Most of our customers and prospects look at a wall of file cabinets or room full of boxes and immediately think “there must be a million pages here”. They may be right, but they may be wrong. The correct answer or as close as you can get to the correct answer is extremely important in terms of the total cost of your imaging project and justifying your project.
If the cost to scan, prep, index and re-assemble (I don’t like just saying the “cost to scan”, since scanning is far more complicated than a single step) is $0.10 per page it makes a big difference if you have 1,000,000 pages or 100,000 pages. There is a huge difference between a budget of $100,000 and $10,000. As an example of how important page count is to the total project budget lets see what the budget is if we increase the cost per page by 50%.
If the project includes 100,000 pages and the cost per page increases by 50% to $0.15 per page, the budget increases from $10,000 to $15,000. $5,000 is a lot of money, but that difference is not usually a show stopper. So if a prospect call us and says “I need a quote to scan 100,000 pages”, we can misjudge the complexity of the project by 50% and not really jeopardize the budget or shock the prospect.
If the prospect had said, “I think we must have 1,000,000 pages to scan”, then it really doesn’t matter what the price per page is, the nominal amount of the budget increases so dramatically that it does become a show stopper. Of course 1,000,000 pages at $0.10 is $100,000, much different than $10,000. Even if we are off on the price by 50%, $150,000 is really not in a different league than $100,000.
This is why page count is so important. Take a close look at the documents in the file cabinets and in the boxes. Maybe there are documents that really don’t need to be scanned, which may significantly reduce page count. Take some test counts of the pages in each box or each folder and try to accurately extrapolate out the total number of actual pages that will be scanned. You might also be able to split the project into smaller parts to spread the budget out over a longer period of time.
Price per page is important and there are many variables that go into the cost of any project. However, an accurate estimate of the total page count will typically have the largest impact on total project cost.