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Are you drowning in invoices and worried about the safety of the information on them? Secure your data by going digital with invoice scanning services.

Invoice scanning and data capture is a service used by many companies across the UK to save money and reclaim space but more importantly to provide their invoices with better security. You wouldn't stand in the middle of the street announcing your company accounts so why leave accounts payable and purchase ledger information open to prying eyes?

Why do we need a better storage solution?

Storing invoices in paper form in filing cabinets, folders and boxes leaves them susceptible to loss, theft and damaged documents. You may think your documents are safely locked away but anyone can find their way into a storage cupboard and rummage through a few boxes without your knowledge. Despite recent hacking news, going digital with document storage provides a much more secure solution, provided it's done correctly. If the passwords are strong and file encryption is of the highest level then you will no longer have the worry of document security on your mind.

How can I digitise my invoices?

To digitise your invoices, you need a scanner with data capture capabilities and a member of staff or two to complete the task. Document management software would also be helpful to keep track of the files once they have been scanned. Alternatively, you could outsource the work to a scanning service. If you receive large amounts of invoices on a regular basis, the latter solution will be the most effective. Scanning services can collect your invoices and scan them using high quality scanners with the ability to scan millions of images. For this reason it would be counter productive to attempt bulk invoice scanning in your office. For help on choosing the right scanning company, check out this useful article. Scanning services should also assist you in setting up a digital invoice processing system for future documents.

Other benefits of invoice scanning

While providing you with extra security for your important information, invoice scanning also offers a wide range of other benefits in the form of;

• Cost savings
• Time savings
• Space savings
• Improved efficiency
• Better workflow
• Boosted office morale
• Instant file access and retrieval
• Improved green credentials

Pearl scan can help

Here at Pearl Scan, we offer invoice scanning and invoice data capture services for companies across the UK wishing to secure their documents for the future. We adapt our service to the needs of our clients providing them with a tailor made solution for their invoice management. To eliminate your worries about data security, we operate from a secure scanning bureau and offer high level encryption services for your scanned files. Your files will also be OCR processed to make them easy to retrieve as and when you need them through simple text searches.

For more information about how you can secure your documents using Pearl Scan's invoice scanning service, get in touch today and receive a free, no obligation quote for your scanning project.

Digitise your incoming mail to easily reduce costs, reclaim valuable time and improve efficiency. A simple process can bring all of those benefits and many more.

What is a Digital Mailroom?

A digital mailroom is a service which collects, digitises and sorts your mail regularly so it can then be stored and dealt with electronically. Many organisations are now turning to this service as a way of dealing with the large amounts of post they receive daily in a more efficient way. In life and business we now deal with a large amount of things digitally so it makes sense to bring your mail into the digital age too and, with the long list of benefits it can bring to companies across a range of sectors, it's not hard to see why so many companies have found the digital mailroom a vital lifeline.

Digital Mailroom- The Advantages

Efficiency-
Simply by having your mail delivered digitally to your computer, laptop, tablet or phone, you can deal with it much more efficiently. You can file it easily to be retrieved at the click of a button as and when you need it. Information can be shared with relevant parties just as easily with the ability to attached the documents to emails and send them anywhere you need in seconds.

Saving Money-
A digital mailroom offers multiple money savers whichever way you look at it. You can save storage costs by storing your mail virtually rather than by physical and often extremely costly means. You can also save money by eliminating any need to hire extra staff to sort through your post, especially if you deal with large amounts daily.

Document Security-
Paper mail can easily be rummaged through and read by unwanted intruders but with digital files you can encrypt and password protect the data to provide a more secure means of receiving your company mail.

Reclaim Space-
Without the need for a space to sort your incoming mail each morning, office space can be used more resourcefully. You will also eliminate the need to store paper documents sent to you in filing cabinets or other means of storage.

Green Credentials-
By dealing with your mail digitally, you will reduce the need to use and store paper documents. You can encourage other workers in the office to deal with correspondences digitally to boost your green credentials and lower the carbon footprint of your office.

Reduce Stress-
With a digital mailroom, you will no longer need to worry about dealing with all of the company mail in-house. With all of the benefits a digital mailroom brings you can rest easy that your mail will be in safe hands and delivered much more efficiently.

What Can Be Scanned?

Everything that comes to your company through the post can be digitised from invoices and letters to contacts and cheque payable. Each document can be sorted into relevant categories to make it easy for you to view your daily mail. Through OCR processing and indexing, all you will need to do is search the file by title, date, sender etc and you will find the document you need.

Digital Mailroom Services

Here at Pearl Scan, we offer a bespoke yet affordable digital mailroom service bringing with it all of the benefits mentioned above. We can collect your mail from your office, local sorting office or from a designated PO Box each morning (Monday-Friday excluding bank holidays) with our secure nationwide collection service. Once at our premises, we will sort, scan and index all of your mail including invoices and cheques which can also be recorded into a separate spreadsheet for your reference. Your digital files can then be made available to you via secure FTP, emailed to you or placed on our online cloud platform, Pearl Cloud. The original documents can then be returned to you, placed into deep storage here at our secure premises or shredded and disposed of.

For more information about our digital mailroom service, get in touch today. If you would like a free, no obligation quote for your digital mailroom project, please 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.

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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

Back in December, it was announced that the Government are planning on making a big push to digitise public services. But can they do it?

It seems all of the political parties can see the potential savings in going digital with services with Labour calling on "the next government to focus on digital inclusion" and the Conservative's George Osborne announcing the latest digitisation plans.

Where Will The Digitisation Begin?

The report released towards the end of last year outlined plans to digitise all police evidence and witness statement collection to make it easier for lawyers in court to access the evidence for cases.

The idea of easy access seemed to be high on the agenda too with the Government wanting to make a big push for more public services to be accessed online and for "nine out of 10 of the online public" to use digital services by 2020.

How Will They Benefit From Going Digital?

By going digital with public services it is hoped that the Government can free up desperately needed funds first and foremost but the digitisation can also offer benefits to the public too. As I've mentioned, access to essential services will be easier online and time can be saved finding the information they need at the click of a button.

So, what do you think of these new plans? Will they work? Are you on board with going digital?

There are many ways you can go digital too. If you find yourself in the office struggling to find the information you need because it's filed away in poorly organised filing cabinets or if your company is being weighed down by extortionate document storage costs, you should consider document scanning and digital document management. Similarly to the way the Government will digitise the police service, document scanning will make your files and documents available quickly, cheaply and easily.

Why Should I Go Digital?

• Going digital with your document management brings a wide range of advantages;
• You can free up office space previously holding filing cabinets, boxes and folders of documents.
• Or...you can abolish the cost of storing these documents in off-site storage.
• Your documents will be more flexible with the ability to edit, view and share them as you please.
• You can work with your documents anywhere at any time through shared networks and online cloud platforms.
• Information can be found at the click of a button with fully indexed and OCR processed digital documents.
• The costs of paper, printers and ink can be drastically cut down by sharing and editing documents digitally.

Pearl Scan Services

As is hoped with the new Government scheme, going digital can have hugely positive effects on companies and organisations throughout the UK. Here at Pearl Scan, we recognise the benefits that switching to digital document management can have which is why we offer a fully bespoke yet affordable range of scanning services to suit any company. Our services have helped companies from a range of industries including legal, healthcare and NHS, education and human resources.

For more information about the scanning services we offer including document scanning, invoice scanning, scan on demand and business card scanning, get in touch today. We can also provide you with a free, no obligation quote for your scanning project. 

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