Calculating How Much You Need to Scan (And How Much It Will Cost)

With the help of records scanning services, your business can make the leap into the digital world with faster, more organized records and files. Watch the video or read the transcript below to learn how to calculate the costs for your scanning project.

Video Transcription

Where to Start

When planning a scanning project the first question typically is price. On average scanning costs 7-12 cents per page.

Before you can get a clearer picture of your project’s price though, you first need to understand the full scope of how much you have to scan.

Converting Containers to Paper Amount

The primary method for estimating scanning price is calculating how much paper needs to be scanned.

The easiest way is going based on the number of record boxes you have.

A full box will hold 2,700 pages, and from there it’s taking number of boxes x 2,700 = total pages to scan. If you don’t have boxes though, here’s a quick conversion chart:

Container Box Count Paper Count
Letter/Legal Box 1 2,700 pages
Large Letter 2 5,400 pages
Large Legal 3 8,100 pages
Lateral File Cabinet (per drawer) 2 5,400 pages
Vertical File Cabinet (per drawer) 1 2,700 pages

What If You Use Shelf Storage?

Documents stored on shelves can also be converted to box (and page) numbers.

Typically there are 150-200 pages per inch on a shelf and can range based on how tightly documents are packed:

  • If papers are packed loosely, it’s likely closer to 150 pages per inch, meaning every 13”-16” of shelf space is roughly equal to 1 box of paper
  • If papers are packed tightly it will be closer to 200 pages, meaning every 10”-12” of shelf space is roughly equal to 1 box of paper

Other Cost Factors

Besides how much paper you have the price of scanning also depends other project needs.

There are several other factors, and understanding each will help with organizing your plan and getting the best price for the project.

Single or Double-Sided

When calculating paper amounts based on the number of boxes it’s important to account for double-sided documents.

Scanning costs are per page, meaning that a full paper box with 2,700 double-sided documents would be a 5,400 page scanning project.

Pricing Based on Volume

The price of a scanning project will vary based on the overall amount of documents you need scanned.

The larger the scanning project is, the less your project will typically cost per page.

Is There Prep Work Involved?

Before starting be sure to check for and remove any staples or paper clips ahead of time.

If additional preparations like removing bindings before scanning are required, it will also factor into the project price and duration.

Scanning Location

Large scanning projects are often done at an off-site facility.

For sensitive information though some are a hesitant for documents to leave their possession.

If so, instead of dropping off documents or having them picked up, projects can also be conducted on site for a chance to witness the scanning.

Supplementing With Storage

When considering scanning costs, it can also be valuable to consider what you don’t need to scan.

For inactive records that aren’t used regularly, a common strategy is storing them at an off-site facility to save money instead.

Off-site storage costs between 50-95 cents per box per month, and compared to scanning 2,700 pages that you rarely need it can help save a large sum of money.

Plan Your Scanning Project With Record Nations

If you know how much you have to scan and are ready to set up your project, visit us at Record Nations to find scanning options for a range of different industries and formats today.

To get free, no-obligation quotes from scanning service providers in your area, either give us a call at (866) 385-3706, fill out the form on this page, or contact us directly using our live chat.