How Archive Scanning Can Help Council Libraries Cut Costs

How our book scanning services can benefit councils with our archive book scanning services in London and throughout the UK.

According to Voices for the library, over 500 UK public libraries out of the nation’s 4500 are currently facing the threat of closure. With library cut backs determined by a local authority and budgetary pressures, one way libraries can cut costs is by investing in book scanning. What does this mean for the libraries at risk?

Libraries can benefit from book scanning in many ways

Costs can be reduced by saving on the amounts of space needed. Converting many books into a digital format helps reduce the square footage taken up by physical items. This allows local authorities to save on the amount of money spent on running a property. These spaces can then be used for other purposes such as community functions.

Under the 1964 Public and Libraries and Museums Act, libraries have to offer a comprehensive and efficient library service for free. Converting books into a digital format and bringing local libraries into the future helps reduce costs and ensures that laws aren’t being broken.

Book scanning is the process of converting books into eBook format suitable for iBook, Kindle and eReaders. E-Books have seen a rise in popularity over the past decade with more and more books being made available in this format.

Some libraries have archives full of old books, manuscripts, journals, files and documents. Transforming these helps bring old items into the public eye, and gives life to old books that previously sat collecting dust. Old books also tend to be fragile. Digitising them ensures that they are not damaged by rough handling or sticky fingers.

The digitisation of books also helps ensure that libraries are not lost if a physical building succumbs to damage such as fire. With all files stored online and accessible on any device, library collections can officially stand the test of time with Pearl Scans bespoke book scanning service.

Bound and Unbound scanning methods are used with our book scanning services

We scan a wide range of books, transforming them into any required format. The book scanning service can be tailored to meet the needs of libraries of all sizes. Using two different methods, bound and unbound scanning using either a document feed scanner or upright scanner, no file is too big or small to be converted. Each scanning process carries its own benefits, which can help libraries and local authorities save substantial amounts of money.

If you can’t find the information you need, don’t hesitate to get in touch for a free no obligation project quote. How do you think the book scanning process can benefit libraries and local authorities? Share your thoughts with us on social media!

Whether it's books, documents or microfilm, we offer professional scanning services in London that includes expert advice with a cost-effective solution for you.

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“Microfiche data isn’t lost – it just needs a digital upgrade” says Pearl Scan

Image of a man looking at a microfiche, with shelves that are full of microfiche in the background. The image relates to this blog article, as the article describes how capturing the data from a microfiche can save and protect the data. We offer a service where we capture and convert your microfiche data to a digital file with our microfiche scanning services in London and throughout the UK.

Converting hard copy microfiche into digital files enabling easy access for you.

Many sectors have found that their film and other hard copy storage methods are becoming outdated in this increasingly digital society. Paper, cassette tapes and microfiche were once not only the most popular ways to store data, but also some of the only ways to keep it safe. But as the world becomes more focussed on digital forms of working, these outdated storage methods are increasingly used less and less and data is becoming lost as a result.

Although it can often seem like the information stored on these little used formats is gone forever due to the equipment needed to read these devices becoming hard or expensive to come by, this information doesn’t have to be lost in the digital translation.

Microfiche and microfilm scanning to upgrade how the data is stored

Pearl Scan, the UK’s finest document scanning and management expert, has emphasised the role that existing technology can play in ensuring the important information stored on these now outdated methods is easy to access. And for most, the best way to do this is to look into scanning services in London.

Microfiche and document scanning can breathe new life into old files. Readers for these old ways of storing data are becoming increasingly hard to come by, whereas computers are extremely common and relatively cheap. So it only makes sense that the data on these outdated devices is brought right into the 21st century with scanning.
Naveed Ashraf | Managing Director at Pearl Scan Group.

Technology can also help to take this one step further. OCR software can be applied to the scanned images to make them fully searchable, while the documents can also be made available on an open source document management software, such as Pearl Scan’s very own Halogen or even uploaded to a secure cloud-based service.

By undertaking document scanning, companies are able to update their storage methods, keep data secure, make information easier to access, share and edit files quickly, save space on storage and even reduce costs.

To find out more information, visit our range of scanning services or get in touch and speak to our experienced team.

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Four Industries that can be Revolutionised with Scanning Documents

An image of a person searching through documents in a filing cabinet. The image relates to the blog article, as the article gives the user information on how scanning docuemnts to a digital file can save time in various departments in all types of organisations in London and all over the UK. Our document scanning services in London and the UK offer a cost effective solution to help organisations go paper free.

The term ‘digital transformation’ has been a buzz word skimming around the business world for many years and document scanning in London is at the heart of that. The single best way to bring a business bang up to date and increase efficiency from the ground up is scanning your paper documents to digital files. It can help almost every industry to automate and drive up productivity. Although document scanning is imperative for almost all industries, there are some where it is necessary to take a leap into the 21st century. Here are the top four industries that can be revolutionised with document scanning:

Scanning finance documents into digital platforms will streamline your financial department

Finance, by nature, is a paper-dense industry. But it doesn’t have to be. Thanks to the rise in computer systems and processes, the finance industry has taken a giant leap towards digital means over the last five years. But there is still a lot of work to be done in order to bring it up to date. Scanning services that include invoice scanning can overhaul finance departments by getting rid of bulky and unorganised filing cabinets, paving the way for digital stores of organised and correctly labelled files and folders.

Educational documents converted to a digital platform through document scanning services

The education sector relies on mountains of paper every single day in classrooms, offices and receptions, the education sector as a whole is, in general, behind the times when it comes to digitalisation. Although it has moved forward over the last few years, there is still a lot that can be done to improve processes. Using a professional scanning company in London to begin scanning and digitising student records and attendance is one of the first steps, while reducing the number of handouts by driving forward a technological culture in the classroom is another. This will not only help staff to deal with an increasing number of students, but also help to minimise teachers’ precious time being wasted.

