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Three Factors That Determine the Cost of a Document Scanning Project

 

Are you considering converting your hard copy documents to electronic records with a document scanning service, but are unsure how much the average document scanning project costs?  Document scanning and records conversion is becoming increasingly popular within organizations as they begin transitioning to a paperless office, creating more automated workflow processes, and freeing up valuable office space.

 

Document scanning prices will range depending on several factors, including the type of documents being scanned, number of images, single or double-sided, etc. Here are some things to consider:

 

Number of Images and Document Type

Before beginning a scanning project, our document imaging team will ask how many pages you have to scan and whether those pages are single-sided or double-sided. This will help determine the total number of images to be scanned. Pricing is typically determined based on cost per image and volume/size of the project. A full standard size bankers box fits an average of 2,700 documents. If you’re unsure of the number of pages you have, use this as a benchmark and our scanning specialists will help you evaluate the amount of records and determine a total.

Ask yourself these questions:
 

  • Are the documents large format records such as blueprints, engineering documents, or zoning maps?
  • Once the documents are scanned, do you want them to be indexed?
  • Will you need access to the documents while the scanning project is taking place?

 

Document Preparation

Once Record Storage Systems picks up your records and transports them to our secure facility to be scanned, our quality control specialists prepare the documents for the scanner. This includes removing all paperclips, staples, and bindings - and ensuring there are no major tears or folded pages. Document prep is an important step in the scanning process and ensures there are no unforeseen issues with document quality.

 

Electronic Document Management, Document Shredding, and/or Document Storage

The third factor to consider when determining the overall cost of your scanning project is records retention, management, and destruction. What happens to the hard-copy records once they’ve been scanned?  Record Storage Systems offers several options based on your retention needs.
 

  • If industry compliance standards require you to retain the hard-copy records once they’ve been scanned, you can choose to store them in our secure facility.
  • If the hard copy records are no longer needed, Record Storage Systems offers secure document shredding.
  • If you’re in need of an electronic content management solution to manage documents and create workflows electronically, we offer software that makes managing electronic paperwork easier and more convenient.

Don’t forget about internal cost savings!

Utilizing a document scanning service can free your staff from the time-consuming manual document scanning process. Partnering with an organization that specializes in document management strategies empowers you to drive business performance through lifecycle document management solutions that alleviate paper-intensive processes, reduce labor and overhead costs, improve efficiency, and keep you compliant.

 

90 percent of an organization’s memory exists on paper. Having a concrete plan for document scanning, shredding, and electronic document management can save organizations anywhere from $800 to $4,000 per month.

 

For large, backfile scanning projects, bulk document scanning, or the daunting task of going paperless, Record Storage Systems can scan your documents cost effectively and efficiently – leaving your staff free to focus on customers and primary responsibilities.

 

Want a complimentary document management assessment? Record Storage Systems can evaluate your current records process and develop a document scanning strategy that allows you to electronically manage information, free up office space, and alleviate staff of paper-intensive work. Give us a call today at 704-588-2820.