How do I compare quotes from different scanning companies?

Look beyond the per-page rate. Check what is included: preparation (staple removal, sorting), OCR, indexing, quality assurance, collection, delivery media and project management. Ask for a total project cost rather than just a per-page rate. Request that each provider quote against the same specification so you are comparing like with like.

Should I visit a scanning company before hiring them?

Yes. A 30-minute facility visit reveals more than any brochure — you can assess equipment quality, security measures, workspace organisation, staff professionalism and documented processes. Any reputable provider will welcome a visit. Reluctance to allow visits is a concern.

How to Evaluate a Document Digitisation Company

Choosing a digitisation company is not simply a matter of comparing prices. The cheapest quote rarely represents the best value, and the wrong provider can leave you with poor-quality scans, missing pages, security concerns and unexpected costs. A structured evaluation process protects your investment and ensures the final output meets your needs.

Step 1: Define Your Requirements First

Before approaching any provider, document what you actually need. Vague requirements produce vague quotes that are impossible to compare meaningfully.

Volume: How many documents? Count in pages if possible, or estimate boxes (approximately 2,500 pages per standard archive box)
Document types: A4/A3, large-format, bound books, fragile material, photographs? Each type requires different equipment and handling
Preparation needed: Are documents stapled, paper-clipped, in ring binders, folded? Preparation is typically the largest variable cost
Output format: PDF, TIFF, or both? Colour, greyscale, or black and white? What resolution (200 DPI, 300 DPI, 600 DPI)?
OCR required: Do files need to be text-searchable? What level of accuracy is acceptable?
Indexing: How should files be named and organised? Simple sequential numbering, or indexed by metadata (date, name, reference number)?
Delivery: Files on a USB drive, uploaded to cloud storage, integrated into a document management system?
Timeline: When do you need the project completed? Is there flexibility?

Step 2: Request Sample Scans

Any reputable provider will scan a small sample of your actual documents at no charge or for a nominal fee. This is the single most valuable step in the evaluation process.

Send a representative sample — 50-100 pages covering the different document types and conditions in your archive. Assess the returned samples for:

Image quality — are they clear, legible, properly cropped and aligned?
OCR accuracy — can you search for and find text correctly?
File naming and organisation — does it match your specification?
File sizes — are they reasonable for the format and resolution?
Completeness — are all pages accounted for, including any that were blank, double-sided or unusual sizes?

Compare samples from two or three providers side by side. The differences in quality are often immediately apparent.

Step 3: Visit the Facility

A facility visit tells you more in 30 minutes than a website or brochure ever will. Look for:

Clean, organised workspace — not a chaotic warehouse with documents piled on the floor
Production-grade scanning equipment, properly maintained and calibrated
Secure document storage — locked cages or rooms for client materials, not open shelving in a shared space
Access control — did someone check your identity and sign you in? Were you escorted?
Staff who appear trained and professional — not temporary workers processing their first batch
Evidence of documented processes — QA checklists, project tracking boards, batch labels on boxes

If a provider is reluctant to arrange a visit, ask why. Legitimate reasons include scheduling constraints. Illegitimate reasons include not wanting you to see their actual setup.

Step 4: Check References

Ask for two or three references from projects similar to yours in size, document type and sector. Contact them and ask:

Was the project delivered on time?
Was the quality consistent throughout, or did it decline after the initial batch?
Were there any hidden costs or unexpected charges?
How responsive was the provider when issues arose?
Would they use the same provider again?

Step 5: Compare Quotes Properly

A per-page rate is not a per-page rate unless you know exactly what is included. Two providers quoting 8p and 12p per page may actually cost the same — or the 8p quote may end up more expensive — once you account for what is included.

Ensure every quote explicitly states what is included and what is extra:

Preparation: Staple removal, unfolding, clip removal, sorting — included or charged separately?
Scanning: Per page or per image? (A double-sided page produces two images)
OCR: Included in the per-page rate or an additional charge?
Indexing: Basic file naming included? Metadata extraction extra?
Quality assurance: What QA is included — 100% review or sampling?
Collection and return: Are transport costs included?
Output media: Is a USB drive or cloud upload included or charged separately?
Project management: Included or billed additionally?
Minimum charges: Is there a minimum project size or fee?

Step 6: Review Contract Terms

Before signing, check:

Data Processing Agreement — present and comprehensive
Liability and insurance — what happens if documents are lost or damaged? What is their professional indemnity cover?
Turnaround commitments — is the timeline in the contract with remedies if missed?
Payment terms — is payment due on completion and acceptance, or upfront?
Quality guarantees — what happens if output does not meet the agreed specification?
Change process — how are scope changes handled and priced?
Cancellation — what are the terms if you need to cancel or pause the project?

Get a Free Quote

Every project is different, so the best way to understand your options is to get in touch with our team. We provide clear, no-obligation advice — usually within the same day.

Call us on 01691 650355 or use the form below.