Phases of a Conversion Project
We have outlined the various phases of production in order to educate our new and existing clients with regards to the general lifecycle of a typical wide format conversion project.

Industry Pricing
Outsource pricing is based on a per image basis, which includes duplicate sided documents. Software’s employed provide the image counts which are ultimately included within customer invoices. It is important to consider that wide format prints often contain signature and stamped pages on the backside of drawings which are typically scanned as a separate file. Experienced service bureaus should be able to accurately estimate document counts by reviewing a sample box of records from the client. Although document counts may vary, the below is a general estimation of document counts based on a standard file box 10” x 15”.

Best pricing may be achieved by providing sample docs and/or film.

• Large Format (Blueprints) pricing can average between $1.00 to $1.50 per page. Discounts for large volume apply.
• Standard File Box with Letter & Legal Documents Only – Typically contains 2,000 to 3,000 documents.
• Standard pricing of “.08 to .11 per image depending on the indexing requirements” taking the average file box 15” deep to a cost of $176 - $242 per box (based on 2200 pages) which includes indexing.
• Standard File Box with All Size Documents Including Wide Format – typically contains 1,500 documents and 100 – 150 large format documents.
• Film may be priced at .08 to .11 cents for 16mm and .11 to .17 cents for 35 mm.
• 16mm rolls contain on average between 2000 to 2400 images per roll. 35 mm rolls contain on average 340 to 400 Large Scale images per roll.

Our pricing is always very simple and typically includes only a few line items priced accordingly as follows:

• Total Images
• CD Rom Media Discs
• Pick-Up and Delivery Charges

File Size , File Storage and File Format
Some general estimates are as follows:

• Four Boxes of records will occupy one CD-Rom media disc or 550 megabytes of data


• Eight Boxes of records will occupy two CD-Rom media discs or approximately 1 gigabyte of data

This is based on average scanning at a 300 dpi (dots per inch), the industry standard for resolution.

Wide format documents are typically scanned as tiff files (tagged image file format) at resolutions at or above 300 dpi. The tiff file provides the best clarity when dealing with detailed schematics and is the industry standard. Florida government entities are governed by rules established by the Florida Department of State which recognizes the tiff file as the standard for all scanning and document imaging.

Click here for valueable information for government records managers.

Specialization and Quality Assurance
ADS specializes in the conversion of large format drawings and blueprints converting literally tons of records annually. We run multiple wide format scanners three shifts per day. Scan operators are trained to recognize special image enhancement needs, identify advanced scanning and threshold settings and recognize unusual or misfiled items which may require immediate client attention. We often improve upon original clarity of difficult scans through the use of inversion and manual setting experience.

We estimate that client records are reviewed up to 10 times before archival. This includes the original preparation of documents, inking of raised seals, scanning, indexing, image quality review, index review, page count review, thumbnail review, profile review and file and folder structure review in addition to many other phases of review determined by record needs. Detailed control logs are prepared and maintained for every batch of records we process. Our reviewers have years of experience in quality control processes.

Turn Around Time
All document conversion projects are scheduled to achieve the fastest turn-around time possible. We typically schedule monthly or bi-monthly pick-ups and re-deliveries based on client needs and internal productions schedules. Monthly pick-ups range from 10 boxes to 300 boxes of records. Timetables are established with client personnel to ensure data is converted and transmitted within a few business days.

Pick Up and Delivery
ADS has three cargo vans which travel local and statewide routes on a daily basis. Pick-up and delivery schedules are coordinated weeks in advance to accommodate client needs as best as possible. After hour arrangements are also available. We have the capacity to handle small and large pick-ups. Charges for such services are kept at a minimum based on our routes, capacity and volume. Small pick-ups (less than 10 boxes) approximate $30 whereas larger pick-ups in excess of 75 boxes may approximate $150 based on client location. These rates are charged to merely cover our costs of safely transporting client records.

Emergency and Occasional Record Requests
It is not uncommon for clients to have immediate record requests. We handle such requests on a daily basis. Typically, records are emailed to the requestor within two hours and without charge. Because our conversion services occur rather quickly, most clients have minimal emergency requests. While other companies charge up to $50 per record request, ADS considers this part of our core business and does not typically charge for such services.