanning, processing, indexing, quality assurance and file delivery. For those companies offering lower than standard pricing, these basic services may be additional costs that could leave you paying triple.
We like to be transparent with our customers about the value we provide. Following are 7 common factors that can contribute to the cost of a document scanning and conversion project.
Ready for a personalized estimate? Visit our online calculator for per-box pricing >
Common factors that affect pricing for document scanning services
1) How much preparation is needed to prepare your files for scanning?
Document preparation for scanning can include removing pages from binders, removing staples and other fasteners, folding down corners and ironing out wrinkled pages. If your paper document collection is looking particularly disorganized or messy, this can increase the amount of prep required.
2) Are your pages single- or double-sided?
A standard bankers box averages about 1,800 images per box. But be sure to check for double-sided pages in your collection as these will count as two images (front and back).
3) What sizes are your documents?
Standard high-speed scanners can work with documents up to 11x17". Documents larger than that (such as architectural drawings, blueprints or maps) need specialty oversized scanning.
4) How many index fields do you need captured?
Using Optical Character Recognition (OCR) technology, we can make your documents searchable when they're converted to PDFs. Not all OCR technologies are built with the same level of sophistication. The system we use recognizes over 100 languages, ideal for organizations with multilingual documentation.
OCR can also capture and recognize index fields in your document which can help to classify and organize information in your content management system. Index fields will change based on your unique requirements. In most cases, customers only require three standard fields based on their industry. However, there are some customers who have more complex needs and can ask for 50+ custom fields.
5) Do you have scanning accuracy compliance requirements?
The industry standard for imaging accuracy rating is 99%. This translates to for every 100 pages, one has an error. Customers with industry-specific compliance regulations sometimes require up to 99.99% accuracy, which requires additional QC and manual oversight that can add to the cost of your project.
6) Do you want each section, folder or document delivered as a PDF?
Whether you want each section (common to land files), folder or document delivered as a PDF will affect your per-box price. If one folder has 10 documents in it, it can quickly be scanned all at once into a single PDF. If each of those documents needs to separated into their own PDF, this will require more time and therefore higher cost.
7) Where are your records stored and where do you want them scanned?
Our team can securely transport your records collection to our compliant scanning facilities in Calgary or Edmonton, or we can deploy records technicians to scan them on-site at your organization. The method you choose and the physical location of your records will factor into the price of your scanning project.
Have questions? Leave us a comment below or contact us directly.
Online Calculator for Per-Box Scanning Estimates
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