If you’re considering digitizing your company’s physical documents, you’ve likely wondered about the cost. One of the most common units used to estimate the expense of document scanning is the Bankers Box—a standard-sized storage box often used in offices to organize and store documents. But how much does it actually cost to scan a Bankers Box full of documents? Let’s break it down.
What Is a Bankers Box?
Before diving into the cost, it’s important to understand what a Bankers Box is. Typically, a Bankers Box has dimensions of 12 inches wide by 15 inches long by 10 inches high. It can hold around 2,000 to 2,500 sheets of paper, depending on the thickness and how tightly the documents are packed. Knowing the capacity helps in estimating the overall cost.
Factors Affecting Scanning Costs
Several factors influence the cost of scanning a Bankers Box of documents, including:
- Document Preparation
- Document Condition: Are the documents in good shape, or do they require significant preparation, such as removing staples, paper clips, or sticky notes? Any necessary repairs will increase the cost due to the time it takes to prepare them for scanning.
- Organizational Requirements: Do the documents need to be organized or categorized before scanning? If so, this can also add to the cost.
- Scanning Specifications
- Image Quality: Higher DPI (dots per inch) scanning, which results in higher quality images, will cost more than standard scanning resolutions.
- Color vs. Black & White: Color scanning is generally more expensive than black-and-white scanning.
- Indexing: If you need the documents to be indexed by specific criteria (e.g., invoice number, client name), this will increase the cost.
- Optical Character Recognition (OCR): Adding OCR to make the documents searchable can also add to the overall expense.
- Service Provider
- The choice of a scanning service provider also impacts the price. Established companies with a solid reputation may charge more, but they often offer additional services and a higher level of quality assurance.
Average Cost Range
Based on industry standards, the cost to scan a Bankers Box of documents typically ranges from $200 to $400. Here’s a more detailed breakdown:
- Standard Scanning (Black & White, 300 DPI): $0.07 to $0.12 per page, or approximately $140 to $300 per Bankers Box.
- OCR and Indexing: Add an additional $0.02 to $0.10 per page, depending on the complexity.
Additional Costs to Consider
- Document Storage: If you need to store the physical and/or digital documents after scanning, there may be additional fees.
- Document Shredding: If you opt to destroy the documents after scanning, shredding services can add extra costs.
- Expedited Services: If you need the scanning done quickly, rush fees may apply.
Conclusion
The cost to scan a Bankers Box of documents can vary widely based on several factors, including the condition of the documents, the desired scanning specifications, and the service provider you choose. On average, expect to pay between $200 and $400 per Bankers Box. To get a more accurate estimate, it’s best to consult with a professional document scanning service and discuss your specific needs. By doing so, you can ensure that your documents are digitized efficiently and cost-effectively.
If you’re considering a large-scale document digitization project, the long-term benefits of having easily accessible, digital copies of your documents often outweigh the initial cost of scanning.