Document Scanning Services Price Calculator
Estimate the cost of your document digitization project based on volume, indexing needs, and additional services.
This calculator provides an estimate for budgeting purposes only. Prices vary by vendor, region, and project complexity. Contact a professional for a formal quote.
Estimated Project Cost Breakdown
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Understanding Document Scanning Service Prices
Transitioning from paper documents to a digital archive is a crucial step for modern businesses. It saves physical space, enhances data security, and makes information instantly accessible. However, understanding the cost of this process can be challenging. This calculator is designed to give you a reliable budget estimate by breaking down the key factors that influence the price of professional document scanning services.
How Are Document Scanning Prices Determined?
Scanning service pricing isn't a one-size-fits-all model. The final quote depends on several variables related to the volume, complexity, and desired output of your project.
Volume: The Biggest Factor
The primary cost driver is the sheer volume of paper you need to digitize. This is typically measured in one of two ways:
- Per Page / Per Image: The most common pricing model. A "per image" price refers to one scanned side of a page. Therefore, a double-sided document consists of two images. Prices often range from $0.07 to $0.15 per image, with discounts for higher volumes.
- Per Banker's Box: Many companies estimate projects based on the number of standard banker's boxes. A standard box (10″x12″x15″) holds approximately 2,000 to 2,500 pages, depending on the paper thickness and how tightly it's packed.
Document Preparation
Before a page can be scanned, it must be prepped. This involves removing staples, paper clips, sticky notes, and unfolding creased corners. Most standard preparation is included in the per-image price, but projects with excessive staples or poorly organized documents may incur an additional fee for the extra labor involved.
Single-Sided vs. Double-Sided (Duplex) Scanning
A stack of 100 pages could result in 100 images (if all are single-sided) or up to 200 images (if all are double-sided). Because pricing is often based on the number of images captured, the percentage of duplex documents in your project directly impacts the total cost.
Indexing: Making Your Files Findable
Scanning creates an image, but indexing gives it context. Indexing is the process of assigning metadata (keywords or tags) to each file so it can be easily searched and retrieved.
A basic project might include one index field, such as the file folder name. More complex projects may require capturing multiple data points from each document, such as:
- Invoice Number
- Client Name
- Date
- Document Type
Each additional index field requires manual data entry or advanced capture technology, adding to the per-page cost.
OCR (Optical Character Recognition)
Standard scanning creates a non-searchable image file, like a photograph of the document. OCR is a technology that converts the text within that image into machine-readable data. This makes the entire content of your PDF files fully searchable. It's a highly valuable add-on that transforms your archive from a simple collection of images into a powerful information database. This service typically adds a few cents to the per-page cost.
Add-On Services: Shredding and Hosting
Once your documents are digitized and verified, what do you do with the original paper? Most scanning providers offer certified, secure document destruction (shredding) services for a per-box or per-pound fee. This ensures your sensitive information is disposed of properly, providing a clear chain of custody.
Example Calculation
Let's consider a small accounting firm with 20 banker's boxes of client files.
- Each box has about 2,500 pages.
- They estimate 30% of the pages are double-sided.
- They want 3 index fields per file: Client ID, Tax Year, and Document Type.
- They want OCR to make all files searchable.
- They also want secure shredding after the project is complete.
Using our calculator's pricing model, the total estimated cost would be calculated based on the cost of scanning all images, the extra cost for two additional index fields on every page, the per-page OCR cost, and the per-box shredding fee. This provides a comprehensive budget figure beyond a simple per-page price.
Tips for Reducing Your Document Scanning Costs
- Do Your Own Prep: If you have the manpower, removing all staples, paper clips, and bindings yourself can sometimes reduce the overall cost.
- Purge Unnecessary Documents: Don't pay to scan documents you don't need. Follow your organization's retention policy to securely dispose of expired records before starting the project.
- Get Multiple Quotes: Pricing can vary between vendors. Use the estimate from this calculator as a baseline when comparing official quotes.