DETERMINING FACTORS FOR PRICING

Each project requires a detailed analysis to provide you with an accurate estimate. Our skilled and experienced team will ask certain questions to ensure you receive exactly what you need in a timely manner. Below are some of the questions we will ask.

How many documents do you need scanned?

This is one of the first questions we’ll ask, and essentially, your answer guides the overall estimate. The price per image varies, and largely depends on, the volume of documents as well as the level of e!ort required to prep them for scanning. You can calculate an estimated number of pages by using our Page Estimator.

What is the extent of preparation needed for your documents?

Before your documents are ready for our high-speed scanners, our sta! will remove staples, paper clips, bindings or anything else that fastens the papers together. Depending on how straight forward (or not) this process is for your specific project, the price per image may increase.

What size are your documents?

The pricing of our scanning services will di!er depending on the size of the paper itself. For example, a scanning project made up of 8.5 x 11 sheets will be a di!erent rate per image than a project made up of wide format drawings the size of 24 x 36. This is due to the di!erence in preparation/handling time as well as the di!erence in scanner equipment needed for each type of project. So it’s important to know exactly what we’re working with in order to provide you an accurate quote.

Are there certain index fields that need to be captured?

Sometimes it will be necessary to index each individual document depending on how you plan to use the digital files. One of the most basic ways of indexing your scanned documents is by naming each electronic file by the tab of the folder from which it came from. However, documents can be indexed by any number of categories. For example: account number, client name, year, document type and more.

If you want to improve search capabilities, we also o!er optical character recognition (OCR) services.

Do you require reassembly of your materials after scanning is complete?

Once the documents have been scanned and transformed into electronic data, we need to know whether the hard copy materials should be re-stapled and placed in their original folders. This may require an additional charge and will affect document scanning prices per image. If not, we o!er secure document destruction.

How do you want your new digitized files to be stored?

Once your documents are scanned, DataMerj converts them into digital files such as PDF or TIF which can be imported into a user-friendly database, enterprise content management (ECM) system, or ongoing workflow you already have.

Many of our prospective clients will ask how much digital space their new electronic documents will take up. This will vary per project based on the color format it is a saved as (black & white, greyscale, or color) as well as if the files need OCR capabilities.