Pearl Scan London Blog

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Will scanning documents help my business?

Image of worker looking at physical documents on his desk and thinking of the advatages of scanning documents into digital files.

If you’ve been researching document scanning and scanning services, the chances are you’ve come across lots of articles detailing how it can help to improve business processes. Therefore the answer to the above question is a resounding ‘yes.’ But understanding why and how it can be of benefit is another matter. In order to help you appreciate the role going paperless plays within a business, we’ve put together a list of the positive effects digital document management has.

 How are document scanning solutions valuable for my business?

In a nutshell, document scanning solutions are valuable for your business because they streamline storage and the retrieval of files – all while making document management much simpler and altogether much more efficient. With this in mind, with an effective document management system, you will be able to:

Save time and money

Digital documents provide easy access to all your files and documents – at the simple click of a button. This means that both you and your workforce won’t spend wasted hours searching through boxes and archives in an attempt to locate the files and folders you need. This time saved can then be used elsewhere in the business – perhaps being used to help it grow.

 Improve your customer service

With quality document scanning, you can digitise every single part of your backlog of files and index them accordingly. This means that should a customer request a specific piece of information at the drop of a hat, you will be able to find it instantly and make sure they are not left waiting.

Reduce the need for storage

Digital files are just that; digital. Therefore they take up absolutely no physical room. So by converting all the hard copies of your documents to digital files, you’ll no longer need to invest in storage facilities.

Improve security of sensitive information

Whether it be personnel files, HR documents or confidential business accounts, there are always files that you will not want to get into the wrong hands. Digitising these documents can help to protect them from preying eyes due to encryptions and passwords. You can also rest easy that they can be backed up remotely on highly secure servers.

 It makes sharing and collaborating a breeze

Another great benefit of digital files over paper ones is the ease of which documents can be shared and edited. Colleagues based throughout the business can access the same document and make amends as necessary – whenever they like. This cuts down on time wasted going back and forth and makes it easier for creativity to flow

The right document scanning and document management processes in place allow you to focus on the important parts of your business, such as growing it, knowing that your documents are safe and secure.

Have you made the switch – do you agree with the benefits listed above?

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Be part of the digital transformation with document scanning

Be part of the digital transformation with document scanning

There’s no denying that data is what makes the business world go around. And in a world that is reliant on technology to get everyday tasks done, businesses need to embrace digital processes – or risk being left behind, according to document scanning expert, Pearl Scan.

The company, which has assisted businesses all over the UK make the switch to a digital workplace, has warned firms that are yet to make the jump, that should they wait much longer they run the risk of being overtaken by competitors and perhaps being left at a point of no return.

Naveed Ashraf, Managing Director at Pearl Scan Group, said, “In a time of increasing uncertainty in the business sector as a result of the impending Referendum, and the start of a new year, now is the ideal time for businesses to start looking at their current offering, analyse what competitors are doing and look at ways they can streamline, increase production and save money to ensure they can continue to be at the top of their game.”

Moving from paper to digital offers incredible cost-savings which can then be used to fund other digital transformation initiatives, while embracing digital documents and digital document management allows files to be delivered as a hosted service on the cloud. Inevitably offering organisations the opportunity to cut down on storage costs and time wasted searching for documents, the savings seen can be company-defining.

The move towards digital has also been proven to support organisations in a number of non-monetary focussed ways. In addition to cost savings, moving towards digital processes offers organisations the opportunity to streamline management procedures and make it simpler for employees to find the information they need, when they need it, while also offering them the opportunity to deliver a better customer experience. Unlike with paper documents, customers are able to interactively engage with digital files, while companies can personalise them depending on customer preference and package purchased.

In an era where data breaches pose a significant risk, there has been a lot of talk about the security risks associated with digital data, resulting in companies being under an increasing amount of pressure to ensure their data, and in particular, their customer data, is secure. But digital documents offer security advantages for businesses that in this day and age are highly valued by customers. Digital documents can be protected in numerous ways, with encryption and secure networks for example, allowing companies to digitally transform while giving peace of mind to customers and enabling them to reap the benefits from day one.

“Despite security concerns, the future of business is undoubtedly cloud storage,” added Naveed. “Operating a cloud-based workplace correctly actually offers increased security for business and customers, while also bringing a myriad of other benefits, such as increased collaboration between staff, flexibility for workers and disaster proofing.”

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How to make the legal industry more secure

How to make the legal industry more secure

In a world where data breaches are common, it has never been more important to ensure the safety of sensitive and confidential data.

The legal industry is one of the most at risk sectors in the world to data breaches due to the incredible amounts of paperwork required – and of course the important information these documents contain.

Although there is no way to guarantee the safety and security of information, there are steps you can take to safeguard documents going forward. And one of the best ways to do this is to make the switch to paperless processes.

Moving the legal sector towards a more technology-focussed way of working can help to protect this information from being lost, stolen or damaged. Turning physical documents into digital ones can also help to keep it away from prying eyes – something which is always a concern in the sector – by ensuring they are protected with passwords or encrypted.

For those firms looking to move towards a digital way of working, the whole process starts by essentially scanning in all of the paper documentation into a specialist system to ensure they are all kept in order. Once this has been done, these documents are then available to view, edit and delete – just as they are in physical format – but with the added peace of mind that they cannot be misplaced, lost or stolen. It is then up to each individual whether they want the paper documents returned – or whether they would prefer us to dispose of them, securely.

Aside from the security benefits, legal scanning can also help improve productivity.

As mentioned above, the legal sector is one of the most paper-heavy in the world. Case files, interviews, documents and transcripts are all often recorded on physical paper documents, meaning that those working in the sector often have to sift through reams and reams of paper to find something they can use. Essentially, it is often like searching for a needle in a haystack.

Pearl Scan Legal was developed in 2011 in order to meet the needs of the legal industry going forwards. This dedicated arm of the Pearl Scan Group is aimed at providing a comprehensive and safe document scanning and management solution to enable it to move forward and be more efficient.

Our legal scanning service and legal document management solutions have become extremely popular with law firms as a way to streamline their workload, improve their efficiency both inside and outside of the office, save considerable amounts of time and money, and of course make sure these documents are kept secure forever.

To find out more about our legal document scanning solutions, click here.

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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.