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How Scanning Gets Priced

Have you ever wondered how scanning gets priced?  This post may clear up some of the vagaries of scanning.

There are four main components in quoting a potential scanning project. In ascending cost:

  1. Scanning  Although this is the purpose of the project, this is normally the most inexpensive phase of the project. This cost is determined by the size of the documents and the speed at which the documents can be fed through the scanner.
  2. Quality Assurance  One of the most important steps in assuring that all images are converted accurately.  All images should be checked for clarity, proper orientation, blank page removal, data completeness, page overlaps, file sequence, and file completeness.
  3. File Naming  Although Optical Character Recognition (OCR) has progressed, it is not yet a reliable, cost effective method for naming your files.  The more complex the file structure and naming conventions, the more time required to complete the project.
  4. Preparation  Preparing the documents for scanning is typically the highest cost component of a scanning project.  Besides the obvious need to remove staples and paperclips, the documents need to be examined and repaired to ensure that they are not damaged as they pass through the scanner, and to make sure that they themselves don’t harm the scanner.

Other costs to consider are pickup, delivery, storage (physical and electronic) and document destruction.

Keeping these points in mind as you look over stuffed filing cabinets and disintegrating banker’s boxes, imagine information a click away and storage space transformed from an expense into a source of income.


See Steve’s Blog Boxes, Boxes …

Jim Geldermann
Director of Technology
BizDoc Storage, LLC