Service and Price Guideline

Full Service Scanning Solutions Include:

  • Secure Document Pick-Up and Delivery, by ProScan Employee/s (for Off-Site Services)
    • First Trip Included (up to 50 miles)
      • Additional Trips or Trips over 50 Miles Priced Separately
  • Document Preparation
    • Includes: Removing Binding Elements, Locating/Moving Sticky Notes, Etc.
  • Document Scanning (Custom Scan Settings + OCR)
  • Document Indexing (Indexing Fields TBD by Client)
  • Quality Control
  • Digital File Delivery
    • Output Options: Via ProScan’s ECM Software, Integration with Client ECM Software, or External Media (CD, DVD, Flash Drive, External Hard Drive, Etc.)
  • Document Destruction (If/When Desired, and Only Upon Written Permission)

Additional Service Details:

  • Document Destruction:
    • After the scanning process is complete, and the electronic files have been received and reviewed by the client, ProScan can provide document destruction services through its partner, Proshred Security.
      • Document destruction is only performed after written consent is given.
      • Client will receive a certificate of destruction upon completion of the shred.
      • This service is included in the overall project cost.
      • ProScan can provide temporary storage of the originals until destruction
        • Timeframe for storage and destruction will be established with client
  • Scanning Requirements:
    • File Size:
      • While ProScan will not charge differently for color vs. black and white scanning, or for 200 vs. 300 DPI resolution, these settings will dramatically affect the size and quality of electronic files
        • ProScan will evaluate client documents to provide the client with the highest quality image at the most reasonable file size.
    • Indexing:
      • ProScan will index the files for easy retrieval using name conventions, established with the client
      • Indexing costs will depend on the number of manual indexing fields
        • Price will vary with the addition of manual indexing fields
      • There is no charge for automatic or DataXChange fields, or for file grouping.
      • For all indexing fields, ProScan requests that they are readily apparent/available.
    • Text Searchable Documents
      • ProScan can OCR images to create text-searchable PDF files. This will dramatically assist with document retrieval and locating pertinent information within files, and is provided at no additional charge.
  • Off-Site Scanning and File Retrieval:
    • ProScan understands that client files are important to daily operation and will remain available to the client during the off-site scanning process in case a file is needed.
      • Requested files will be pulled, scanned, and sent to client contact within 24 hours of the request being made.
      • This service is provided at no additional charge to the client.
    • Additionally, securing for your confidential information is ProScan’s top priority, which is why we maintain the highest level of security measures and protocols.
      • For more details, please see “Security Outline for Off-Site Service Consideration”
  • On-Site Scanning:
    • ProScan understands that some clients prefer to keep their documents onsite, and we can provide on-site scanning, if requested by the customer.
    • Additional travel and setup fees will be associated with onsite scanning, and can be quoted based on individual job requirements.
    • In order to accommodate on-site scanning, our customer service professionals will need an area where they can setup. This area must provide adequate work space, lighting, electrical outlets, and often an internet connection. We ask that all the material already be staged in the space for our customer service professionals. If you require our help moving and/or staging the materials we would be happy to help, but there will be separate labor charges associated.
  • Billing Structure:
    • ProScan can complete and invoice work in batches
      • Invoicing and payment structure can be established based on client need

Price Guideline for Full Service Scanning – Standard Size Documents:
(Note: Wide-Format Pricing is Listed on the Following Page)

  • No Prep (Client Prep)*:
    • Light Indexing (1 Manual Field):
      • Approximately $125-$175/copy box (approximately $0.05-$0.07/page)
    • Medium Indexing (2 Manual Fields):
      • Approximately $150-$200/copy box (approximately $0.06-$0.08/page)
    • Heavy Indexing (3 Manual Fields):
      • Approximately $175-$225/copy box (approximately $0.07-$0.09/page)
  • Light Prep:
    • Light Indexing (1 Manual Field):
      • Approximately $150-$200/copy box (approximately $0.06-$0.08/page)
    • Medium Indexing (2 Manual Fields):
      • Approximately $175-$225/copy box (approximately $0.07-$0.09/page)
    • Heavy Indexing (3 Manual Fields):
      • Approximately $200-$250/copy box (approximately $0.08-$0.10/page)
  • Medium Prep:
    • Light Indexing (1 Manual Field):
      • Approximately $175-$225/copy box (approximately $0.07-$0.09/page)
    • Medium Indexing (2 Manual Fields):
      • Approximately $200-$250/copy box (approximately $0.08-$0.10/page)
    • Heavy Indexing (3 Manual Fields):
      • Approximately $225-$275/copy box (approximately $0.09-$0.11/page)
  • Heavy Prep:
    • Light Indexing (1 Manual Field):
      • Approximately $200-$250/copy box (approximately $0.08-$0.10/page)
    • Medium Indexing (2 Manual Fields):
      • Approximately $225-$275/copy box (approximately $0.09-$0.11/page)
    • Heavy Indexing (3 Manual Fields):
      • Approximately $250-$300/copy box (approximately $0.10-$0.12/page)

*No Prep/Client Prep: To effectively prepare the documents for imaging, document preparation must include removal of binding elements, locating and moving sticky notes so they don’t interfere with the image(s), and adjusting pages for scanning (this includes aligning any loose, smaller pages and/or unfolding any larger pages).

  • This must be accomplished to qualify for “no preparation” status.
    • However, clients unable to complete the full preparation, can still help lower their per page cost by assisting with the preparation at any level.
      • The level of preparation conducted by the client can be discussed and reviewed by ProScan to determine the amount of cost savings.

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