If you’re considering digitising your paper records, one of the first questions you’ll probably ask is “How much does document scanning cost?”
The honest answer is it depends.
While many UK document scanning projects cost somewhere between 2p and 10p per page or £60 to £150 per archive box, every project is different. Factors such as the volume of paperwork, document condition, indexing requirements and OCR (Optical Character Recognition) all influence the final price.
Rather than focusing solely on price, it’s important to understand what you’re paying for and how to achieve the best long-term value for your business.
What affects document scanning costs?
Professional document scanning companies will usually assess several factors before providing a quotation.
Volume of documents
The more documents you have, the lower the cost per page is likely to be.
A project involving hundreds of archive boxes is generally much more cost-effective than scanning just a few folders because the setup time is spread across a much larger volume.
Document condition
Clean, organised A4 paperwork is quicker and easier to scan than damaged, folded or fragile documents.
If paperwork contains staples, paperclips, sticky notes or torn pages, additional preparation may be required before scanning begins.
Document size
Standard A4 documents are usually the most economical to digitise.
Larger documents such as A3 drawings, architectural plans, engineering drawings and bound books often require specialist equipment, which can increase costs.
OCR (Searchable PDFs)
Many businesses choose to add Optical Character Recognition (OCR) to their project.
OCR converts scanned images into searchable documents, allowing you to find keywords, names, invoice numbers or reference numbers in seconds.
Although OCR may increase the overall project cost slightly, it can save countless hours when searching for information in the future.
Indexing and file organisation
Scanning creates digital files, but how those files are organised is equally important.
Some businesses simply require folders of PDFs, while others need documents indexed by client name, employee number, invoice reference or date.
The more detailed the indexing, the more time is required during processing.
Typical document scanning costs in the UK
Every project is different, but as a general guide, businesses can expect:
| Project Type | Typical Cost |
| Bulk document scanning | Around 2p–10p per page |
| Archive box scanning | Approximately £60–£150 per box |
| Large format drawings | Higher due to specialist equipment |
| Bound books | Higher due to careful manual handling |
These figures should always be treated as a guide rather than a fixed price.
How can you reduce document scanning costs?
There are several ways to make your project more cost-effective.
- Scan larger volumes in one project rather than several smaller jobs.
- Remove duplicate paperwork before sending documents for scanning.
- Keep documents organised wherever possible.
- Decide what level of indexing you actually need.
- Discuss whether originals should be returned, securely stored or confidentially shredded once the project is complete.
A professional scanning company can also advise on the most efficient approach based on your specific requirements.
Is document scanning worth the investment?
For many organisations, the biggest savings come after the scanning project has finished.
Digitising paper records can help businesses:
- Reduce office storage requirements.
- Eliminate archive storage costs.
- Find documents instantly.
Improve collaboration between teams. - Support remote and hybrid working.
- Protect valuable business information.
- Improve GDPR compliance and document security.
Many organisations also reclaim valuable office space previously occupied by filing cabinets and archive boxes.
Is the cheapest quote always the best?
Price is important, but it shouldn’t be the only consideration.
When comparing quotations, consider:
- Experience handling your type of documents.
- Secure collection and transportation.
- GDPR-compliant processes.
- Image quality and quality assurance.
- OCR accuracy.
- Indexing options.
- Turnaround times.
- Confidential shredding or secure document storage.
Choosing an experienced document scanning provider often delivers better long-term value than simply choosing the lowest price.
What information will you need to provide for a quote?
To provide an accurate quotation, most document scanning companies will ask:
- Approximately how many archive boxes or pages do you have?
- What types of documents need scanning?
- Are they standard A4 documents, bound books or large format drawings?
- Would you like searchable PDFs using OCR?
- Do you require document indexing?
- Should the originals be returned, securely stored or confidentially shredded?
Having this information available helps produce a faster and more accurate quotation.
Use our sheet page calculator to get an idea on how much scanning you will likely have.
What Next?
Document scanning costs vary because every archive is different.
While many UK projects fall within the region of 2p to 10p per page or £60 to £150 per archive box, the best way to understand the cost of your project is to request a tailored quotation based on your exact requirements.
At Archive & Document Scanning, we take the time to understand your documents, recommend the most suitable approach and provide a transparent quotation with no unnecessary extras.
Whether you have a handful of archive boxes or an entire records room to digitise, our experienced team can help you make the move from paper to digital with confidence.
FAQs
How much does document scanning cost per page?
For larger business projects, document scanning typically costs between 2p and 10p per page, depending on the volume, document type and any additional services required.
Is OCR included with document scanning?
Not always. OCR is often offered as an optional service that converts scanned documents into searchable PDFs.
How long does document scanning take?
Turnaround times vary depending on the size of the project. Smaller jobs may take just a few days, while larger archive projects can take several weeks.
Can my original documents be shredded after scanning?
Yes. Many businesses choose confidential shredding once they have confirmed the digital files have been received and checked.
Are my documents secure during scanning?
Professional document scanning providers follow strict procedures for handling confidential documents, including secure transportation, controlled access and GDPR-compliant processes.
Can you collect documents from our office?
Yes. Many document scanning projects include secure collection from your premises before documents are transported to a secure scanning facility.
We provide both on-site scanning and off-site scanning.
