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How Much Does it Cost to Scan Documents?

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How Much Does It Cost To Scan A Box Of Paper?

Do you know how you have boxes and boxes of documents strewn around your office, in a cabinet, or in a parking lot container? And you know how you have to go through those boxes every now and then to take out a file, then put it back in the box and put it in the closet? That’s a bummer and a waste of time.

How would it feel to have your boxes scanned into digital files, allowing you to finally get rid of all the hard copies and just access the files through your computer? You can avoid using hard copies and start using digital files by digitizing your paper records, making you a more powerful and efficient data user!

We’ll walk you through the seven factors that influence box scanning pricing so you can get an idea of how much your project would cost and set a budget for digitizing your documents.

Scanning a standard box of documents costs about $250.

Preparation, document capture, post-scan processing, indexing, quality assurance, and data export are all included in our document scanning price per page.

How do you go from a paper-based office to a paperless office?

In a nutshell, place your documents in a box and leave the rest to us.

The long response is that we collaborate with you to develop a strategy for meeting your current and future records management needs. In a few easy steps, our document conversion team takes you from paper overload to digital nirvana:

Collection and delivery of documents. Documents are packed into boxes and sent to our safe scanning facility for conversion. We may ship your documents to our office for scanning from anywhere in the United States.

Scanning preparations. Paperclips, staples, rubber bands, and other items are removed from files before scanning.

Examining. We search the files according to preset parameters, such as 200 dpi, black and white, and grayscale.

Data entry, encoding, and indexing are all tasks that must be completed. After files have been scanned, you must be able to find them. This phase ensures that each file has the correct metadata captured and allocated to it.

Controlling the quality. This is the most crucial stage. The majority of errors in the scanning and indexing processes are caught automatically by our intelligent data capture tools. To ensure the highest level of accuracy in the industry, we assign two operators to each project to establish what we call “double-blind verification.”

Post-production. We can store, shred, or return your files, depending on your needs. Select your poison.

Data delivery that is secure. We can deliver your data through FTP, physical media, or direct import into your document management system.

Factors that influence the cost of document scanning services include:

1. How many pages are you looking to get scanned?

To figure out how many pages you have, multiply the number of boxes by 2,500. Multiply 50 by 2,500 to get 125,000 pages if you have 50 regular boxes of paper. The unit cost of scanning projects with lower volumes is higher.

2. How much time would it take you to prepare your documents for scanning?

Removing staples, rubber bands, and other fasteners from your records will take a long time. In addition, the records must be removed from files or binders. If extensive preparation is needed to prepare your documents for scanning, your costs will rise.

3. How much re-prepping of your documents is needed after they have been scanned?

Will your documents need to be stapled back together or re-filed in their original folders/binders after they’ve been scanned? If not, skipping this move will save you both time and money. If you are not legally obligated to hold files, having them deleted after they have been scanned is a smart idea.

4. Which index fields from your records must be captured?

We need a logical way to order, label, and index each document while scanning documents. The cheapest way to index a box of documents is to label them after the contents of the box (names, years, etc.) and look them up digitally as if they were in the actual box. You may have them OCRed for a few extra pennies, enabling you to scan the files by keywords. The cost of data entry rises in tandem with the degree of difficulty in indexing your files.

5. Do you need onsite scanning facilities or can you move the records?

The majority of our document scanning projects are completed in our secure facility, but some clients need us to scan documents on their premises. We manage on-site scanning projects all over the world, but there are additional costs associated with setting up equipment and operators on-site.

Why Is There A Box Of Paper?

Paper records come in a variety of shapes and sizes, but for the purposes of this article, we’ve chosen to concentrate on a box.

What is the reason for this? Since a typical banker’s box is one of the most familiar and widely used methods of storing documents, and it’s a simple way for us to get a sense of the scale of your project.

We also translate the measure into boxes to get a better sense of the scale of your project, even if your files are packed in cabinets, binders, or loose on shelves.

Pricing in General

There are so many variables that can influence the price you’ll pay to scan your document, which we’ll go over below, that giving a “general price” is almost sacrilege, but we’ll do it anyway.

The following is a rough estimate for a “standard” box of paper:

  1. $150–$225 per package

Of course, you could pay anywhere other than these goalposts. This is just to give you an idea of how much everything would cost so you can evaluate the variables below to see whether you’ll be on the lower or higher end of the spectrum.

Factors affecting costs

The number of boxes and indexing will have the greatest impact on your price. The number of boxes is significant because the more of anything you have, the cheaper it is per container. Indexing is important because it can range from complex (capturing information from individual pages) to simple (capturing information from a single page) (naming everything by the box). Other considerations include the type of documents being scanned, the material’s condition, and your project’s timeline.

The number of boxes, pages, and images in the document

The price you pay is directly proportional to the number of boxes you have scanned. The lower the per-box price, assuming all other variables are equal (which we’ll discuss further down), the more boxes you search. Boxes are the highest level of organization, and they are gradually broken down into pages and photographs.

The per-box price would eventually level out – it’s not like having unlimited boxes entitles you to “free” scanning.

