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Document Scanning Calculator: How to Work Out Scanning Volumes

Need to scan a huge pile of documents? Perhaps you’ve got filing cabinet upon filing cabinet to digitise. Our bulk document scanning services are designed to help businesses scan high volumes of paper files as they transition to a paperless environment. But, before you request a quote, it helps to know exactly how much you’re dealing with, which is why we’ve compiled this document storage calculator of sorts.

Do I Need a Document Scanning Calculator?

Sure, you might know you have 20 lever arch files full of paper documents that need to be scanned, but how many pages fit in a lever arch file exactly? How many documents are in a typical filing cabinet? What about in an archive box? Our document scanning calculator helps you work out precisely what you’re dealing with. We’ll then take care of the digitisation process for you. We’ll even securely destroy documents once you’re done with them via our Datashred service.

Calculating document volumes accurately is essential to make sure you’re paying the right amount for a document scanning job, helping you with budgeting and correct resource allocation.

How a Document Scanning Calculator Work?

No one has the time to count every page in a folder or filing cabinet, so our document scanning calculator is based on estimates. But it’s a quick and simple way to help you estimate exactly how many individual documents you have for scanning. 

Firstly, identify exactly what kind of documents need to be digitised as you move to a paperless model. This is likely to include:

  • Loose sheets of paper
  • Lever arch files
  • Box files
  • Archive boxes
  • Transfer file boxes
  • Expanding file holds
  • Foolscap document wallets
  • Filing cabinets

Our document scanning calculator is essentially an equation that allows you to determine exactly how many paper files you have, as you can:

  • Take the capacity of each lever arch file, wallet or cabinet
  • Work out how many individual documents are in there
  • Multiply this by the total number of files, wallets or cabinets you have
  • Use the total figure to request a document scanning quote

Document Storage Calculator Guide

From different sized filing cabinets to various types of files, our document storage calculator will help you work out exactly how many documents you have in your office. Each calculation is based on A4 sheets of paper. Bear in mind that totals are estimates and will vary depending on the number of file dividers in each individual file, and how tightly the paper has been packed.

Let’s start with how many pages fit in a lever arch file. A typical lever arch file holds around 500 pages, but one that’s been overfilled to bursting may hold up to 700 pages.

If there’s no space at all to squeeze in more documents and you dread unclipping the lever, estimate that it holds 700 documents. If it’s full but there’s still a bit of room in there, a typical estimate would be that it’s storing 500 documents.

Simply multiply the number of lever arch files you have by the estimated number of pages in each file, then you’ll be ready to get an accurate document scanning quote.

Our next document scanning calculator equation is for foolscap document wallets, which are often used for storing medical records, receipts or specific correspondence. Document wallets typically hold around 150 pages each.

For full document wallets, multiple the number of wallets you have by 150 to work out how many documents you have for digitisation.

Expanding files aren’t used so much any more, but if you’ve got a lot of archive documents on site, you might need this document scanning calculator equation. Due to their expanding nature, it’s more difficult to calculate exactly how many individual sheets are in each of these files, but they can fit around 300 pages.

Multiply 300 by the number of expanding files you have for a rough estimate of how many documents you have for scanning.

Expanding files aren’t used so much any more, but if you’ve got a lot of archive documents on site, you might need this document scanning calculator equation. Due to their expanding nature, it’s more difficult to calculate exactly how many individual sheets are in each of these files, but they can fit around 300 pages.

Multiply 300 by the number of expanding files you have for a rough estimate of how many documents you have for scanning.

Transfer file boxes are roughly the same size as lever arch files, but the documents are secured by a lid rather than a lever. To work out how many sheets you have stored in a transfer file box, use the same document scanning calculator equation as for lever arch files – each one typically holds 500 pages.

Box files are also similar in size to transfer file boxes, but they open up like a book instead. Each one can hold up to 500 pages. Use our document storage calculator to work out how many pages you have in your box file; multiply 500 by the number of box files you have, and you’ll have your total figure.

Archive boxes are also sometimes known as bankers’ boxes, and are sturdy boxes designed to hold somewhere between 2,500 and 3,000 pages. Most archive boxes tend to contain file dividers or drop files of some kind, so 2,500 is probably a safer estimate when using a document scanning calculator.

If you’re using Iron Mountain archive boxes, one of the most common types we see, bear in mind that these are slightly smaller, holding up to 2,000 documents. Adjust your calculation with this in mind.

The typical dimensions of a standard archive box for storing documents are: L 48cm, H 28cm, W 32cm. Work out which type of bankers’ box you have, then multiply either 2,000 or 2,500 by the number of boxes in your office to get your total.

Our final document scanning calculator equation is for a standard 4-drawer filing cabinet. If full, the average filing cabinet can hold up to 16,000 pages. Each individual drawer can hold around 3,000 pages, but if you squeeze extras in – which many of us do! – this could increase to up to 4,000. However, if your cabinet contains a lot of file dividers or has a decent amount of free space, reduce this figure by 10%.

Then, simply multiply the number of documents you think you have by the number of filing cabinets you have.

How to Prepare Your Documents for Scanning

Once you’ve used the document storage calculator to work out how many files you have for scanning, the next step is to prepare your documents for scanning. We ask that you remove all paper clips, staples and dividers from your paper files before handing them over to us. 

You’ll also need to identify exactly what type of documents you have to make sure you’re selecting the right type of scanning service. For example, you might require delicate item scanning for older or more fragile documents, or the extra level of security that comes with medical records scanning

At Restore Digital, we can handle all types of document scanning, helping you digitise your office with ease. Contact us today for a quote or if you have any questions about calculating your volumes.

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