Document Scanning

File Scanning Basics

A standard size file box (16”) holds approximately 1800 to 2200 pieces of paper or files. The double size file box normally will hold about twice the volume of the 16” box. The number of files will vary depending on the number of folders, staples, binder clips etc. in use. For the sake of a rough calculation it is generally safe to use the 2,000 page per box average.


Scan Pricing

Using a 16” standard size file box and a 2,000 page per box count, consider the following: The industry standard for pricing is .05 to .10 per page. This creates average pricing of $100 to $200 per box. Price varies depending on the quality of the files, numbers of file breaks, binders, staples etc., while dealing with the records during the document prep stage. Likewise, the type and number of index fields required to effectively look up your files will add to the cost. A simple one field index IE, “Client Name”, will keep the key stroking efforts reasonably low however two to three fields are more commonly requested. The rule of thumb is that we tend to file electronically using the same methods that we file manually. By contrast, our recommendation would be as follows: use a $200 per box average to assist you in preparing a budget. Do not budget to scan files that are not required. Your company’s Record Retention Policies may allow simple destruction of files that are no longer active. Beware of competition that bills you on a per page basis. It is not reasonable to consider that you will take time to verify page counts and/or key strokes to validate the bills you receive.


The DFS Solution

DFS provides the end user a turnkey solution in the form of a “price per box” fixed charge. You will receive free storage during the project term with a flexible schedule. Scan On Demand (any file you may need while stored with us) will be scanned and emailed at no charge. Pickups and deliveries are free. There are no charges for CD’s or DVD’s the medium of choice that you would normally receive your images on. A free search and view tool may be provided as well depending on your requirements. Processed files may be destroyed at no additional charge. Our flexible solutions will enable you to go electronic while keeping your initial investment affordable. Your return on investment will normally be realized within months.