Plan your digitization project · About 3 minutes

Document Scanning Project Estimator

Not sure where to begin? You do not need exact quantities or technical knowledge. Tell us what you have using the measurements you know, and we will help estimate the volume, identify the right scanning approach, and provide preliminary budget guidance.

1. Describe what you haveUse boxes, cabinets, shelves, drawings, or microforms.
2. Tell us how you will use itShare what you know about finding, searching, and receiving files.
3. Get planning guidanceSee estimated volume, a broad budget range, and a recommended next step.

We manage the entire process

Polar Imaging can securely collect your records, prepare and scan the documents, organize and name the files, make typed text searchable, complete quality checks, deliver the digital collection, and return or securely destroy the originals according to your requirements.

Step 1 of 5Document types

What types of records do you need scanned?

Select all that apply. We keep each media type separate because the equipment, handling, and pricing requirements are different.

How much material do you have?

This is the only required step. Use the measurement you know best for each group of records, and do not count the same records as both boxes and filing space.

Standard paper documents

Estimates use 2,250 to 3,000 pages per full banker-box equivalent, with 2,500 as the likely planning value.

Which measurements do you know? Select all that apply. We will only show the questions you need.
Standard banker boxesTypical 12 × 15 × 10 inch box
Large file boxesTypical 15 × 24 × 10 inch box
Occupied filing spaceMeasure the shelf or drawer space actually filled with paper
Two-drawer vertical cabinetsUse the fill level if the drawers are not full
Four-drawer vertical cabinetsUse the fill level if the drawers are not full
Five-drawer lateral cabinetsUse the fill level if the drawers are not full
BindersChoose the closest spine size
Your best guess in banker boxesImagine packing the records into standard office file boxes. A rough guess is enough to continue.

Oversized drawings

Enter individual sheet quantities by size. These will not be added to the standard-paper estimate.

Small drawingARCH A, 9 × 12 inches
Medium drawingARCH B, 12 × 18 inches
Large drawingARCH C, 18 × 24 inches
Standard blueprintARCH D, 24 × 36 inches
Extra-large drawingARCH E, 36 × 48 inches
Other or mixed sizesUse this when exact dimensions are unknown

Microfilm and microfiche

Frame estimates are reported separately from all paper quantities.

16 mm microfilm100-foot rolls
16 mm microfilm215-foot rolls
35 mm microfilm100-foot rolls
MicroficheIndividual fiche sheets
Microfiche filing spaceApprox. 100 fiche sheets per occupied inch
A rough estimate is fine. If you are unsure, enter what you know and describe the uncertainty later. Polar Imaging can validate quantities from photos, samples, or a site review.

Volume is all we need for an initial estimate. Additional details help us provide more tailored guidance.

Optional: Help Us Tailor Your Guidance

You can skip these questions and still receive your estimated volume. Share whatever you know so our scanning specialists can better understand the work involved and recommend the right approach.

No technical knowledge neededApproximate answers are helpful. Choose “I’m not sure” whenever you would like our team to recommend an approach.
Examples: HR, legal, AP, permits, client, medical, or property files.
An approximate number is fine. This helps us understand how many individual digital files may need to be created.
How are the documents fastened or organized?Fasteners and bindings need to be removed before scanning. An approximate answer helps us understand the preparation involved.
How should people find each file?Names, numbers, dates, or document types can be captured so staff can find the right file later.
List any information that should be captured or included in the file name. If you are unsure, describe how you currently find or organize the records.
Grouping affects how people open, share, and retrieve the documents.
This helps us plan a secure delivery that fits your current tools.
Should people be able to search for words inside the documents?This makes typed content searchable after scanning and is sometimes called optical character recognition, or OCR.
Do you require additional verification beyond our standard image-quality checks?Every project includes image-quality checks. Additional verification may suit critical, regulated, or high-risk records.

Secure handling is standard. Every Polar Imaging project includes confidential handling and documented chain-of-custody procedures.

Optional: Tell Us About Turnaround and Priorities

These answers help us understand your required turnaround and recommend a practical delivery plan, including whether a rapid conversion or phased Scan to Zero approach may fit. Skip anything you do not know.

What is your main priority?
Will staff need files while the project is underway?Polar Imaging can provide request scanning services for records that are needed before their scheduled conversion.

Your Estimated Project Volume

Review your estimated quantities below. Submit your project details and our team will confirm the scope and prepare a customized quote.

Standard paper00 to 0 estimated pages or images
0 banker-box equivalents
Oversized drawings0individual sheets, scoped separately
Microfilm and microfiche00 to 0 estimated frames

Recommended next step

Your Preliminary Planning Range

Based on the volume and requirements provided, these broad ranges can help with early budgeting. They are not formal quotes.

Standard paper documentsReview requiredPreparation, indexing, searchable text, quality control, image type, and delivery can affect final pricing.
Oversized drawingsReview requiredDrawing size, colour requirements, condition, folds, bindings, and special handling can affect final pricing.
Microfilm and microficheSample review requiredFilm type, image density, condition, indexing, and output requirements must be validated before pricing.

Amounts are shown in Canadian dollars before applicable taxes. Final pricing may vary based on document condition, preparation, indexing, output, delivery, and other project-specific requirements.

Make the Project More Manageable with Scan to Zero

A project in this planning range may be completed through a predictable monthly program. Polar Imaging can take custody of the records at the beginning so you can regain the space while scanning continues according to an agreed schedule.

This 36-month illustration is for preliminary planning only. Other terms, including 12, 24, and 48 months, may be available after review. Request scanning can keep priority files accessible throughout the project.

Ready for a project-specific quote?

Send your estimated volumes and requirements to Polar Imaging. A specialist will review the information and follow up with recommendations and confirmed pricing.

Request My Project Quote

Confirm the Approach with a Proof of Concept

Many projects begin with a representative sample. This allows Polar Imaging to validate preparation, image quality, document separation, indexing, naming, and delivery requirements before confirming the complete project scope and price.

No obligation. A Polar Imaging specialist will review your information and follow up. Final volumes, turnaround, scope, and pricing are confirmed after review.

View the project details we will send
This summary will be included with your request so our team can respond with more useful guidance.
Your project details are ready

Paste the copied summary into the Project Details field below, then provide your contact information.