Common Questions

How does the document pricing work?

Initiating a document scanning project can be overwhelming when trying to estimate the number of documents to be digitized, particularly when they're dispersed in various storage units throughout your office.

To ease this process, we've developed a tool that calculates the number of documents you need to scan, based on the type of storage you're using.

Each storage option corresponds to a predetermined number of documents, which, when entered into the calculator, is multiplied by the standard scanning cost of $0.09 per sheet. This feature simplifies the task of tallying your storage units to estimate the overall cost of your scanning project.

Take, for instance, an 18-inch W4 Drawer File Cabinet. By entering '4' for the number of drawers, the calculator provides an approximate cost based on 12,800 documents at $0.09 each, totaling $1,152.00.

Keep in mind that the actual cost may vary if your filing cabinets are not completely full. Additionally, bulk scanning discounts, which our calculator does not reflect, may further reduce your expenses.

How much does it cost to scan a document?

The national average cost for scanning a paper document is typically between $0.09 and $0.17 per page. Several factors may influence the cost, such as the condition of the documents and the discounted rates for bulk scanning, where large volumes result in a lower price per page.

The following chart illustrates the average prices for document scanning per page, categorized by the type of material being scanned.

How many documents fit in a filing cabinet?

For those who store files at home or in the office, file cabinet sizing offers numerous choices. The capacity of a filing cabinet to hold documents depends on the size of each drawer, the number of drawers, and the cabinet's make and model.

Here are straightforward calculations to help you gauge how many sheets of paper the most common filing cabinet types can accommodate:

Type of Filing Cabinet & Number of Documents per Drawer

18-inch Vertical File Drawer Cabinet: 3,200 sheets

24-inch Vertical File Drawer Cabinet: 4,200 sheets

36-inch Lateral Drawer Cabinet: 6,300 sheets

48-inch Drawer File Cabinet: 8,400 sheets

How can I tell how many sheets of paper I have?

When documents are loosely stored or in non-standard containers, estimating the volume of paper for scanning via ruler measurement may be more practical.

Typically, a sheet of paper ranges from 0.05 to 0.10 millimeters in thickness, depending on its weight. A practical estimate is roughly 175 sheets per inch.

Consequently, a foot of paper would contain about 2,100 sheets.

Should the papers be compacted, the count could rise to 200 sheets per inch, equating to 2,400 sheets per foot.

How much does it cost to scan a box of documents?

A standard banker's box typically holds about 2,500 documents. On average, scanning a single document costs $0.09. Therefore, the usual cost to scan a standard box of documents is around $225.

How many pages fit in a banker box?

The capacity of a banker box for holding documents depends on the type of paper, the inclusion of file folders and spacers, and the packing density of the documents.

A standard banker box, measuring 12" x 15" x 10", typically holds between 2,200 and 2,500 sheets of paper. To calculate the total number of documents for scanning, you would multiply this number by the quantity of boxes you have.

A larger banker box, known as a transfer file box and measuring 24" x 15" x 10", can hold approximately 4,500 to 5,000 documents.

Pricing Factors

1. How many pages do you need scanned?

To estimate the number of pages you have, multiply the number of boxes by 2,500. For instance, if you possess 50 standard boxes of paper, multiplying 50 by 2,500 yields 125,000 pages. It's worth noting that scanning projects with lower volumes tend to have a higher cost per unit.

2. How much prep work is required to get your documents ready for scanning?

Removing staples, rubber bands, and other fasteners from records can be time-consuming. Documents also need to be extracted from folders or binders. If extensive preparation is necessary to prepare your documents for scanning, it will result in higher costs.

3. How much re-prep is required for your documents after they have been scanned?

After your documents are scanned, consider whether they need to be re-stapled or returned to their original folders or binders. Omitting this step can save time and resources. Additionally, if there is no legal obligation to retain the physical files, securely destroying them post-scanning is advisable.

4. Which index fields need to be captured from your records?

When digitizing records, it's essential to have a systematic approach to ordering, naming, and indexing each document. The most cost-effective method to index a box of records is to label them according to the contents of the box (such as names, years, etc.), and then digitally search them as one would do with the physical box. For a minimal additional cost, the records can be OCR-processed, enabling keyword searches within the files. However, as the complexity of indexing escalates, so does the expense of data entry.

5. Do you need onsite scanning services, or can the records be transported?

The majority of our document scanning projects take place in a secure facility. Nonetheless, for clients who necessitate on-site document scanning, we offer this service with the understanding that additional fees will be incurred to establish equipment and staff at your location.

6. Are your documents being uploaded into a document management system?

If that is the case, we can manage the indexing and data formatting to guarantee the correct importation of your electronic documents. The level of effort we put in may vary, depending on the complexity of your system.