Welcome to the Recordsforce Scanning Project Estimate Generator

Let’s get started!

This page helps establish how many images or sides of pieces of paper you have. We use this as part of the estimate for document preparation and scanning. Getting your answers as close as possible will make your estimate more accurate. 

Regarding: “What do you call these records?”

Let us know what you’d like your records to be called. Here are some examples:

  • Patient Medical Charts
  • Device History Records
  • Loan Files 
  • Purchase Orders
  • Invoices 
  • Employee Files

Regarding: “How are you storing your files?”

Select how you store your files. Sometimes people have files stored in multiple box types or cabinet types, for the purpose of this estimate pick the options that most commonly apply to your files. 

Step 1 of 7

In 1.2 cubic foot boxes In 2 foot boxes In files that are in file cabinets In files that are on shelves

On this page, we finish estimating the number of images you have and estimate the number of total files you have. Estimating the number of files is important for Recordsforce to extract key data from your files to enable later search and retention. Since the data extraction typically occurs at the file level (rather than the page level), understanding how many files you have will help us understand the effort and cost to perform your data capture.

Regarding “How many files in each box, cabinet, or shelf on average?” 

Here is an examples that should help define your project:

Example: you have 1000 invoices in a box, shelf, or cabinet, each invoice includes an average of 2.5 pages (2500 pages).  We are asking for the number of invoices (files = 1000), not the total number of pages (pages = 2500)

To make this quote more accurate, go through a couple of your boxes or your filing cabinets/shelves and count how many files are in each and then create an average of the boxes you sampled.

The quote estimator only handles jobs that have indexing at the record level. If you require data capture from documents inside of records, and those documents have different field requirements, we will need to create a custom quote for you.

I Need A Customized Solution!

Step 2 of 7

How Much Paper Do You Have?

Keep it Going!

Understanding the condition of your files is important to estimate the effort it will take to get them ready to run through our specialized scanning equipment. Describing your files accurately will help you receive a quote that is as close to your actual cost as possible. Be honest! We won’t tell anyone!

Pro tip: If you have messy documents, a great way to save money on the document preparation step of your project is to turn those documents into clean ones by removing staples, taping down sticky notes and smoothing out creases on your documents!

Step 3 of 7

Clean Docs Folders Messy

Delivery Format

Search data is often a common part of an imaging project. Our clients often have Recordsforce locate and extract key field information from their documents as part of our service. If you have additional data capture requirements that this form does not contain, please let us know and we can create a custom solution just for you.

Regarding: "Which describes your requirements best?"

You may want PDFs that are named based on information on your files (Ex. Patient Name, DOB), you may want those PDFs to be fully text searchable, or you may just want images and data ready for import into your own system. 

OCR text data is created when the computer reads the image of your document and attempts to convert it back into a text file. It helps aid finding keywords in your documents and makes searching a lot easier.


Step 4 of 7

Data Capture Requirements
Named files Named files plus a label based on a value in the document Fields indexed, ready for batch import
Yes No
Yes No

Data Extraction and Indexing Requirements

Recordsforce can capture any data off any document. All we need to know is what you want and where to find it! If you have requirements that can not be captured by our estimator, give us a call and we can create a custom quote for you quickly and easily!
Extracted data fields provide data that allow for searching in an Electronic Content Management system like Recordsforce Cloud. If you are planning on importing your digitized documents into a storage system, consider the fields that will help you search for and organize your records, such as Document Date and Client Name.
Don’t need Recordsforce to do anything but scan the documents and deliver digital images to you? No problem! We do that too.

Step 5 of 7

Pick all of the values you require for indexing. For more information about indexing, see the panel on the left.

First Name Last Name Full Name Date
City State Zip Address 1 Address 2
Phone Email
Invoice # Order # PO # Dollar Amount SSN NID Tax ID Tax Amount Due Date Received Date Order Date Check Number Voucher ID

Delivery Your Way

Regarding: “Choose how you like your project delivered to you”

Select how you would like your project delivered. We have 3 primary delivery options:

  1. SFTP: If you have an SFTP server, we can send the files to you. If not, you can download a free SFTP client and download the files securely from our servers.
  2. Encrypted thumb drive: Only supported up to 2TB. We recommend having a backup created either by us or your IT department immediately upon receipt of the device.
  3. Recordsforce Cloud Hosting: The easiest and fastest way for you to start managing your digital files.

Regarding: “How would you like your files handled after the project is completed?”

Recordsforce always physically stores your documents for three months after your project is complete for customer quality review. Tell us how you’d like your records handled after the project is complete. Have your files returned or have them stored in our climate controlled, fire protected warehouse and then securely shredded when required, or even stored for years.

Regarding: “Do you want Recordsforce to keep a backup of your project?”

Recordsforce can keep a backup of your project if required. We recommend doing so if you plan to have your project delivered via an encrypted thumb drive.

Regarding: “Do you want Recordsforce to provide transport of files from your location?”

Recordsforce can send a team to pack and transport your records back to our secure, SSAE-18 SOC 1 Type II compliant scanning facility.

Step 6 of 7

Deliver via SFTP Deliver on a thumb drive Delivered to the DogMgt cloud storage option
Files returned reassembled to pre-scanning state Files returned in boxes in the order they were processed, but not reassembled Store for 3 months and then shred Store until destruction date
Yes No
Yes No

The Price is Right

Thank you for completing our scanning project quote generator! The generator is meant to provide you with a customized solution and estimate that represents a very close approximation of what your project would cost with Recordsforce. We bill based on actual volumes, and some estimates require change once a deeper planning conversation has occurred.  This estimate is not a guarantee of the final price. 

Please tell us more about you and where to send your free scanning estimate!

We are not a third-party data provider and will not share your information or spam your inbox.

Have more questions or ready to schedule a meeting?

Call us at (603) 766-8000

Step 7 of 7

Tell us a little about yourself so we can customize your estimate

Thanks for completing your estimate!

Based on your submission you have 0 linear feet of files containing 0 files.

The described condition of your files is estimated to produce 0 images per linear foot of records resulting in a total image count of 0 images. The way your files are organized and their described condition will take our document preparation team approximately 0 hours to get your job ready for scanning. The document preparation cost is estimated to be 0.

Based on your total image count, your scanning is estimated to cost 0.

Indexing includes the fields NA and contain 0 characters per file to index. With 0 files, your estimated cost to index this job is 0.

You selected an option which NA will have a cost of 0 based on your 0 images.

You elected to receive your files NA and you have NAselected a back up for this project.

At the end of this project your records will be NA at a cost of 0 per year.

Your total estimated cost for this project based on the options you’ve selected is 0

IMPORTANT NOTE: because you chose features that require customization, such as custom indexing fields or delivery, your quote will require some additional information. In order to finalize your estimate, we'll need a few more details that are more easily communicated via the phone or email.