The Cost of Outsourcing Document Scanning

📄 Why Businesses Outsource Their Document Scanning

Many organisations reach a point where paper records become unmanageable. Filing cabinets fill up, archives expand, and finding the right document can take far too long. As a result, productivity drops and storage costs increase. That’s why more businesses are choosing to outsource their document scanning to professional providers.

By doing so, companies not only save time but also gain access to high-quality equipment, secure handling, and compliance expertise. However, one of the first questions many ask is: “How much does outsourcing document scanning cost?”

The answer depends on several factors — but understanding what influences the cost can help you make the right decision for your business.

💰 What Affects the Cost of Outsourcing Document Scanning?

While every project is different, there are a few key elements that affect pricing. Let’s look at the main ones:

📦 1. The Volume of Documents

Unsurprisingly, the more documents you have, the lower your cost per page will be. Larger volumes allow scanning providers to work more efficiently, which often means bulk discounts. However, smaller batches can still be cost-effective when compared with in-house scanning, especially once you factor in time and equipment.

🧾 2. Document Size and Format

Documents come in many shapes and sizes — from small A5 invoices to A0 engineering drawings. Large-format or fragile documents typically require specialist handling and equipment, which can slightly increase the cost. That said, professional scanning ensures accuracy and quality that basic office scanners can’t achieve.

🧹 3. Document Preparation

Before scanning begins, documents often need to be prepared — removing staples, sorting pages, and repairing any damage. If your paperwork is well-organised, you’ll save on preparation time. On the other hand, mixed or heavily stapled files might take longer to process.

🔍 4. Indexing and OCR (Searchable Files)

Most businesses want their scanned files to be easy to find later. That’s where indexing and Optical Character Recognition (OCR) come in. These services add searchable text and tags, making retrieval fast and accurate. Although they slightly increase the cost, the long-term efficiency gains are significant.

🔒 5. Security and Compliance Requirements

If your documents contain personal or confidential information, they must be handled in line with GDPR, BS 10008, and ISO 9001 standards. Professional providers like Data Solutions Group include these safeguards as standard, ensuring your information is scanned, stored, and transferred securely.

⚙️ Typical Costs of Outsourced Scanning

While prices vary, most professional scanning projects in the UK cost between £0.04 and £0.12 per page depending on volume, document type, and indexing requirements.

For example:

Small projects (under 10,000 pages) may range from £400–£1,000.
Medium projects (25,000–50,000 pages) typically fall between £1,200–£3,000.
Larger archives (100,000+ pages) can often be completed for £0.05 per page or less.

These prices usually include collection, preparation, scanning, and secure data delivery — but every provider should supply a detailed quotation outlining exactly what’s included.

🏢 Why Outsourcing Is Often More Cost-Effective

At first glance, scanning documents in-house may seem cheaper. However, once you consider staff time, equipment costs, maintenance, and compliance risk, outsourcing quickly becomes the smarter option.

Moreover, professional scanning providers use industrial-grade scanners, meaning they can process thousands of pages per hour with consistent accuracy. Therefore, projects that would take weeks internally can be completed in days — without disruption to your team.

🔄 Beyond Cost – The Real Value of Outsourcing

Although cost is important, the real value of outsourcing lies in quality, security, and efficiency. Professional scanning services ensure every page is captured clearly, correctly indexed, and securely stored. In addition, your documents are handled under strict confidentiality protocols, giving you total peace of mind.

Furthermore, outsourcing allows your staff to focus on what they do best — running your business — while specialists handle the scanning and digitisation work in the background.

🤝 Why Choose Data Solutions Group

At Data Solutions Group, we specialise in secure, compliant, and efficient document scanning. Whether you need to scan a few boxes of invoices or thousands of archive files, we tailor our service to suit your budget and timescale.

We operate to the highest standards — GDPR, ISO 9001:2015, and BS 10008 — ensuring your information is protected throughout. Additionally, we can collect documents from anywhere in the UK, scan them in our secure facility, and return your digital files ready to use.

🚀 Find Out How Affordable Outsourcing Can Be

Ultimately, outsourcing document scanning isn’t just about cutting costs — it’s about transforming how your business handles information. With instant access, improved security, and reduced storage, the return on investment is clear.

So, if you’re wondering how much it might cost to digitise your records, Data Solutions Group can provide a fast, transparent quotation tailored to your exact needs.

📞 Speak to Our Public Sector Team

Ready to digitise files?

📞 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.