If you’ve ever thought about hiring a document scanning company to digitize your paper records, chances are you had a few questions about the process.
And let’s be honest, handing over your business’s valuable and often confidential records to a complete stranger can be a pretty harrowing experience.
Your clients, vendors, and employees are all counting on you to keep the information contained in these documents safe, so a bit of due diligence goes a long way.
The truth is, there are plenty of things that can go wrong during the scanning process, and your business’s data is way too important to leave it up to chance.
That’s why it is crucial that you take the time to ensure the document scanning company you choose has the knowledge and experience needed to get the job done right.
But there are so many document scanning companies competing for your business, how do you choose the one that’s best for your project?
In the article below, we outline the top 5 questions you should ask a document scanning company before you hire them. The answers to these questions will help you determine very quickly if the provider you’ve selected meets your business’s needs.
1. How Much Will It Cost To Scan My Documents
Cost is often one of the biggest concerns when deciding whether to hire a document scanning company. You want to get the best return on your investment without paying for unnecessary fees.
The reality is that outsourcing document scanning is usually far more cost-effective than trying to handle it in-house. Scanning on your own means purchasing expensive equipment, training staff, and dedicating valuable employee time to a tedious process, time that could be better spent on tasks that actually grow your business. And without the right expertise, DIY scanning often leads to mistakes, inefficiencies, and even security risks.
Beyond the immediate cost of scanning, going paperless saves money in the long run. Eliminating storage costs, reducing time wasted searching for documents, and improving overall efficiency all contribute to substantial savings over time.
Understanding Pricing and Potential Extra Costs
Estimating the cost of scanning can be tricky because pricing structures vary. Some scanning companies charge extra for:
- Document preparation (removing staples, repairing torn pages)
- Double-sided scanning
- Indexing and metadata creation
- Shipping and handling fees
Be sure to ask about these costs upfront to avoid surprise charges later.
On average, scanning costs range from 7 to 12 cents per page, depending on the level of indexing required. If you’re staring at a wall of filing cabinets, trying to estimate your total cost, here’s a general guide:
- A four-drawer filing cabinet holds around 16,000 pages, which translates to approximately $1,600 per cabinet to scan.
- A standard document storage box holds about 2,500 pages, averaging $225 per box to scan.
SecureScan’s Transparent Pricing
Unlike many scanning companies that tack on hidden fees, SecureScan keeps things simple. We use a one-box, one-price model, making it easy to estimate costs without having to count every single document. Our document scanning cost calculator also provides an instant estimate based on industry-standard pricing, so you can get a rough idea of your expected costs before making any commitments.
If you’re comparing scanning providers, be sure to watch out for vague pricing structures that could lead to unexpected charges. Transparency is key when choosing a scanning company you can trust.
2. How Is My Data Stored and Protected During the Scanning Process?
When hiring a document scanning company, you need to know where your data will be stored and how it will be protected throughout the process. If your files are scattered across hard drives, cloud storage accounts, and outdated software, you’re not much better off than digging through overstuffed filing cabinets. The goal of scanning is to make your documents easy to access, organized, and secure—not to create a digital version of the same disorganized mess.
A professional scanning service should help you consolidate your records into a structured system where documents are indexed and searchable. The best providers offer a document management solution that allows you to quickly retrieve the files you need from a single, secure platform. At SecureScan, we use PaperVision® Enterprise, which ensures your files are accessible from anywhere, at any time, with powerful search capabilities that let you find what you need in seconds. If you already use a third-party document management system, integration should also be an option.
Security is just as important as accessibility. Your digital records should be protected by encryption, access controls, and redundant backups to prevent data loss or unauthorized access. Some scanning companies offer cloud-based storage with built-in security measures, while others may provide on-premises storage solutions tailored to your needs.
Finally, ask about backup policies. A single copy of your data isn’t enough—floods, fires, or even accidental deletion can wipe out critical records. A reliable scanning company should provide redundant backups in multiple secure locations to ensure your data remains intact, no matter what happens.
