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How much does it cost to scan a box of paper records?



02.09.2021

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?

Document Scanning Services

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?

Document Scanning Services 2

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

Curious what scanning your bankers boxes will cost you? Check out our online calculator and get an estimate sent instantly to your inbox.

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04.13.2021

HR Teams: Spend More Time on People, Less on Paper

HR Teams: Spend More Time on People, Less on Paper Human Resources is changing. Today, many business leaders have an increasing expectation for HR to be strategic, forward-thinking and to run like a well-oiled machine – but in reality, HR professionals are consumed by administrative tasks. As gatekeepers to valuable business information like personnel files, payroll information and recruitment data, HR is one of the most information-intensive departments in the business. Challenges in managing corporate information Managing HR paperwork costs an average $300 per employee annually. It's the manual, paper-based processes that consume time, money and resources – not to mention they expose organizations to compliance risks related to security and privacy. Fortunately, there's a solution. HR departments who embrace digital transformation can simplify the way they work, save money, and eliminate distractions so they can focus on strategic priorities that help drive business performance. Information management solutions like M-Files enable HR departments to scan and convert paper records into searchable digital formats, apply workflows to those documents that automate manual tasks, and securely manage employee data no matter where it's stored – whether it's in network folders, email, ERP systems or elsewhere. Why you should make your HR files accessible online 1) Greater control Digitizing paper records and overlaying an intelligent information management solution will save your HR department time and money. With centralized digital access to employee and corporate information, it's easy to find the information you need regardless of where you're working from. No more searching through filing cabinets or network folders. 2) Stronger security and compliance Paper files are prone to risks like theft, fires and floods, leaving organizations exposed to privacy and security risks. In a secure digital environment, HR can manage who accesses sensitive information using advanced security controls and ensure valuable information is retained in compliance with corporate regulations. 3) Easier access for a remote workforce Is your organization's paper-based information stored away in filing cabinets? Is your staff struggling to access critical information easily and efficiently because they're not always at the office? With remote work on the rise, you can enable your HR team by making company records accessible from any device, anywhere. Not only will it make their jobs easier, but it will save the company time and money. Explore M-Files, a content management solution for your HR department > Spend time caring for people, not paper With the right information management solution, you'll gain easy access to information in a central location, improve security and compliance, and increase collaboration across the business. As a result, your HR team can stay focused on doing what they love: caring for people, not paper. Join us for a virtual event On Wednesday, May 19 at 11 am MST, we'll explore: Common challenges facing HR departments today10+ benefits of improving the way you manage HR informationHow to ditch cumbersome (and risky!) paper-based processesHow your team can leverage M-Files in a short, practical demo

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07.21.2020

The Easiest (and Most Affordable) Way to Go Paperless: Scan-to-Zero

It started with a filing cabinet. Then a closet. Eventually, your organization's paper records collection grew so much that your office space couldn't sustain it, so you entered into a contract with a file storage vendor. Sound familiar? Today, the average organization increases its paper consumption by 22% each year, which means there's no sign of that growth stopping anytime soon. Driven by a shift towards remote work and an increase in economic uncertainty, many businesses are now looking to improve their employees' access to company information and reduce their overall operating costs. Thankfully, both objectives can be achieved with a single solution... by eliminating the large volumes of paper in your organization that take up valuable real estate, cost money to store and are very difficult (if not impossible) to access while working remotely. The solution sounds simple—eliminate paper. But often, this can feel like a daunting and expensive endeavor that leaves many businesses wondering, "Where do we start?" Enter Scan-to-Zero. What is Scan-to-Zero? Scan-to-Zero is a method of digitizing your paper records collection that is easy, affordable and flexible. Rather than deploying resources to scan your entire records collection all at once (which can be daunting and expensive), our team will digitize a fixed volume of your records each month until your collection is complete. If your records are taking up space in your office, or you're paying expensive document storage fees, we'll alleviate those pain points right away. At no additional cost, we will store your records at our secure facilities while they're waiting in the queue to be scanned. When it's time for digitization, our experts securely convert, extract and index the valuable data from your records using our state-of-the-art capture technology including an IBML scanner, Kofax Capture and Optical Character Recognition (OCR). Book a complimentary Scan-to-Zero Site Assessment > The Scan-to-Zero Process How does it work? We assess your needs and establish a budget, timeline and technical requirements for your file delivery We securely transport your collection to our storage facilities where your documents await scanning, or we can remove small batches from your office at a time (we're flexible to your needs) Whether your budget is $500 or $5000, we'll scan a fixed rate of documents each month until your paper volume and invoice both reach zeroWhile your files are in the queue waiting to be scanned, you'll still have access to them—just let us know what files you need, and our experts will locate and deliver them securely right awayOnce your documents are digitized, we deliver them to you digitally (and we can also help you with content management solutions and strategies) After they're scanned, West Canadian can safely destroy your records in accordance with compliance regulations, or we can return them safely to you (or a combination of the above) Get started with Scan-to-Zero today > Key Benefits of Scan-to-Zero 1) Eliminate Document Storage Costs and Contracts If your business records are in a document storage facility, you're likely paying a fixed monthly rate on a long-term contract. When that contract is up, there's still no end in site as your volume of information continues to grow. With Scan-to-Zero, you pay what you want until the work is done and your invoice is zero. 2) Gain Access to Critical Business Records Once your documents are scanned and converted, West Canadian offers and supports several solutions for digital file delivery and information management. Our experts will work with your unique needs, budget and timelines to determine what's right for you. 3) Improve Workplace Efficiency Research shows that a typical employee spends 30-40% of their timelooking for information that's stored away in filing cabinets. Once you've gone digital, you can organize your content repository in a simple and effective way that makes it easy to find information whenever and wherever you need it. Getting Started The first step is a conversation. Take advantage of our complimentary Scan-to-Zero Site Assessment and we'll visit the location of your business records to assess: The approximate volume of your recordsFile types and unique requirements for digitizationYour budget and timeline for going digital Plus, for a limited time get a complimentary proof of concept that includes the scanning and electronic delivery of one banker's box of files. More information at the link below. Learn More

