How much paper do I have?
And how much is it going to cost to scan it all? Those are the two most often asked questions in this business. You may be storing records in 2, 3, 4 or 5 drawer file cabinets, lateral file cabinets, storage boxes, shelving, tubs, totes, shoe boxes, etc. It can be a bit overwhelming trying to wrap our heads around what we’ve actually got in storage.
So, let’s start with the basics.
Most of us can visualize an unopened ream of copier paper. Anyone that has worked in an office has probably torn open the wrapper and loaded all 500 sheets into a copier. If you take a ruler to the side edge of the stack it would measure out to almost exactly 2”. So, multiply by 6 (to get 12 inches) and we find that a linear foot of paper will equate to roughly 3,000 pages. This is a good working number for estimating the “maximum” number of pages that might be contained in any linear measurement.
But, it’s not that simple. In the real world, business records are not usually stored like this. They are often stored in file folders, envelopes, accordian files, binders, etc. Which will, in turn, add to the bulk and reduce the overall number of pages that we find in any linear measurement. Another point to consider is that there can often be printed information on both sides of a page. Most scanning services charge on a per image basis. Duplex or double sided printing can effectively double the number of images in a linear foot of records. So, we have to allow for these variations and base our estimate on ranges and experience.
Here are some good working numbers:
On shelving or in a filing cabinet: 1,800 to 2,200 images/linear foot
Storage box – 12” X 10” X 15”: 2,500 to 3,000 images/box
Storage box – 12” X 10” X 24” 3,500 to 5,000 images/box
Obviously, there are many factors that can move these numbers up or down – thickness and types of paper, number of file folders, single or double sided printing, folded oversize documents, how tightly the boxes are packed, etc. But, these numbers should at least get you in the ballpark when trying estimate a project.
Beyond that, you can always contact us and we’d be happy to help you sort it out.