Frequently Asked Document Management Questions

We’ve accumulated the most common questions new customers have when looking to outsource their document management.

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Whether you keep files on hand at home or in the office, there are a ton of options when it comes to file cabinet sizing. The number of documents that can fit inside a filing cabinet varies depending on the dimensions of each drawer (capacity) and the total number of drawers on the cabinet, as well as the make and model of the cabinet.
Below are some simple calculations you can use to estimate the number of sheets of paper that fit into the most common types of filing cabinets.

Filing Cabinet Type Number of Documents
18″ Vertical File Drawer Cabinet 3,200 sheets per drawer
24″ Vertical File Drawer Cabinet 4,200 sheets per drawer
36″ Lateral Drawer Cabinet 6,300 sheets per drawer
48″ Drawer File Cabinet 8,400 sheets per drawer

In cases where documents are kept loose or stored in non-standard storage containers, it may be easier to calculate the amount of paper to be scanned based on a ruler measurement.

The average sheet of paper is 0.05 to 0.10 millimeters thick depending on the gauge, but a good rule of thumb is approx 175 sheets of paper per inch. That means for every foot of paper, you will have approx. 2,100 documents. If your documents are tightly packed, you could have up to 200 sheets per inch, or 2,400 documents per foot.

Human resources document scanning enables you to convert resumes, cover letters, job applications, and any other hiring documents into easy to share and store digital files, creating a seamless workflow for your HR department.  Once digitized, sharing and collaborating with team members to view an applicant’s credentials becomes as easy as sending an email,  making the hiring process simple and efficient.





Yes. SecureScan’s Human Resources scanning service allows you to convert your existing paper records into PDF or TIFF files, making it easy to upload your data into your existing Human Resources Management System. PDF files are compatible with most HRM systems including Workday, SAP, BambooHR, and ADP.

A standard banker’s box stores around 2500 documents. The average cost for document scanning is .09 per document. Scanning a standard box of records typically costs about $225.

Invoice scanning is the process of converting paper invoices into digital files, most commonly .PDF files, for use in an ERP system. After the invoices have been scanned, important data from each invoice is extracted and converted into machine readable text, enabling better organization and text based search capabilities.

OCR, or optical character recognition, is a technology that analyzes printed text, and converts that information into editable / searchable text. This technology is especially useful when scanning invoices for accounts payable purposes because in most cases, several fields need to be extracted from each invoice to ensure that information is useful for business purposes.

By automating this process with OCR, much of the manual data entry typically required to process an invoice is mitigated. This generally adds up to huge cost savings over time by reducing the overhead associated with manual labor.

Since microfiche are stored in sheets, it can be difficult to estimate the number of images you have. Understanding the volume of microfiche you need to scan is one of the most important aspects of your project.

One easy way to ballpark the number of images you have is to use a ruler. Create a stack 1 inch thick of individual sheets, and then count the number of sheets x the number of images per sheet. You can use that measurement to get a very basic estimate.

The exact cost of scanning microfiche varies depending on a number of factors including:

  • Number of sheets scanned
  • Type of fiche
  • Final resolution
  • Indexing requirements
  • Whether or not you require OCR
  • Schedule – How fast do you need to scan?

In general, the average cost of scanning a single microfilm sheet is $0.75 – $1.25/sheet for jacket fiche (16mm and 35mm) and $3 to $5 for COM fiche. If you have a roll of microfilm, the cost to scan it is going to cost somewhere around $85 depending on the number of images on the roll.

You can also try our document scanning cost calculator for a more detailed estimate, which factors in additional costs based on your requirements.

There are a number of ways you can choose to index your microfiche images after scanning. Some systems use sequential numbering or other basic numeric references that can be captured along with the corresponding image. Many jackets contain jacket labels which can also be extracted via OCR. CAR jackets ( computer aided retrieval) are generally given a unique reference number using a grid pattern to locate its position in the jacket. All of this information can be captured and added as metadata on an image, making it possible to instantly retrieve your file with a simple text based search.