Top Reasons to Go Paperless

There are a million reasons to have your documents scanned-from saving office space, searchability, ease of access, and safeguarding from disaster.

 
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Instantly access electronic information

Never again will your staff have to sift through drawers to find what they need. Converting your paper to electronic records is the first step in building a comprehensive records management plan.

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Compliance

Auditing, tracking and securing your files has never been more important. Securely scanning your files keeps your office compliant and eliminates the hassles of dealing with missing files during audit time.

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Boost productivity by creating paperless workflows

Spending less time and money chasing paper allows your team to get their jobs done better and more efficiently. Streamlined business processes allow you to compete in ever growing digital world.

 
 

Our Document Scanning Process

Most scanning projects follow a similar path. Here is a blueprint of our scanning process.

Document scanning imaging process
 

Questions about scanning projects

We talk to clients every day about their scanning needs. Here are the two most common questions that we discuss.

  • The first question you will be asked when hiring a company to scan your documents will be ‘how many documents do you have? In a typical document scanning project, we charge per page for scanning. Indexing is charged on a per-document basis. A document can be a single page or it can be hundreds of pages.

    A standard banker box of documents holds between 2,000 and 2,500 pages. A large box holds between 4,000 and 4,500 pages. Both numbers vary based on how tightly packed the boxes are and how many folders are in the box.

    For paper on a shelf or in file cabinets, you can estimate between 150 and 200 pages per inch. That number varies based on how tightly packed the shelves or drawers are and how many folders are in them.

    Remember that a duplex or two-sided, page counts as two pages. Grab a few folders and get a rough estimate of the percentage of the two-sided pages in your collection. Multiply that percentage by the total number of pages.

    These numbers serve as an estimate of the total number of pages you need to be scanned. While they are not exact, they do give us a pretty good idea about your overall volume.

  • No matter how many documents you need to be scanned, there is still setup, prep, processing, and data output associated with each document conversion project. As your volume of paper increases, the average cost for scanning projects goes down.

    Letter and legal paper documents cost between $0.07 and $0.15 per page to scan. This number varies for a number of reasons.

    • The volume of pages you need scanned

    • Amount of prep work involved with getting your paper ready for scanning

    • Do the documents require optical character recognition (OCR) or redaction?

    • Is this document scanning job a rush project?

    • How will the files be indexed or named?

    • Will the documents be destroyed or returned?

    • Will the electronic records be formatted and imported into your document management system?

    We couldn’t possibly cover the many different scenarios that your company might have regarding their document scanning services needs, but we will gladly work with you to deliver a custom quote for your exact specifications.

  • Indexing attaches information (also called metadata) that describes a document making it easy to track down that document so you can use it.

    During the scanning process, certain identifiers are captured so that users can search for documents using those identifying “tags.” Document indexing tags specific attributes (name, contact info, invoice number, date), making it easier to find and use that document in the future. Without indexing, there’s no order. Indexing is the digital equivalent of putting a label on a document, putting that labeled document in a labeled file folder, and putting that folder in a labeled filing cabinet drawer (in a labeled filing cabinet). Only, document indexing is much faster, much more precise, and applies to digital files in your document management software (stored in the Cloud).

We couldn’t possibly cover the many different scenarios that your company might have regarding their document scanning services needs, but we will gladly work with you to deliver a custom quote for your exact specifications.

Check out our Document Scanning FAQ page to see other common questions >

 

Ready to convert to a paperless office?

Join hundreds of organizations that rely on Revolution Data Systems to go paperless. Our document scanning company has roots back to the very beginning of the scanning services industry and has helped companies from every industry convert their paper documents to electronic files (digital images) to save on storage costs and get on track with digital record management.

From onsite scanning of highly sensitive paper files to bulk paper scanning millions of documents (like medical records), we have a solution to turn your paper documents into searchable digital documents that you can access anywhere, anytime. We handle large back-file scanning projects as well as day-forward scanning of incoming documents like inbound mail.

We also offer document management software if you don’t have a system in place to manage your business content.

We handle almost any size document from letter and legal to large format blueprints and engineering drawings. Our team is experienced with a multitude of record types like incoming mail, client files, HR, financial, medical, dental, lab notebooks, land and title, litigation, newspapers, bound books, and more.

We handle scanning projects for clients across the United States. From New York to New Orleans, we’re your document scanning company! Put your files in a box and we’ll take care of the rest!

 

Get a Free Document Scanning Services Quote

 
 
 
 

Our office location

Revolution Data Systems
70161 Highway 59, Suite G
Abita Springs, LA 70420

(985) 888-0091
info@revolutiondatasystems.com

Get directions

Our secure document scanning facility is located in Abita Springs, LA, and is just a short drive across the Causeway from New Orleans.

From Tiger Stadium in Baton Rouge, we are less than an hour drive down I-12. On the way, you’ll be passing through Denham Springs, Hammond, Covington, and Mandeville.