How Our Scan-and-Shred Service Works: Costs and Benefits
Our scan-and-shred service combines the best of digital transformation with security. Here's exactly how the process works, what it costs, and why businesses across the South West choose this solution.
📄 Service Area Notice
Our document scanning services are available across the South West, with larger projects taken on further afield. Shredding services are available in Dorset, Somerset, Wiltshire, and Devon.Discuss Your Project
The scan-and-shred service has become increasingly popular as businesses recognize the need to maintain digital access to important documents while eliminating the security risks and storage costs of physical paperwork. Here's your complete guide to understanding how this service works and whether it's right for your business.
The Complete Scan-and-Shred Process
Our scan-and-shred service follows a carefully designed 8-step process that ensures your documents are handled securely from start to finish:
Step-by-Step Process:
Initial Consultation & Assessment
We assess your document types, volumes, and specific requirements. This includes determining scanning resolution, file formats, and naming conventions.
Secure Collection
Your documents are collected in secure, tracked containers with full chain of custody documentation. All staff are vetted and trained in data protection protocols.
Document Preparation
Documents are sorted, indexed, and prepared for scanning. Staples and clips are removed, and any damaged pages are carefully handled to ensure the best possible scan quality.
High-Quality Scanning
Professional-grade scanners capture documents at 300dpi minimum, with OCR (Optical Character Recognition) applied to make documents searchable.
Quality Assurance
Every scanned document is checked for quality, completeness, and accuracy. We ensure all pages are captured and readable before proceeding.
Digital Delivery
Scanned documents are delivered via secure cloud storage, encrypted drives, or your preferred method. Files are organized according to your specifications.
Client Approval
You review and approve the digital files before we proceed with destruction. This ensures you're completely satisfied with the scanning quality.
Secure Destruction
Original documents are securely shredded to BS EN 15713 standards, with certificates of destruction provided for your records.
Pricing Structure and Cost Factors
Our scan-and-shred pricing is transparent and based on several key factors. Understanding these elements helps you budget accurately and choose the most cost-effective approach for your needs.
Core Pricing Components
| Service Component | Pricing Basis | Typical Range |
|---|---|---|
| Document Scanning | Per page or per box | £0.08-£0.25 per page |
| Secure Shredding | Per bag or per box | £8-£15 per bag |
| Collection & Transport | Per visit or included | £25-£75 or included |
| OCR Processing | Per page (optional) | £0.02-£0.05 per page |
| Index Creation | Per document or hourly | £0.10-£0.30 per document |
Volume Discounts and Packages
Larger projects benefit from significant economies of scale. Here's how volume affects pricing:
📄 Small Projects
1-10 boxes or under 2,000 pages
- • Standard per-page pricing
- • Minimum project fee applies
- • 5-10 working day turnaround
📦 Medium Projects
10-50 boxes or 2,000-15,000 pages
- • 15-25% volume discount
- • Free collection included
- • 10-15 working day turnaround
🏢 Large Projects
50+ boxes or 15,000+ pages
- • 30-40% volume discount
- • Dedicated project manager
- • Custom delivery timeline
Key Benefits and ROI
The scan-and-shred service delivers both immediate and long-term benefits that often justify the investment within the first year:
Immediate Benefits
Space Liberation
Free up valuable office space immediately. One filing cabinet typically becomes just a few GB of digital storage.
Enhanced Security
Eliminate physical document theft risks while maintaining secure digital access controls.
Instant Access
Search and access documents in seconds rather than hours of manual filing cabinet searches.
Compliance Assurance
Meet both retention requirements (digital copies) and destruction obligations (secure shredding).
Backup Protection
Digital documents can be backed up and replicated, eliminating the risk of losing irreplaceable originals.
Cost Savings
Reduce storage costs, filing time, and document retrieval expenses significantly.
Return on Investment Analysis
Most businesses see ROI within 12-18 months through a combination of cost savings and productivity improvements:
Typical Annual Savings (Medium-sized business):
- • Storage costs: £2,000-£5,000
- • Staff time savings: £3,000-£8,000
- • Reduced printing: £500-£1,500
- • Compliance efficiency: £1,000-£3,000
- • Risk reduction: £2,000-£10,000
- • Total annual savings: £8,500-£27,500
Who Benefits Most from Scan-and-Shred?
While any business with significant paperwork can benefit, certain industries and situations see exceptional value:
Ideal Candidates
Professional Services
- • Law firms with client files
- • Accounting practices with client records
- • Consultancies with project documentation
- • Insurance brokers with policy documents
Compliance-Heavy Industries
- • Healthcare practices with patient records
- • Financial services with client data
- • Education institutions with student files
- • Government contractors with classified documents
Common Trigger Events
When Businesses Choose Scan-and-Shred:
- • Office relocations: Moving provides perfect opportunity to go paperless
- • Storage audits: Discovering high storage costs or running out of space
- • Compliance reviews: Realizing document security risks or retention gaps
- • Digital transformation: Part of broader digitization initiatives
- • Merger/acquisition: Consolidating or standardizing document management
Security and Compliance Standards
Security is paramount throughout our scan-and-shred process. We maintain the highest standards to protect your sensitive information:
Scanning Security
- • Secure, monitored scanning facilities
- • Vetted and trained scanning operators
- • Encrypted file storage and transmission
- • Access controls and audit trails
- • Secure cloud storage options
Destruction Security
- • BS EN 15713 certified shredding
- • Chain of custody maintained throughout
- • Witnessed destruction available
- • Certificates of destruction provided
- • 100% document destruction guaranteed
Getting Started with Scan-and-Shred
Ready to transform your document management? Here's how to begin:
Next Steps:
- 1Contact us for consultation - We'll assess your specific needs and volume
- 2Receive detailed quote - Transparent pricing with no hidden costs
- 3Schedule collection - Convenient timing to suit your business
- 4Review digital files - Approve scanning quality before destruction
- 5Receive certificates - Documentation for compliance and audit purposes
We provide document scanning services across the South West and also take on larger projects further afield. Our shredding services cover Dorset, Somerset, Wiltshire, and Devon, ensuring complete local support for the full scan-and-shred process.
Transform Your Document Management Today
Our scan-and-shred service offers the perfect balance of digital convenience and security. Let us help you eliminate storage costs, improve access times, and ensure compliance while protecting your sensitive information.