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Published: Tuesday, 03 March 2015 14:00

Written by Pearl Scan

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Cost is understandably a major factor in the decision whether to scan your legal documents or not. So let’s take a look at how much you might pay for legal document scanning services.

Legal document scanning is a very specialised service and the thing with specialised services is it is very difficult to predict a price without asking for a quote. This is because a lot of factors need to be taken into consideration before a specific cost can be given. These services are usually tailor-made to suit the needs of each individual client and then priced accordingly.

Despite this unpredictability, we’re going to take you through some of the factors that could count towards the overall costs of scanning your project and how you can get yourself the best deals.

Factors to Consider

Here’s a number of things that need to be considered before estimating costs. They might seem minor and you may not even have considered them;

Types of Documents

The kind of legal documents you wish to have scanned can have quite a bit of influence on the overall pricing. Whether that’s case files, wills, contracts or police reports, factors such as how much text per page there is and the sheet quality of the document will have an effect on how much it will cost to have them scanned.

Quantity of Documents

As with a lot of these services, you can often find that the larger your quantity of documents, the lower the unit cost. TIP: People are usually put off scanning documents in large bulk for fear of busting the budget but the truth is quite the opposite as you could actually save money by scanning all documents in one go.

Quality of Documents

This isn’t as important a factor but it is still useful to mention nonetheless. If your scanning project contains a large number of damaged documents, these may need extra time and care to scan so this will be reflected in the quote you receive.

Organisation

How you currently store your documents is also a cost changing factor. If you like to keep files together using fasteners like staples, paperclips etc. it will take a small amount of extra time for the staff at the scanning services to remove them to be prepared for scanning. Also, whether the files are generally organised in filing cabinets, boxes or folders can have a small contributing factor on the price. It won’t be a significant change but it’s worth noting.

Extras and Requirements

Some extra costs may also come from optional features such as indexing and OCR processing.

Indexing- During the process of indexing, your files will be named or catagorised to help you identify it when you need it. This can be by client name, case number, ID or anything you need. Some services may include a certain number of indexes in their price and a small fee for additional fields so it’s always best to be sure on what is included in your price.

OCR Processing- OCR or Optical Character Recognition is a process which makes each digital file entirely text searchable meaning documents can be found by simple searches of any of its contents. This process will give you an extremely efficient document management system for usually a small extra cost.

Overall Costs

As I’ve already said, a specific cost depends entirely on the specifications above but for a rough estimate, for a legal scanning project of 10,000 documents and up, your costs would usually be in the pennies per sheet. With legal scanning, the costs are always balanced out by the huge benefits you can enjoy and the increased revenue.

Pearl Scan Legal Document Scanning

Here at Pearl Scan, we pride ourselves on providing a tailor-made legal document scanning service with a range of features for an affordable price. Some of our brilliant extras include OCR processing, file retrieval software and use of our online cloud platform, Pearl Cloud. We have helped clients right across the legal sector to save money, generate revenue, increase efficiency and free up office space and we can help you too! Simply get in touch today for a free, no obligation quote for your legal scanning project.

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