Companies are always looking for ways to improve their workflow but sometimes the answer is staring them right in the face.

workflow

noun

1. the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.

Most of us already know what a workflow is, and besides it's pretty self explanatory as you can see, but the hard part is finding a successful solution to actually speeds it up.

We can spend hours looking for files and relevant information in filing cabinets, folders and boxes before sending the documents to colleagues and relevant parties. We will then have to wait for them to receive that information before being able to continue with the work needed. This method can not only be frustrating but it is also inefficient and time wasting.

There must be a better way!

Don't worry, there is. It is simply a matter of bringing your workflow into the digital age. You probably already use email to communicate with colleagues, employees and clients so why not make the simple step to handling your documents digitally too? Let me show you how you can do this;

Step One- Prepare to ditch those cabinets, folders and boxes cluttering up your offices and slowing down your workflow.
Step Two- Set aside some time for you and your colleagues to sort through those documents.
Step Three- Securely dispose of all of the documents you no longer need, whether because their file retention period has passed or just that they are no longer needed.
Step Four- Gather the remaining important files and have them digitised.
Step Five- These digitised documents should be indexed and OCR processed which will make them easily searchable.
Step Six- Your digitised and indexed documents can then be implemented into a digital document management system.
Step Seven- Hey presto! You've taken the first step towards an improved workflow.

Ok, so you've seen the process (more about that a little later) so let's take a look at what benefits a quicker workflow and electronic document management can bring.

Benefits of a More Efficient Workflow

• If you host your document management system through a shared network or online cloud platform, you and your colleagues can have access to files and information from any device, anywhere, at any time. Better flexibility with your documents means you don't have to be at a certain computer to work with your files.
• Having digitised documents means you can edit and send them in real time without the need to reprint, photocopy and refile them.
• With the increased speed of working with digital documents, you can complete more work in a shorter space of time.
• More work completed = more profits gained
• Without the stress of searching for paper documents, the workforce morale and motivation will be boosted.
• Customer service departments will be able to deal with clients more efficiently sending a positive message to those already using your services as well as potential clients too.
• A company with an efficient way of working will gain a better reputation in the market.

Pearl Scan's Document Scanning Service

So the benefits are great, right? But you're worried that you won't have enough time or budget to scan, index and digitally file the documents yourself. Well, this is where Pearl Scan can help. We know how useful document scanning and digital document management can be for successful companies but we didn't want them to lose the benefits by attempting to do all the work themselves.

So, we offer a fully bespoke yet affordable document scanning service to take that stress off your mind. We handle the entire process from collection of your files to delivery of digital documents and safe disposal of the originals once you are happy. We also have a quick turnaround time for document scanning with our brand new scanner so you won't be without your documents for very long.

Before we begin your project we can provide you with sample scans of your documents to ensure you are completely happy. Our document scanning services also include OCR processing and meticulous quality checks as well as the option of hosting your documents on our online cloud platform, Pearl Cloud and/or using our specially developed document management software, Halogen.

If you would like some more information on the document scanning services and document management solutions we can offer here at Pearl Scan, feel free to browse our website or get in touch today for a free, no obligation quote for your scanning project.

 

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Nationwide: 0845 22 55 923          London: 0207 183 1885
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How much is your company spending on document storage? My bet is, too much. In this increasingly digital age, it just makes sense to go digital with your files and documents to lower costs and increase efficiency.

In the past we've spoken about the advantages companies can gain from document scanning but here we would like to reinforce what all these benefits can mean for the future of your company.

Benefits of Document Scanning and Digital Document Management

Let's remind ourselves of the benefits document scanning and electronic document management can bring;

• Cost savings
• Time savings
• Space savings
• Improved efficiency
• Improved document security
• Increased accessibility
• Improved overall organisation
• Decreased reliance on paper
• Increased office morale
• Future-proof your business
• Increase your green credentials
• Show better health and safety awareness
• Increase workflow efficiency
• Reduces stress

I could go on forever and, admittedly, we usually do but how does this relate to your company? As you can see, there are no negative effects on your business when document scanning and digital document management are executed professionally. The main effect on your business will be potentially higher profits brought about as a result of lower outgoing costs and improved efficiency. This can only be a good thing when companies and organisations are struggling to stay afloat due to higher costs in other areas. Every company is different so it would be futile to try and guess which benefits you would reap and to what extent.

So, here's the challenge. Take a look at the list of benefits above. Then make a list of the areas in which your company could improve. It is at this point I can almost guarantee there will be a number of areas that match on both lists. This is when you know it's time to stop being an adequate, or even failing, business and start being a SMART business.

What is a SMART business?

By hiring scanning services and adopting an electronic management system you can begin the path to becoming a SMART business.

