Professional Document Scanning Services

Digital scanning means turning physical paper documents into digital files. Document scanner machines capture an image of each page, and we end up with an accurate digital version of the original document. Digitised documents can be securely stored, searched, and shared – they’re far easier to manage than paper archives. Digital scanning has many benefits: Saving physical space, improving efficiency, accessibility, and compliance with information management standards.

The cost of scanning documents can vary widely depending on a few factors, which include:

– Volume: The more documents that need to be checked, the lower the price per page is (typically). Bulk scanning services often have discounts when it comes to bulk amounts.

– High Resolution: A higher resolution while scanning can be costly, just the same as some other services such as the Optical Character Recognition (OCR).

– Service Provider: Different providers charge differently; some even charge per page scanned, per box, or by the hour.

– Document Condition: If your documents need extra preparation, like taking off staples or fixing tears, then these could be part of the costs.

Generally, professional scanning services might charge between £0.04 to £0.12 per image for standard scanning. For high-quality scans or specialised services, costs can increase. To understand and compare costs and services correctly, it is best to get price quotations from a few providers. Watch out for hidden charges, as these can often push the project’s cost over and above your budgeted amount.

Although these terms are sometimes used interchangeably, the following aspects underpin each of them:

Scanning: This is the process under which physical hard copy documents are converted into digital images. The output produced is essentially a file in the form of an image, which, upon further processing, might not be easy to edit or search for specific information.

Digitising: This term is more comprehensive, encompassing scanning and subsequent conversion of those scanned images into workable forms. This typically involves OCR within the text to be made searchable and editable. Another way to describe digitising is to convert analogue media into a digital format (for example, VHS tapes or audio cassettes).

Getting your documents scanned is straightforward. The best way of doing so depends on how many documents you have and what quality you need.

1. Mobile scanner apps: For occasional scanning – or scanning when you’re out and about – mobile scanner apps can use your smartphone’s camera to digitise your documents. It’s an ideal solution for quick tasks such as capturing receipts or single pages, but the image quality is limited compared to “proper” document scanning equipment.

2. Small-scale scanning at home: If you only have a small amount that needs scanning, a little home or office scanner could be just the ticket. You may even have a document scanner at home already: Many printers nowadays also come with built-in scanners. However, we would not recommend this option for larger projects, unless you have a lot of time on your hands.

3. Professional document scanning services: For bulk scanning or large projects, professional services are the best choice. Document scanning bureaus use high-speed, high-resolution scanners to process many documents in a short amount of time. A professional team will also handle preparing the documents – removing staples, repairing pages, etc. – to make sure the end result is of high quality.