How Much Does Document Scanning Cost?

If your office is overflowing with filing cabinets or your archive room is bursting at the seams, you’ve probably asked yourself: “How much does it cost to scan all these documents?”

The short answer is: it depends. The good news is that document scanning is usually more affordable than people think, especially when compared with the ongoing cost of storing paper files. In this blog, we’ll break down what affects the price, what you can expect to pay, and why outsourcing your scanning project is often the smarter choice.

What Drives the Cost of Document Scanning?

No two scanning projects are identical. A few key factors make up the bulk of the cost:

Volume of documents – The more pages you have, the lower the cost per page.
Preparation – Staples, clips, and sorting need to be handled before scanning.
Indexing – Do you need to find documents by reference numbers, names, or dates? The more indexing required, the more time involved.
File format – PDFs are standard, but sometimes TIFFs, CSVs, or direct SharePoint uploads are needed.
Delivery – You can choose electronic transfer, encrypted USB sticks, or a hosted platform.

Typical Document Scanning Prices

To give you an idea, here’s what most organisations pay:

Per box – Roughly £80–£100 per bankers’ box (about 2,500–3,000 pages).
Per page – Around 2–5 pence per image, depending on volume and complexity.
Example project – Scanning 40 boxes could cost in the region of £3,200–£4,000 fully inclusive.

So, while the exact figure will depend on your requirements, these ranges are a useful guide.

Is Scanning Cheaper Than Storing Paper?

Many businesses wonder if it’s worth the upfront investment. Let’s compare:

Storing 100 boxes in offsite storage for five years could easily cost several thousand pounds — and that’s before retrieval fees.
Scanning 100 boxes once creates permanent, easily accessible files that don’t take up space and never incur ongoing costs.

When you also factor in the time saved by staff searching for documents, scanning nearly always pays for itself.

Why Outsourcing Beats In-House Scanning

Some organisations think about scanning files themselves, but the reality is often very different. In-house scanning is:

Slow and labour-intensive for staff.
Prone to errors without proper indexing.
Dependent on low-speed office scanners.

By contrast, Data Solutions Group uses high-speed, production-grade scanners, secure processes, and strict compliance standards. All projects are carried out in line with GDPR, ISO 9001:2015, and BS 10008, meaning your digital records are not only secure but also legally admissible.

And while the project is underway, we provide free retrievals, so you’ll never lose access to important files.

Making Digital Files Work for You

Once scanned, your files can be provided in whatever way suits you best:

Encrypted USB sticks
Secure online transfer
Hosted directly in SharePoint or your document management system

This flexibility ensures that your new digital archive integrates seamlessly into your existing workflows.

FAQs on Document Scanning Costs

1. What is the cheapest way to scan documents?
The cheapest way is usually to outsource to a specialist like Data Solutions Group, because high-speed equipment and bulk processing make it far more cost-effective than in-house scanning.

2. Can I scan just a small batch of documents?
Yes. While larger volumes reduce the per-page cost, Data Solutions Group can handle projects of any size — from a single filing cabinet to thousands of boxes.

3. Are scanned documents legally valid?
Absolutely. When handled in line with BS 10008, digital files are admissible in court as true copies of the originals. Data Solutions Group always complies with these standards.

4. How long does scanning take?
This depends on volume and complexity. For example, a few filing cabinets might take a week, while thousands of boxes could take several months. Data Solutions Group will always provide a realistic timescale during your quotation.

5. How secure is the scanning process?
Security is central to our work. We follow GDPR requirements, ISO 9001:2015 quality standards, and BS 10008 guidelines, ensuring your data remains protected from collection through to delivery.

Final Thoughts

The cost of document scanning varies depending on the size and complexity of your project, but for most organisations it represents a smart, cost-effective investment. Instead of paying ongoing storage fees and wasting staff time searching through paper, you’ll have secure, compliant, and easily accessible digital records.

If you’d like a personalised estimate, the team at Data Solutions Group would be happy to help. Whether you have a handful of filing cabinets or an entire archive, we’ll provide a clear, tailored quote.

📞 Call us on 01625 400250 or get in touch via our [Contact Page] to start the conversation.

📞 Call us on 01625 400250
📩 Or request a free consultation online

We help local authorities across the UK transform their archives into secure, efficient digital systems.

Data Solutions Group – Secure. Compliant. Trusted by Organisations Across the UK.

How Much Does Document Scanning Cost