Document scanning prices are often advertised on-line, but unfortunately these can be rather misleading and you should be very cautious when approaching these suppliers. Prices obtained from suppliers using a quick quote system that gives you a price at the end of it can once again be misleading.
The reason for this is that until we’ve actually viewed your documents or at least had a discussion about them it can be difficult to give an accurate quotation. So why is this?
Experience tells us that customers like accurate scanning pricing – they like to know where they stand. This helps them with budgets and financial forecasting. In order to give accurate pricing we need to asses:
- How much preparation time is required. Older documents, fragile documents, dirty documents, lots of staple removals will require more preparation time. New documents on fresh A4 paper will be easier to work with and this will reduce the cost of the quote.
- Where the documents are stored and how they are stored is important. Are they in files, in racks or on shelves or in a basement with poor access. The collection and removal of the documents all takes time and needs to be done carefully and in an orderly manner to make sure archives are kept in the correct order.
- What volume of documents is there? We can offer better rates for increased volumes due to economies of scale.
- What proportion of the pages are double sided? Although we scan everything we only charge for valid images and not blank pages.
- Does the paperwork need storing or destroying at the end of the job?
- Do you need the documents to be text searchable? If so, we use a well known technique called OCR or Optical Character Recognition.
As you can see it’s virtually impossible to simply give a “cost per thousand” images quote without taking a little time to understand a customers requirements. Our sales team will be happy to discuss your individual requirement with you, so please feel free to contact us for an initial discussion.