Free tool
Document Scan Storage Estimator — Approximate Archive Size for Digitization
Plan cloud or on-prem storage before you commit to batch scanning—useful when scoping retention-heavy processes like finance, HR, or clinic records.
In short
Archive size scales with pages per month, colour depth, resolution (DPI), and compression; this tool applies simple per-page MB assumptions to produce a directional GB/year range.
Last reviewed 2025-03-26
Calculator
Adjust the inputs to match your operation. Results update instantly in your browser—nothing is sent to our servers.
Directional annual archive size
13.13 GB
Uses approximate MB/page for office scans—validate with a sample batch from your capture pipeline.
Methodology
We apply conservative per-page megabyte factors for greyscale vs colour at common DPIs, then multiply by your monthly page volume and annualize. Real scanners, OCR layers, and PDF profiles change results; this is an order-of-magnitude check.
Limitations
Different vendors, mixed batches, and searchable PDF OCR can swing totals materially. Validate with a pilot tray or sample export from your capture workflow.
Authorship & expertise
Sorable delivery team
Custom software & workflow digitization · Sorable Sdn Bhd
We integrate capture pipelines with the business systems where documents must land—ERP, HRIS, EMR, or bespoke portals.
Frequently asked questions
Why does colour increase storage so much?
Colour pages retain more pixel information per page than greyscale. Compression helps, but colour archives are typically much larger at the same DPI.
Should I scan at 300 DPI?
300 DPI is common for office documents and OCR. Engineering drawings or fine print may need more; some retention policies specify resolution—check yours.
Does this include backups and redundancy?
No. It estimates primary archive size. Add replication factors if you keep multiple copies, versions, or WORM retention stores.