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Build a Happy Office With Better Document Management

office morale
The way your office manages its documents can have a big effect on your employee’s morale so it’s important to take action now!


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Effects of Low Office Morale

While some people might take the idea of low office morale lightly, it can bring serious repercussions for not only the working environment but for the overall business too. When employees don’t feel motivated or supported by those around them, the most obvious effect is a dip in productivity but you could also see effects on working relationships. It can also project a bad atmosphere to potential clients and effect current customer relationships. More worryingly, an employee suffering from low motivation and morale at work can lead to health issues through stress or depression leading to a rise is absentees. Every single one of these problems will be seen in a lowering of profits so before anything gets that far, we think it’s time you address it.

Smile & Scan Your Documents

Not being able to complete simple tasks because of a difficult to manoeuvre document management system can easily lower morale but there is a very simple solution to this. Adopting a digital document management system by scanning the documents you currently store in, shall we say, an organised mess will provide you with a much simpler way to manage, retrieve and share files. With your current system, employees may be spending up to 30% of their time every day searching and retrieving files and wasting even more on unproductive tasks. With scanning and digital storage, files can be retrieved in seconds through simple text searches and they can be shared via email with no need to print or photocopy documents. No one wants to be held back from doing the job they’re paid to do and by showing staff that you care by making changes you can boost morale in a big way.

Document Scanning Service

Have you been convinced? We would love to help you in your quest for a better working atmosphere. We provide a fully bespoke document scanning service with tried and tested document management solutions that can bring you a simple yet effective document management system.

We will handle the entire process so you don’t have to worry yourself either; from collection of your documents to delivery or the digital files. Our scanning service gives the ability to scan to a range of formats including PDF, searchable PDF, TIFF, JPEG and more. You can also receive your digital documents fully OCR processed to make them fully text searchable in your new system. If you would like some more information about Pearl Scan’s document scanning service, take a look at our website or give us a call and we’ll be happy to help.


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Document Scanning by Pearl Scan

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Nationwide: 0845 22 55 923          London: 0207 183 1885
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Poor Paperwork Management Blamed for FSA Rating

Paperwork Management

Poor Paperwork Management Blamed for FSA Sting

A respected hotel in the Isle of Wight was recently shocked when the Food Standards Agency gave them a rating of zero – and has said that a paperwork error was to blame. The George Hotel in Yarmouth used to be a Michelin starred restaurant and has played hosts to celebrity guests.

A rating of zero means that an establishment requires ‘urgent improvement.’ A manager at the hotel has said that an administration problem was the main contributing factor to the unforgiving rating, after the inspection in September. The paperwork error is said to be resolved, but the hotel will have to wait until the next visit to be rated again.

Poor paperwork management has obviously been a recipe for disaster for The George Hotel. Unorganised paperwork can be a problem in all businesses, but to many it would seem unlikely to affect a hospitality establishment. But all businesses have files to keep and standards to upkeep, so having an efficient system is a must.
In November, a spokeswoman for The George Hotel said that the administrative problem had been rectified, to the satisfaction of Environmental Health Officers. She said, "Although we now have a clean bill of health we have to wait until the New Year to be given our official new rating which we are confident will be back to our previous high standards. We apologise to our customers for any concern caused by these administrative errors."

Improving Document Management

If your paperwork was to be inspected by an industry body, do you think you’d pass? Businesses drowning in paperwork should take action before it starts to affect quality of work and compliance. Electronic document management has already been embraced by many organisations, and these forward thinking companies have seen results.

Firstly, using digital files instead of paper frees up lots of space, which can be put to better use. Some businesses can even save on storage costs or choose to move to a smaller office.

Implementing an electronic document storage system also increases productivity and efficiency. Your staff will no longer have to search through filing cabinets to retrieve information – it’s all available at the click of a button. Basic admin tasks will take less time which means that valuable time can be spent on other important jobs or business development.
If you think you need to improve your document management, see how Pearl Scan’s scanning services can help.

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What We Can Learn From Disaster Recovery

disaster recovery


What We Can Learn From the Past: Disaster Recovery

Disaster recovery plans are essential for any business as downtime can cost SMEs up to £170,000 per disaster. Software provider V1 recently found that only 17% of businesses have incorporated electronic document storage into disaster recovery plans. Disaster can strike at any time; past events such as The Great Fire of London and the Boxing Day tsunami have taught us that, which is why it is important to ensure that some kind of plan is in place to protect essential documents.

What is Disaster Recovery?

Disaster recovery is an area of planning designed to protect a business from the effects of unforeseen events such as flood, fire, hurricanes, earthquakes and other natural disasters. Such plans try and limit the disruption caused in the wake of a disaster allowing a business to quickly resume crucial everyday functions.

Past Events

There have been many unforeseen events that have happened throughout history which had a huge impact on businesses and communities. These highlight that no matter how much a business prepares, sometimes circumstances are out of its control.
The Great Fire of London was caused by a bakery, but natural disasters are harder to avoid. On average the USA experiences seven hurricanes over a four year period, with three major hurricanes crossing the coast every three years. This highlights the importance of disaster recovery and shows just how important it is for SMEs all over the world. Some countries may not experience hurricanes and extreme weather - however typhoons, thunderstorms, flash flooding and many more disasters affect various parts of the world, increasing the chances of businesses facing some kind of disastrous event at some point.

How to Avoid Disaster

Even if disastrous events are unavoidable in some cases, it doesn’t mean that SMEs shouldn’t take precautions to limit the impact they have. Pearl Scan offers many different document scanning solutions for all businesses, so that no matter the event they can be sure that important documents are safe.

Online cloud storage such as Halogen is also a good idea for businesses looking to implement a disaster recovery plan. This allows employees to upload files to the cloud which can then be accessed from anywhere in the world, on any kind of device. This way if disaster does strike and a company finds themselves out of the office for a while, work can continue as normal in a temporary location. Also, it means if paper documents and records were destroyed, information can still be accessed digitally.

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Why Choose Pearl Scan

Document Scanning | Audits

We are backed up by external quality and security audits. Our operations have been audited and approved by many NHS, Local Authorities, Private blue chip companies and we pride ourselves on the high levels of quality and security we provide to each and every one of our clients.

Our data capture and document scanning services offered in London are accredited to industry standards.