Medical and Lloyd George records are priced per project, not per page. Here's what actually drives the cost — volume, condition, indexing and delivery — and how to bring it down.
Medical records scanning is quoted per project, not as a flat page rate, because a few things move the cost: the volume (boxes or records), the condition of the paper, how deeply each record is indexed, and how the digital files are delivered. Get those straight and the price is firm — we don't put out a headline rate that creeps up later.
Lloyd George records usually need more preparation than modern files: the buff wallets are fragile and full of mixed inserts that have to be sorted, repaired and flattened by hand. That prep, plus indexing to NHS number and delivery into the clinical system, is what sets the price for a GP project.
Indexing is what makes a scan usable. Indexing to a single reference — an NHS number or patient ID — is cheaper than capturing several fields per record. We recommend the lightest indexing that still drops the record into the right place in your system.
Searchable PDF/A is standard; delivery structured for EMIS Web, TPP SystmOne or another EDMS is included where you need it. Secure delivery is by SFTP, encrypted portal or media.
Three levers: weed anything past its retention date before scanning (don't pay to digitise what you can destroy — see the retention guide), agree the lightest workable indexing, and digitise in planned batches. We'll advise on all three.
Every project starts with a free, representative sample so you sign off quality, indexing and format before committing. See medical records scanning for the full service, or the general document scanning cost guide.
Tell us roughly what you hold and we'll send a clear, no-obligation price — starting with a free sample.
We'll be in touch, usually the same working day. Anything urgent? Call free on 0800 281857.
It's priced per project, not a flat page rate, because cost depends on volume, the condition of the records, how deeply they're indexed and how they're delivered. The honest answer is that a free sample and a clear scope give you a firm price — we don't quote a headline figure that changes later.
Preparation is the biggest driver — Lloyd George wallets are fragile and full of mixed inserts, so they take more prep than clean modern files. Indexing to NHS number and delivery into EMIS or SystmOne also factor in. High, clean volumes cost less per record.
Yes. Indexing to a single reference (e.g. NHS number) is cheaper than capturing several fields per record. We'll recommend the lightest indexing that still makes the records usable in your system.
Weed anything past its retention date before scanning, agree the lightest workable indexing, and digitise in planned batches. We'll advise on all three as part of the quote.
Yes — a representative sample at no cost, so you sign off image quality, indexing and delivery format before committing to the full project.