On a unit basis, the fewer boxes you have, the more you’ll pay. You should expect to pay more than the “high” range of $225 per box if you want 10 boxes scanned. Setting up a project for ten boxes is roughly the same as setting up a project for 100, but there is a requirement that must be reached before a project is considered worthwhile. If you just have a few boxes, be prepared for this.

A typical banker’s box can hold about 2,500 pages.

When there are several directories or binders, the number drops to about 2,000. You can stuff it to around 3,000 pages if there aren’t many folders/separators.

Why is this significant:

If you get quotes and are told you’ll pay about $200 per package, that figure is most likely based on an “average” of 2,500 pages and 50-100 files. Expect a pricing debate if your project arrives with each box stuffed to the brim with 3,000 pages and 150 directories!

On the other hand, if the project arrives with 2,000 pages in each box and a large number of directories (200+), the scope and price would almost certainly change. More folders typically imply fewer pages, but more handling and stopping, which has an impact on cost.

Record Types

The content of your records is the type of record in this situation. Judicial case reports, medical records, technical manuals, government records, and building permits are only a few examples.

Although it does not seem to be a big deal, different handling strategies are used with different record forms, so it can be. If we’re scanning maintenance logs, for example, we’ll build a completely different process flow and use different protection techniques than if we’re scanning criminal case files.

Maintenance logs are confidential to the organization that owns them, so they don’t force us to meet HIPAA regulations for medical records. However, if we search criminal records, we must adhere to the CJIS Security Policy, which is a whole different game. Clearances, audit trails, segmented access, encrypted data transfers, and other features are added to the project, increasing the cost.

You can’t do anything to alter the kind of documents you have; they are what they are! This simply illustrates that the higher the level of authentication and confidentiality required for your documents, the more you can expect to pay to have them scanned.

Scanning Complexity & File Organization

The way your files are arranged inside your boxes can have a significant impact on the cost of scanning. You might have neatly stacked loose-leaf files in every package, or you might have a bunch of folders with stapled documents inside.

The more touches a document requires during a scanning project, the higher the cost. Taking a folder out of a package, taking a bound file out of a folder, extracting a staple or two, and unfolding a page are all examples of “touches.” Much of this happens before the page is even scanned!

The difficulty of making digital files after the documents have been scanned is referred to as the “complexity of scanning.” It’s similar to the file organization system described above, but it’s all about digital image production and how it’ll be viewed in electronic format.

For example, if you have medical records in 6-part files, scanning all pages in that folder as a single PDF file and naming the PDF by the folder label is an easy way to get them digitized. A more comprehensive and complicated method of digitizing these same files would be to create a digital folder (named after the physical folder name) and then search each of the six sections separately, resulting in six PDF files, each named after the section.

The second case is more difficult because we’ll be making more files and will need to figure out how each of the folder’s six sections is called. If each section has a different record type, naming the PDF files can require several data capture methods. The conversion price rises as the difficulty rise.

The most straightforward way to think about file organization is that the more segmented your documents are, the higher the price would be.

Condition of the Materials

Paper records come in a variety of states, so we divided them into three groups: good, fair, and poor.

Clean records with little wear and tear require the least amount of preparation before scanning.

  1. Fair – in good condition overall, but some minor repairs are required (fixing tears, taping, flattening).
  2. Poor – extensive repairs are needed, including taping and smoothing, and the item is fragile and falling apart.

The material’s state differs from how it’s arranged, such as in directories with a lot of staples, and so on. The condition refers solely to the physical records’ consistency and how delicately they’ll need to be treated, as well as how much maintenance work they’ll need before being scanned.

Indexing is a method of organizing information.

The word “indexing” refers to the process of naming your digital files. This is where the rubber meets the road: you have the choice of saving a lot of money or living it up like a rockstar: Vegas, baby! Viva Las Vegas!

The following indexing options are available for paper records:

  • Box level
  • File-level
  • Fastener level
  • Page-level
  • Multiple index points per page
  • Multi-reference documents

Documents with many references

The indexing scheme is entirely up to you; we’ll collaborate with you and offer ideas and suggestions to make your digital records more accessible, but the final decision is yours.

Since you almost never look at the documents and don’t want to invest the money to have them indexed any further, it can make sense to keep things easy and organize at the box stage. Because of the data on the file, it might be appropriate to index the records down to the folder or individual page in some situations.

In most cases, the further you index into the box, the higher the total project cost.

Timetable

What is the timetable for your project? Do you have a specific start or finish date in mind?

Because of how it can impact other projects and obligations, the response to this question can alter the price of your scanning. If we give you a quote for a project that takes 5 months to complete and you say you want it completed in 3 months, there could be a price increase to satisfy your request.

We normally have 50-80 projects going on at any given time, so when we get a request to expedite something, we have to re-prioritize other obligations and mix up resources and staff to make it happen.

Output of Delivery

“Output” refers to how you want your project delivered as well as how you want to access the images and data once it’s finished. Traditional output, our Digital ReeL solution, and importing the records into your existing device are the three choices available to you.

The distribution of simple file formats such as PDF, TIF, or JPG files is an example of a “traditional conversion” production.

When we say “digital files,” most people think of PDFs, so we call it a “traditional” order.

 

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