A SMART business Scans, Manages, Accesses, Reaps and Tells.

Scan
The first step is getting your documents scanned and fully indexed.

Manage
Then you need to manage your new digital documents efficiently by adopting a digital document management system.

Access
You will then be able to access your digital documents whenever and wherever you need to.

Reap
With this new-found accessibility you can then reap the benefits mentioned above.

Tell
While you're reaping these benefits, why not tell your clients all about it, especially since some can mean a better experience for your clients as well as the company as whole.

How Can Pearl Scan Help

Here at Pearl Scan, we offer bespoke document scanning services including invoice scanning, legal scanning, HR document management and bulk document scanning. They provide all of the benefits mentioned in the article and have been used by a number of satisfied clients.

If you're are interested in taking steps to become a SMART business or if you would like some more information on the document scanning services and document management solutions we offer here at Pearl Scan, get in touch today. We can also provide you with a free, no obligation quote for your project if you complete our online form.

A green office is something many businesses aspire to reach in order to boost their green credentials and lower their carbon footprint, but how can you go about saving the environment from the comfort of your desk?

Climate change and global emissions have been a hot topic for years now and most of us take steps to ensure we are caring for the environment during our daily lives. This also stretches to our offices and places of work but there's still more we can do to achieve a lower carbon footprint.

Here are some quick tips for how you can turn your office green (without the need for Dulux colour charts).

Monitor Your Carbon Footprint

In order to reduce the carbon footprint of your office, you must first know what it is. That's just common sense. By monitoring your carbon footprint throughout, you can see which little changes have the biggest impact. There are loads of websites dedicated to helping you calculate the carbon footprint of your office so check them out. (We found this carbon footprint calculator from a quick internet search but feel free to find you own).

"It's like Blackpool Illuminations in here!"

Many of us have heard this phrase (or one similar) growing up. We'd leave lights on around the house to be met by a folded armed adult cursing our inability to flick switches as we leave rooms. Unfortunately, this bad habit can creep into your working life and end up wasting energy when you don't even realise. Don't worry though, making a small conscious effort to turn off unnecessary lights and other electronics can soon become something you do solely out of habit with great positive effects.

Reduce, Reuse, Recycle

The other three Rs we learnt in school, this is a motto that has experienced a pretty big push in the last decade or so. With the introduction of recycling bins specific for each material and pressure on manufacturers to produce products with less unnecessary packaging, it has become much simpler to reduce the amount of waste we produce. In offices, the focus should be on what can be reduced, reused and recycled with a minor effect on the overall workings of the company.

Are you sure you need to print that?

People have many different printing habits, as we have mentioned in previous articles, but sometimes all it takes is that quick question to reduce the amount of paper your office produces. By checking whether the printing you plan to do is really necessary, you may find that it will be more environmentally friendly and even more efficient to step away from the printer.

Document Scanning...

A lot of companies store important files and documents in boxes, folders and filing cabinets cluttering up offices and providing a silent stumbling block for their green credentials. Getting that backlog of documents scanned and converted to an easier to use digital format can be just the boost your office needs! Once you have fully digitised documents, the original paper copies can be shredded and recycled (remember, we're still looking to save the environment as much as possible so always try to recycle that paper where possible).

...and Electronic Document Management

Implementing your digital documents into an electronic document management system will bring further environmental benefits in the long run (not to mention a wide range of other benefits which we go into in more depth in our other articles). Indexed and OCR processed documents are fully text searchable meaning you can have a simple document retrieval system with minimal disruption. Being able to access, edit and share your documents completely electronically will also eliminate the need to print, photocopy and waste paper. And, since a large portion of office waste comes from paper, you can go a long way to producing a greener office.

What if the whole office isn't on board?

Everyone has different opinions about climate change and environmental issues and that's ok. It just means that you may need to make an extra effort to make sure all of your staff and colleagues are working towards the same goal. Offering incentives to the person in the office who does the most to reduce the office carbon footprint can be a great way to get people interested and can boost office morale which will also improve efficiency.

How Can Pearl Scan Help Create Your Greener Office?

Here at Pearl Scan we offer a fully bespoke document scanning service as well as document management solutions and consultancy. We are fully dedicated to helping companies reap the rewards of going digital with their document management system. Document scanning and digital document management can reduce costs, save space, increase efficiency and boost your green credentials.

We cater for a range of organisations across many sectors including legal, HR, education and healthcare. Whether you are looking to complete a bulk scanning project or a continuous store and scan project, if you would like some more information about how we can help you get in touch to speak to a member of our friendly and experienced team. For a free, no obligation quote for your document scanning project complete our online form by following the relevant links below.

 

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900