First, describe the document collection
Record the estimated page count, number of documents, dimensions and condition. The task of processing an organized, uniform batch and mixed files is not the same. Double-sided pages, attachments, stapled documents and special sizes also affect the preparation. These should also appear in the sample on which the offer is based.
What should be the result of the processing?
Clarify whether an image file, a searchable PDF or a document passed with data is required. Uniform management of the file name, folder structure, document boundaries and case identifiers can be a separate task. They also describe the depth of OCR and metadata validation: mere searchability is a different expectation than batch validation of critical fields.
Receipt and paper handling
Delivery, receipt records, access and return or storage after processing must be coordinated. It should be possible to track which digital transfer was made from which stack of paper. A separate decision is required on the further fate of the original documents; scanning alone does not constitute permission to destroy the paper.
Which items should the quote list separately?
List preparation, scanning, text recognition, data entry, quality checks and delivery separately. Ask about reprocessing faulty pages, non-standard formats and importing the results into a target system. Different items may use different billing units. The quote should define what is included in the agreed scope.
A one-off archive or an ongoing document flow?
The processing of a previous archive is a finite project, but the daily incoming mail is a permanent operation. In the case of continuous processing, the fluctuation of the daily quantity, the acceptance times and the expected delivery deadline must also be clarified. For a one-off project, the processing rate and part-by-part acceptance help you plan.
How to compare offers?
Request a quote with the same sample and the same expected output. Compare the total price including preparation, verification, paper handling and data transfer. Record the accounting of quantities, the order of error correction and the conditions of acceptance. For the exact fee, the actual task and document samples must also be agreed with NOPA.