Digital medical files mean editing and sharing instantly with other nurses, doctors, office staff, etc

The NHS’ drive to be paperless by 2020 has been at the forefront of the digital industry for many years. Yet all signs are pointing to it missing its target. However, the medical industry can benefit from a scanning service greatly by switching to a paperless system, cutting down on time wasted search for records, instantly sharing with other colleagues, the endless capabilities of updating and editing the digital documents, ensuring information is correct and minimising clutter.

Document management solutions for the documents used in human resources and other heavy paper departments

Human resources are another typically paper-heavy sector. Essentially the heart of a business, HR is there to ensure workers are happy, healthy and trained. And as a result, the sector demands a lot of paperwork for each employee. And even in a relatively small business, they can generate a lot of paper work. When choosing a scanning service to digitise your employee records, training and procedures, your files will never be misplaced, document and records are kept up to date with re-edits made on the digital file. Your Essential HR department can run even more efficiently.

To find out more information and discover the full range of our accredited scanning services that we offer in London and throughout the UK or contact us online.

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3 reasons why you should be using invoice scanning automation

A messy pile of paper invoices on desk. We offer Invoices scanning services in London and throughout the UK. Every financial depart in London and across the UK can work more efficiently with digital invoices and securely store invoices in digital storage with us

Regardless of the industry your company operates in, whether you are in technology, marketing or music, it is likely that you will have a busy accounts payable department to ensure that all of your invoices are paid on time. What’s more, they will work hard to ensure that all necessary documents are filed correctly in order to remain compliant with HMRC guidelines. However, no matter how diligent and well trained your accounts payable staff are, it can be very difficult to keep track of and manage huge amounts of financial information, especially when it is stored in a variety of physical and digital formats.

Invoice scanning solutions, such as invoice scanning automation can revolutionise the daily process of your accounts payable department

Safely storing data in a way that is easily accessible, saving your business time and money. If you’re still not sure about what accounts payable automation is, or how it can help your company to operate, here are three reasons why you should be using invoice scanning automation.

1. Your time is saved when searching for invoice files

While many may think the process of matching up purchase orders and more is a simple task, the reality of the job is much more challenging. Even with an efficient storage system in place, searching for each particular file is difficult and time consuming. Choosing an invoice scanning service from us means that all of your files will be scanned and uploaded to your document management system using OCR technology, making every document fully text searchable. Time that was spent manually searching through virtual and physical filing systems is reduced to just a few clicks, freeing up more of your accounting staff’s working day to concentrate on other tasks.

2. Scanned invoices are HMRC compliant

HMRC states that a business must keep its records in order to create a Self-Assessment tax return. However, there is no limit to how these records can be stored, and on GOV.UK website it notes that ‘You can keep them on paper, digitally or as part of a software program’. Choosing to digitise your accounts documentation as part of an automation service can keep your business complaint.

3. Your invoice data not to be accidentally damaged or destroyed

It is important to keep a safe and secure record of your businesses accounts files, not only to keep HMRC compliant but in order to maintain an overview of the actual spending of your company. Keeping these files in a physical format runs the risk of this information being lost, damaged or destroyed. Storing them digitally via an accounts payable automation system ensures that no data is ever misplaced, ready to be used when it is needed.

These are just a few reasons why you should be considering to use invoice scanning automaton. The use of a digital invoice is becoming increasingly popular with businesses in London and throughout the UK and invoice scanning services is what we offer through our professional scanning services in London. You can get in touch with us to find out more information about our invoice scanning services.

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Bristol Old Vic Theatre Receives Funding for Heritage Project

Bristol theatre


The oldest operating theatre in England, Bristol Old Vic, has been awarded a Heritage Lottery Fund grant of £220,500 to create a landmark heritage project to celebrate its 250th birthday. The grant will support the nine month development project, and another grant is being submitted for a further £.2.26m in funding.

Already recognised as a centre of artistic distinction for its history and high quality programme of events, the nation’s oldest theatre will now also be an important heritage attraction. The project includes a refurbishment of part of the theatre, a conservation project for the original 18th century theatre façade, the protection of the theatre’s paper records and the creation of new public spaces and programmes, including an online archive.

Not only will the historic landmark be protected thanks to this funding, but also the records of the theatre will be preserved and available to a whole new audience. Archives of theatrical heritage will be brought to life during the project by scanning the heritage records which are currently held between the Bristol Record Office and the University of Bristol Theatre collection.

Creating a digital archive of documents which could date back hundreds of years isn’t without its difficulties – it’s vital to keep the originals in mint condition throughout the scanning process. Pearl Scan are experts in scanning delicate documents and books of high importance, ensuring the technology does not damage the records.

The Old Vic was originally named The Theatre Royal, and was built between 1764-1766. The lottery funding for the heritage project has been awarded at the perfect time so the artistic institution can celebrate its 250th birthday. The building can be restored and enjoyed for many years to come, and modern audiences will have access to some of the theatre’s programmes and archives online.

Emma Stenning, chief executive at Bristol Old Vic said, “We’re thrilled that the Heritage Lottery Fund has given us this support as it will enable us to push forward with our exciting plans to transform the theatre into an internationally-significant hub of cultural and historical interest. This major redevelopment project will allow tourists, theatre audiences, day visitors and schoolchildren to engage with Bristol Old Vic’s fascinating heritage like never before.”

If you have a large collection of historical records or archives which you’d like to protect, we can help you digitise your collection with our heritage scanning service. Get in touch for more details.

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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.