There are frequently asked questions about document scanning, records storage, and document shredding—so here we do our best to provide all answers. This section is meant to help answer some of the ones we get asked the most the services we offer. If you instead want to speak to one of our experts in person, no problem.
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The time on a document management project genuinely depends on the type of service that you’re requesting. If you’re looking for document or records storage, we can usually be at your location within 24 hours. That being said, if you request additional services, it might take some time to prep your files for storage.
Steps to Prepare for a Document Scanning Project:
1. Go through every document and remove staples, paper clips, tape, or any other material that might cause sheets to stick together. This helps ensure that all pages are separate before you begin scanning, makes the process faster, and ensures no pages are missed.
2. Be very careful how you use tape. Tape should only be used for items like plane tickets, receipts, business cards, etc., Be sure to tape each of these items evenly and straight in the middle of a sheet of paper- and only tape items on one side of a sheet of paper – never both sides so they’re not missed or difficult to scan.
3. Straighten out any folds in pages. Any information in a folded section will not be scanned, so it’s critical to ensure that all parts of each page are visible. You should also straighten out bent corners.
4. Arrange all documents that are going to be scanned in the order that you plan to have them scanned in to streamline the process and make the entire conversion go a little faster. Planning ahead of time is a lot easier than trying to do it after you start your scanning project. This step is critical If you have an employee or scanning service scanning documents for you.
5. Some scanners allow multiple pages to be fed into the machine at once, while others will only accept one page at a time. Before you start, determine the scanner’s limits and do a test run to see how long each document takes to scan. Make batches that match the scanner’s limits ahead of time, keeping all of them in the proper order.
When planning a document scanning service with DoxVault, you’ll need to calculate the number of documents you have to scan in order to get a picture of the size and costs of your project.
The most common methods used to estimate your papers is by the number of bankers boxes or file boxes you have, or how many sheets of paper per inch you have in a filing cabinet or shelf.
We’ll usually start by asking you how many boxes you have to store or scan, but here’s some more specific information on how you can get to that number to receive an accurate quote.
How Much Paper Can Fit In a Standard Bankers Box or Copy Box:
A standard banker/copy box is usually 12.5” W x 15.5” D x 10.5” H.
Depending on the type of paper and the amount of file folders you have in each box, you can fit approximately 2,000 to 2,500 sheets of paper in a standard bankers box.
How Much Paper Can Fit In a Large File Box
A large file box is usually 15” W x 24” D x 10.5” H.
Depending on the type of paper and the amount of file folders that you have in each box, you can fit approximately 4,000 to 4,500 sheets of paper in a large file box.
How to Measure Your Documents Per Inch
The number of documents per inch on a shelf or in a filing cabinet depends on how tightly the papers are packed together.
On average, you can figure that you’ll have around 150 to 200 sheets per inch of space on your shelf or cabinet.
To estimate how many boxes of documents you have, consider this:
- If your documents aren’t packed tightly and you have 150 sheets per inch, then you need 1 standard bankers box for every 13–16 inches of space on your shelves.
- If you can’t fit one more piece of paper on your shelf, you’re probably closer to 200 sheets per inch. In that case, you’ll need 1 standard bankers box for every 10–12 inches of space on your shelves.
Although this is an approximate number, it will give you an idea of how many boxes you have, or approximately how many actual documents that you need to scan.