Document scanning: what to know

What the job involves, what changes the price, and what to ask a pro.

What document scanning is

A document scanning provider converts paper files into digital images, indexes them, makes them searchable and delivers them on a drive or in cloud storage. Businesses and households use scanning to free up space, protect paper records from loss and find information faster.

Signs you need it

  • Your filing cabinets are full and you cannot find a file without searching for it
  • You need records available to several people at once, but they only exist on paper
  • You are preparing for a move, an audit or a sale, and need the records in a searchable format
  • Important paper records are at risk of damage, such as from water, fire or fading
  • You want to shred originals after scanning, and need a reliable digital copy first

What the pro does

  • Review the files, the document types and the naming and indexing system you want
  • Prepare the documents by removing staples and clips and flagging pages that need special care
  • Scan each page at the resolution and color setting the project requires
  • Check the images for missing pages, skewed scans and unreadable text
  • Make the files searchable and add the index fields you agreed on
  • Deliver the files on the drive or cloud location you chose, and destroy originals only if you approve it

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • The number of pages or documents and how many folders or boxes they are in
  • The condition of the paper, including fragile, bound or oversized documents
  • The scan quality required, such as black and white text or full color photographs
  • How much indexing and naming work is needed, which takes more time than a plain scan
  • Whether the files must be made searchable and how accurate the text recognition must be
  • Whether secure disposal of the originals is part of the job

What a written quote should spell out

  • The number of pages, boxes or files covered and the scan settings used
  • The index fields and the file naming system that will be followed
  • How the files will be delivered, in what format and to which storage location
  • Whether the originals are returned, kept or destroyed, and when
  • How the files are protected while in the provider's hands, and when the provider deletes its copies

Questions to ask before you hire

  • What scan settings do you use, and can I see a sample of your output?
  • How do you handle fragile, stapled or bound documents?
  • How accurate is the searchable text, and how do you check it?
  • Where are the files stored while the job is in progress, and who can access them?
  • Will you return the originals to me, and how are they packed?
  • What is your process for destroying originals, and will you certify it?

Red flags

  • Will not show a sample scan or explain the settings used
  • Keeps the originals or the digital copies without telling you where they are
  • Asks you to send files through an unsecured link or personal account
  • Promises that the scans will be perfect and the search will find every word

What you can do yourself

You can scan a small set of documents on a home or office scanner yourself, name the files with a clear system and save them to a backup drive. Hire a document scanning provider when the volume is large, the papers are fragile or bound, the search must be accurate or the originals need secure disposal.

Licenses and permits

No license is usually required for document scanning. Ask instead for samples of scanned output, references from clients with similar records and a written data security description; check with your state or local business licensing office if the provider operates as a registered business.

Document scanning questions

Is a scanned copy as good as the original?

For many uses, yes. Ask the provider about the scan settings and the file format, and check with the agency or party that will rely on the copy whether it accepts a digital version.

Should I shred the originals after scanning?

Not until you have checked the scans and confirmed with anyone who needs the originals. Keep them until the digital copies pass your review.

How do I find a file later?

Use the index fields and the file naming system you agreed on. Test the search with a few known documents before the project ends.

Pro reviewers

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