Why two archives with the same page count can cost very different amounts to scan — the nine price drivers, how to estimate your volume, and six ways to bring the cost down.
A scanning project is mostly labour. The scanner is the quick part; the time goes into preparing documents, checking quality and indexing files so people can find them. Two archives with the same page count can cost very different amounts to scan, depending on how much work each page needs.
That's why the most reliable way to price a project is a sample. We quote every scanning project from a free test batch, so you see the quality and the specification before you commit.
| Driver | Lower cost | Higher cost |
|---|---|---|
| Volume | Large, consistent batches | Small or highly mixed batches |
| Preparation | Loose, flat A4 sheets | Staples, clips, folds, sticky notes, damaged or bound documents |
| Document size & type | Standard A4/A3 paper | Large-format plans, fragile items, microfiche and film |
| Image specification | Black and white, standard resolution | Colour, high resolution, preservation quality |
| Indexing depth | Box or file level | Document-level indexing or field-level data capture |
| Output | Single-page searchable PDF | Multiple formats, custom file naming, system integration |
| Quality control | Sampled checks | Page-level verification for critical records |
| Turnaround | Planned schedule | Urgent or phased deadlines |
| Originals | Returned in their boxes | Re-assembled to original order, stored, or destroyed with certificate |
You don't need an exact count to get a useful quote. Tell us:
We'll count a sample and scan a free test batch to confirm the specification and firm up the price.
A low headline rate can hide missing preparation, light indexing or thin quality control — and re-scanning, missing pages or files nobody can find cost far more later. Before choosing, check that the provider scans to BS 10008 for legal admissibility, works to ISO 27001, keeps your records in the UK, and quotes from a test batch rather than a guess.
Every Stor-a-File scanning project is quoted per project from a free test batch, scanned to BS 10008 in our own ISO 27001 UK facilities, and never sent offshore.
Tell us roughly how many boxes or pages you have. We'll quote from a free test batch, so you see the quality before you commit.
We'll be in touch, usually the same working day. Anything urgent? Call free on 0800 281857.
It depends on how much work each page needs, not just how many pages there are. Preparation (staples, folds, damaged or bound documents), document sizes, colour and resolution, indexing depth, output format and what happens to the originals all change the price. That's why reliable providers quote from a sample or test batch.
Because providers make different assumptions about preparation, indexing and quality control. A low price per page may exclude document preparation, detailed indexing or quality checks. Always compare what's included, not just the headline rate.
Weed out records you don't need before scanning, index only by the fields you actually search on, scan in black and white where colour adds nothing, and use scan-on-demand for records that are rarely used rather than back-scanning everything.
For a handful of pages, yes. For whole archives, in-house scanning usually costs more once you count staff time, preparation, quality control, indexing, equipment and the risk to personal data — and in-house scans may not meet BS 10008 for legal admissibility.
Per project, from a free test batch. You see the quality and the exact specification before committing, and the quote is firm and no-obligation.