1. Record Volume

The largest driver of cost is the amount of material that needs to be digitized.

Volume is estimated by:

• Number of boxes

• Number of file folders

• Shelves or drawers

• Historical backlogs

• Sample pages or packets
  
  

Precise counts aren’t necessary—an approximate volume is enough to begin.

2. Document Condition & Complexity

Some collections are simple; others require additional preparation.

Examples of factors affecting complexity:

• Frequent staples, clips, tabs, sticky notes, or bound sections

• Mixed-size pages (letter, legal, half-sheets, forms)

• Fragile, aged, or curled documents

• Sensitive or confidential subsets requiring separate handling

• Case files or packets that must remain in exact order
  
  

We’ll identify these during the intake step.

3. OCR (Searchable PDF) Requirements

OCR enables keyword search within digitized files.
OCR is offered for all projects and may influence processing time.

Includes:

• Searchable PDFs

• Multi-page text extraction

• Optional higher-accuracy modes for long-form documents
  
  

Handwritten text is generally not OCR-readable (except neat printed lettering).

4. Naming Conventions & Folder Structure

Deliverables can be as simple or structured as you prefer.

Examples of structure options:

• Case number → folder → PDF

• Client name → year → PDF

• Department → project → file structure

• Custom naming schemes

• Index or master spreadsheet (optional add-on)
  
  

More complex organizational structures may increase project scope.

5. Delivery Format

You can choose from:

• Encrypted shared folder (Drive, OneDrive, etc.)

• Password-protected ZIP file

• Encrypted USB or external drive

• Delivery via your agency or firm’s secure file-transfer system
  
  

Physical drive delivery includes the cost of the device (if applicable).

6. Timeline & Urgency

Standard turnaround times depend on volume and workflow.
Rush or time-sensitive projects may require prioritized scheduling.