(Updated June 2025)

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:

What does document scanning cost?

Number of Images and Document Type

Planning a scanning project? Here are some factors that will determine the cost of your project:

• Number of pages/images – single sided pages vs double sided
• Desired turnaround time
• How the documents will be indexed and number of index fields required
• Electronic document storage and software options + electronic delivery of records

Our team will first estimate the total number of images by determining if your documents are single- or double-sided. We typically price projects based on the number of images and the overall volume. A standard bankers box holds around 2,700 documents, which can serve as a helpful reference. If you’re unsure about the exact quantity, our scanning specialists can assist you in accurately estimating the total number of records and project costs.

Factors that determine the cost of a document scanning project:

• 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.

Document Scanning Saves Companies Money

Let a document scanning service handle the heavy lifting. By outsourcing this task, your staff can focus on more important duties. A specialized document management partner can help streamline your processes, reduce costs, improve efficiency, and ensure compliance.

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.

More information about document scanning services in Charlotte, NC:

• 3 Reasons Law Firms Should Consider a Digital Transformation Strategy
• Tired of Pushing Paper? Decide if Going Paperless is Right for You
• Are Your Competitors Beating You at Automation and Electronic Document Workflow?
• Digital Transformation: Should You Adapt Your Current Processes?
• Your Most Common Document Management Questions Answered

Record Storage Systems proudly services these areas throughout North Carolina and South Carolina:

Ballantyne, Boiling Springs, Concord, Charlotte, Columbia, Corneous, Hickory, High Point, Huntersville, Indian Land, Florence, Fort Mill, Gastonia, Greenville, Greensboro, Hickory, Matthews, Mint Hill, Mooresville, Rock Hill, Spartanburg, Statesville

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.