How Much Does Document Scanning Cost?

Posted on: October 24, 2017

In an effort to save costs, increase productivity, and enhance document security, more businesses than ever are opting to scan and store their documents in the cloud. While the scope of such an undertaking may seem overwhelming, document scanning and conversion services from QFI, Inc. are an efficient, affordable solution for document storage—but how much does document scanning cost?

Calculating The Cost Of Document Scanning

As with any large scale project it’s important to weigh the cost, to determine the return on your investment. The reason document scanning costs aren’t readily available online, is due to the long list of factors which help determine the price of each individual project. Considerations include:

  • Volume of documents – Depending on the industry, the volume of documents any one business has may vary considerably from the next. In accordance with the economies of scale, large batch jobs are typically more cost effective than small ones, due in part to the costs associated with setup. While the initial price of startup is applicable regardless of the scope of the project, it can make smaller jobs appear more costly than large ones.
  • Condition of documents – While it may be possible to project the cost of scanning a finite number of documents, consideration must be given to the condition of each one for a more accurate prediction. Those that are in pristine shape scan more quickly than those which are dirty, over sized, damaged, or wrinkled, and costs are likely to be higher for documents that require additional time to pass through the scanner.
  • Indexing – The manner in which you choose to store, search, and retrieve your files has a direct bearing on the amount of work involved, and the overall cost of the project. The most cost effective option is to index files by title, with costs increasing for more detailed indexing requests such as: department name, customer number, date of birth, or surname.
  • Optical Character Recognition (OCR) – This innovative technology allows users to convert traditional scanned documents in to editable and searchable data. The process itself is more time consuming and therefore more costly to perform, although it can add value to your business through increased productivity, as time spent searching for data is significantly reduced.
  • Logistics – The gathering, sorting, return, and destruction of documents will affect the overall price of the project, factoring in costs associated with travel, delivery, and volume.

The cost of document scanning can only be estimated in the broadest sense, as actual costs can only be determined once the considerations above are factored in to the equation. Average costs per page can range between 4 and 12 cents, and the number of pages may be estimated as follows:

  • Unbound paper – 150 – 175 pages per inch
  • Standard file box – 2,000 – 2,500 pages per box
  • Banker style boxes – 4,500 – 5,000 pages per box
  • Lateral file cabinet – 5,000 – 6,000 pages per drawer
  • Vertical file cabinet – 2,500 – 3,500 pages per drawer
  • Two inch binder – 275 – 300 pages each

Use our handy paper and image estimating guide to learn more.

Document Scanning Services in Maryland, New Jersey, Pennsylvania, Virginia, & Washington, DC

Since 1985, QFI has been providing quality scanning and document conversion services to businesses of all sizes, at competitive prices.

Call QFI today at 301-284-8789, or contact us online to learn more.