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07.01.2020

Enable Your Digital Workforce: 3 Steps to Drive Remote Productivity

As the COVID-19 crisis began to unfold, many organizations had to quickly mobilize a remote workforce with very little warning or preparation. Some of West Canadian's customers reached out to find simple and affordable solutions that would enable their employees to remotely access and collaborate on company documents, no matter where they were working from. As we settle in and adapt to this new world of work, issues and gaps in process will inevitably continue to surface. Here are three steps organizations can follow to proactively support and empower a productive digital workplace. Step 1: Define your business critical processes. To meet an immediate need, many employees found temporary workarounds to access their files and information from home. To enable a truly productive, secure and accessible remote work environment, organizations must reassess the situation strategically. Before you can choose a solution for your new digital workplace, you must define your needs. Start by identifying the key stakeholders in your business — HR, Accounting, Supply Chain, Operations, Marketing, Sales, etc., and then define the critical processes that each of these groups perform to keep your business running. Some examples include: Does your HR team need access to employee records and policies to manage staff and business continuity during the crisis? Does your accounting team need access to invoices and purchase orders to continue paying vendors and collecting customer payments?Do your sales staff need customer contracts, SOWs and other critical materials to manage accounts and keep revenue flowing? Once you have defined the business critical processes performed by each stakeholder group, list them in order of priority and identify the roadblocks they are experiencing due to their new remote work environment. Step 2: Determine what you already have available in your technology ecosystem. Once you have a solid understanding of the roadblocks your stakeholders are experiencing, the next step is understanding the tools, technology and expertise you already have available. Some key questions to consider: Where are your company documents stored? Start with the basics. Are your documents paper-based, digital, or both? If your company information is paper-based and stored away in filing cabinets at the office, you will need to consider converting those documents to a digital format and storing them in a secure, cloud-based location. While developing a digital information ecosystem typically requires strategy, there are easy-to-adopt and affordable solutions that will work for the interim. If your documents are digital, where are they stored? If they are in network folders, are they accessible remotely through a VPN? If they are in email, SharePoint or an ERP system, can they be securely accessed and shared from home? Do you have the in-house expertise to deploy a solution? If there are gaps in your technology that leave your team unable to access information remotely, you may need to deploy an interim solution. In that case, do you have an internal IT team that can champion the initiative and get your digital workforce set up quickly? If not, consider consulting with a trusted partner like West Canadian. Speak to our Digital Transformation Specialist > Step 3: Choose and deploy a solution. You now have a clear understanding of the roadblocks your employees are having getting access to their critical information, and you understand your current technology environment. With this in mind, it's time to choose a technology solution that will work for the interim, but also has the capability to provide value when your employees are back at work. There are several quick to adopt, easy to use and affordable document management solutions that could work for your organization. Which solution you choose depends on factors such as: Complexity of your information environment — Do you have several departments that each need their own repository, or are you a smaller business that needs a single place to store information? Metadata requirements — What type of search functionality do you need to retrieve documentation? Permission controls — Do you require advanced measures for granting access to documentation, or are you fairly lenient? If you're not sure where to get started with choosing an interim document and information management ecosystem, West Canadian can help. We're Here for You West Canadian can help you rapidly design and deploy the software,hardware and processes that you need to enable your workforce with quick, simple and secure access to your key business records. Learn more by clicking the link below. Learn More

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