3. Who Is Actually Scanning My Documents?
Not every company that appears when you search for a “document scanning company near me” is actually a scanning provider. Many of them are middlemen—companies that don’t handle scanning themselves but instead outsource the work to third-party vendors. The problem? These third parties may not be properly vetted, and you have no way of knowing who is handling your sensitive information.
When you trust a company with confidential records, you need assurance that the people scanning them are qualified, properly trained, and held to strict security standards. If a provider doesn’t directly control its scanning process, there’s a greater risk of mishandling, data breaches, or unauthorized access to your information.
A legitimate scanning provider should have an in-house team of trained professionals who undergo background checks, security screenings, and specialized training—especially when handling sensitive data like medical records or financial documents. At SecureScan, we take this seriously. Every technician is rigorously screened, background-checked, and drug-tested before scanning a single document. Our team is also HIPAA certified and trained to handle confidential records with the highest level of security.
Choosing the right scanning company isn’t just about finding a service—it’s about knowing who is handling your information and ensuring they meet the highest standards for privacy and securi
4. Do You Offer Bulk Scanning and Ongoing Conversion?
Document scanning isn’t always a one-time project. Some businesses need to digitize a massive archive of records all at once, while others prefer an ongoing solution. This can make the process of choosing the right scanning service for your business complex, as not all providers offer both services.
Bulk Scanning for Large Document Archives
If you have years’ worth of paper records taking up space, bulk scanning allows you to convert everything at once. This approach is ideal for businesses looking to free up storage, improve accessibility, or comply with record retention policies. A high-volume scanning provider should be equipped to handle large projects efficiently while ensuring documents are properly indexed and easy to find once digitized.
Ongoing Scanning for Daily Paperwork
If your business continuously generates paper records, a scheduled scanning process can prevent a backlog from forming. Many businesses opt for periodic conversions, where older files are scanned and archived at regular intervals based on retention schedules.
Another option is a scan-as-you-go system, where documents are digitized in real time as they’re created. This minimizes the need for physical storage, streamlines workflows, and spreads out scanning costs over time.
Finding the Right Provider
Not all scanning companies offer ongoing conversion services, so if your business needs a long-term solution, make sure your provider can handle both bulk and incremental scanning. They should work with you to develop a customized approach that fits your needs, whether that means digitizing an entire archive upfront or setting up a process for continuous scanning and document management.
5. What is the Quality of the Final Product?
Not all scanning services deliver the same level of quality. Poorly scanned documents with blurry text, missing pages, or indexing errors can create more problems than they solve. That’s why it’s important to choose a provider that prioritizes accuracy, legibility, and thorough quality control.
A reliable scanning company should have a multi-step quality assurance process in place to catch errors before they become an issue. While this may add a little extra time to the project, it prevents costly mistakes—saving you from having to rescan documents later.
At SecureScan, we take quality seriously. Every digital image goes through multiple rounds of inspection to ensure:
- The scanned images are clear, complete, and match the original records.
- No pages are missing, misaligned, or damaged during scanning.
- Indexing is accurate and consistent to make document retrieval seamless.
We also implement a double-blind data entry process, where critical data is entered and verified twice to eliminate errors. Any scans that don’t meet our standards are automatically reprocessed, ensuring that you receive precise, high-quality digital copies of your records—every time.
When choosing a scanning provider, always ask about their quality control procedures. Cutting corners on quality may save time upfront, but it can lead to serious problems down the road if your documents aren’t properly scanned and indexed.
Final Thoughts
Choosing the right document scanning company will help you create a more efficient, secure, and accessible way to manage your information. Taking the time to find a provider that meets your needs can help you free up office space, stay compliant, improve productivity, and streamline collaboration.
At SecureScan, we make document scanning simple, affordable, and hassle-free. Our team provides fast, high-quality scanning with personalized support every step of the way, ensuring your records are handled with care and precision. With over 22 years of experience, you can count on us to make the experience smooth and worry free.
Ready to get started? Contact us today for more information or request a free quote from one of our scanning experts.
