Getting documents digitized is the first step towards embracing a paperless office. Many small business owners, however, worry about the cost of document scanning.
Each project will come with a specific price tag and several factors will determine the cost of such services. If you’re planning to get started with corporate document digitization, the following guide will answer some of your key questions about the cost of document scanning.
Let’s examine some of the primary factors that will influence the final price.
Size of the Archive
Needless to say, the first and biggest contributing factor is the size of the archive.
Professional document scanning service providers are prepared to handle a large volume. Depending on the specifics of the project, you will be given a quote that will take into account the number of pages that have to be digitized and the timeframe within which you want the work to be done.
Depending on the document scanning service provider, you’ll be given a price per page or an overall amount for the completion of the project.
It’s a good idea to get multiple quotes so that you can compare the price. Keep in mind, however, that an offer that seems too good to be true probably is. There should be no hidden fees and charges and you need to have a clear idea about how much you’ll be spending on the project right from the start.
Are You Going to Get Onsite Document Scanning
The second factor that will contribute to the cost of document scanning is the venue where the digitization process is going to take place.
Some businesses offer onsite document scanning. This means that a trained team will come to your office or commercial venue, completing the scanning process there.
Alternatively, you will have to take your boxes of documents to the facility used by the document scanning team. In some instances, this option will be cheaper but it’s going to involve tons of inconvenient logistics.
If you want to have the job completed quickly and effectively, onsite document scanning is the option you should prioritize. Even if it does cost a bit more than alternatives, you’ll actually be saving money by not having to deal with document transportation and handling.
Document Preparation Work
For a document scanning service to deliver a high-quality result, the documents will have to be prepared in advance.
This preparation work includes removing staples, dealing with paper creases, and making sure there are no tears or folds.
Some companies handle this process on their own to reduce the cost of document scanning. If you have a particularly large archive, however, you’ll end up wasting a lot of time on the preparatory work.
It’s also important to understand that unprofessional document preparation could result in poor image quality. Hence, try to get a comprehensive solution. Having professionals addressing every single step of the process will mean quicker completion, better image quality and a fully-functional digital archive you can employ immediately.
The Cost of Document Scanning Also Depends on Whether You’ll Need Additional Services
Who will be handling the paper documents after the scanning work is done?
Due to compliance requirements, you may have to maintain some of your paper-based documents. The others, however, should be destroyed in the best way possible.
Some document scanning companies also offer shredding and destruction services. If you opt for such solutions, you’ll have to be prepared for some additional expenditure.
Why Spending Money on Document Scanning and Digitization Makes Sense
Document scanning and digitization will save you money in the long run. This is the reason why you should consider employing a professional team for the job, even if you are dealing with some financial concerns right now.
Did you know that each misfiled paper-based document is costing your organization 125 dollars? Misfiling is a much more common problem than many businesses consider it to be. In fact, enterprises deal with the misfiling of a document every 12 seconds.
You could also be oblivious about the cost of paper and other printing supplies. On the average, office supplies cost small companies 77 to 92 dollars per employee per month. For medium-sized companies, the averages come in the range from 45 to 53 dollars per employee per month.
Most of these office supplies (50 to 60 percent) are consumables like paper, pens, ink cartridges, etc.
Going completely digital will reduce such expenditures significantly or eliminate them altogether. Thus, opting for professional scanning and selecting the right digital document management solution will contribute to a fairly quick return on investment.
These long-term positive consequences should be accounted for when calculating the cost of document scanning. In the end, the service will prove to be much more affordable than initially anticipated, especially if you think about future development and the sustainable growth of your business.