The Key to an Efficient Workflow is Document Scanning

efficient workflow document scanning
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.inefficient workflow


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.

efficiency1 300x300Benefits 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.

digital document management

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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Document Scanning by Pearl Scan


The Scan-do Peopletm


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

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A Solution to Rising Office Prices in London

Office SpaceAre you struggling with shrinking office space which you are paying through the nose for? Today we have a solution which could see you free up office space without the need to relocate to bigger and more expensive premises.

According to reports, the value of office space rented by one of Britain's largest landlords rose by 18.8% last year. This news from British Land further cements the uncomfortable struggle coming for London based businesses to operate while incurring crippling prices for their premises.

While there's still a debate about whether businesses would be better off moving outside of the capital to reduce the amount of money they spend on premises, there is a better and much simpler solution.

Going Digital with Document Scanningstuffed filing cabinet

So much office space in companies across London is being consumed by cumbersome filing cabinets, folders and boxes which have become such an office staple that you might not even have noticed them overrunning your office.

It might have started out as just a few boxes of paperwork here and there but between invoices, HR files, client information and incoming mail, you've found yourself with a serious document management issue. But aside from not being able to find the documents you need, when you need them, there is another more pressing issue; the space it's wasting.

How Much Space (and Costs) Are You Wasting?

Let's say a 4 drawer filing cabinet (used in many offices as an 'easy' storage method) uses around nine square feet of space. Now take a look around your office and the rest of the offices and storerooms at your company. How many filing cabinets do you have? 10s? 100s? 1000s? Multiply that number by nine and you can see an estimate of the amount of square footage you are using just for storage.

If you know how much money you are paying out per square foot of office space you can also calculate the cost of this storage too.

Shocking, isn't it?

But did you know all of that space can be saved simply by scanning documents and adopting a digital document management system. Transferring the documents filling those filing cabinets to a more manageable system hosted on a cloud platform, using document management software or simply stored on your IT network can transform your offices and leave you wondering why you didn't make the switch sooner.

Why is Digital Document Management the Superior Choice?

  • Managing documents digitally eliminates the need to store paper copies.
  • This freed up space can be used more productively and cost effectively.
  • Digital documents are more secure as they can be protected from the loss, theft and damage issues faced by paper documents.
  • Fully indexed digital documents can be accessed, edited and shared in seconds.Digital file management
  • You will see significant improvements in office productivity and efficiency.
  • You can lower your carbon footprint and boost your green credentials by printing less and sharing documents electronically rather than photocopying them.

By switching to managing your documents digitally, you could benefit from all of the above AND still remain compliant with file retention laws. It's a win-win situation!

Let Document Scanning Services Help

A document scanning service like us here at Pearl Scan, can make the transition to digital a smooth one by scanning your documents, whether a small or large volume, in high resolution in a quick turnaround.

We have worked with a number of London based companies from a wide range of industries including the legal, healthcare, education and financial sectors. Our document scanning bureau is fully equipped with the latest scanning technology and monitored by 24 hour CCTV so your documents will be in safe hands throughout the entire process.

For more information about the wide range of scanning services we offer, why not explore our website? If you would like a member of our friendly and experienced sales team to draw up a quote for your scanning project, get in touch by email, phone or by filling in our online form.

Alternatively, if you have already decided to move out of London into cheaper premises, we can still help you by taking away the stress of a big office move. Find out how.

 

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Document Scanning by Pearl Scan


The Scan-do Peopletm


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

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6 Kinds of Workers Printing in Your Office

messy office
According to WRAP's Green Office Guide, there are six 'printing culprits' in every office. Which one are you?

Let's take a look at the six different categories before you make your mind up...

The Pointless Printer

WRAP's definition: "Prints everything just because they like to have a hard copy of all documents, even emails."

These kinds of printers will end up with filing cabinets, folders and boxes of documents filling their offices to the brim.

The Competitive Printer

Wrap's definition: "The bigger the pile of what they perceive to be 'crucial' documents, the more important they think they look."

This person's documents will not be filed away but will be taking up huge amounts of space on their desk leaving very little room to work efficiently.

The 'Old School' Printer

Wrap's definition: "Feels they can't possibly comment on an email request without printing it off to read it and thinks it is impossible to edit documents by looking at them on screen – can only do so by printing off and writing amendments on the paper copy."

This worker's struggle to adapt to the digital age results in a mountain of paperwork and waste.

The Hasty Printer

Wrap's definition: "Presses the 'P' button before checking quantity, length, etc of the document and watches as 20 copies of a 200-page document in full colour come out of the printer, and then rolls their eyes as if the printer is at fault."

We've all been there, absentmindedly pressing print and then ending up waiting by the printer for hours. More often than not, the document won't be needed again anyway and if it is it's stored away so deeply that no one can find it.

The Sneaky Printer

Wrap's definition: "Acutely aware they are overprinting, and that such practice is frowned upon, but can't live without their paper – so gets in early or stays late to make copious amounts of what is possibly personal printing so no one sees them."

Whichever way you look at it, this is not a good approach to have, not only for the environment's sake but for the sake of your reputation within the company.

The Model Printer

Wrap's definition: "Double-sided, recycled paper. Only prints what is essential and likes to share documents with the rest of the team."

Here at Pearl Scan, we appreciate these kinds of people. They are environmentally aware and are also saving the company money and space by keeping print to a minimum. If you take steps to become the Model Printer then why not clear the existing documents from your office too. You could get them scanned and converted into digital format then they will be accessible at any time, from anywhere and the space they will take up will be purely digital space. If you are one of the other kinds of office printers then maybe you should consider cutting back on the printing to help you company's green credentials and save them money as well as clear up some space in your office.

To find out how Pearl Scan can change your bad printing habits through document scanning and document management systems, get in touch today. For a free, no obligation quote for your scanning project, complete our online form by following the relevant links below.

 

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Document Scanning by Pearl Scan


The Scan-do Peopletm


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

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3 Steps to a Paperless Office

paperlessoffice
Bag yourself a paperless office in 3 simple steps

The paperless office divides the business world. Some say it will never work while others are doing everything they can to achieve it. One thing is for sure, the benefits are endless.

  • Reduced costs (from printing, storage etc)
  • More space without documents filling offices
  • Improved efficiency
  • Easier access to files

Those are just a few. But how can you make your office go paperless? Is there a magic wand you can wave and the office will suddenly be paper-free? Sadly no, but we can offer you three changes you can make to set you well on the way to a paperless, or at least 'paper light' office.

Step 1- Scan your documents

The main thing standing in the way of your office and the paperless horizon is the volume of paper documents you currently hold in your office. You may have numerous filing cabinets full of them or just a few folders but either way, they have to go. So the first step you must take is to find a way to store those documents digitally. Get your documents scanned and placed onto a digital document management system. Having digital documents will also make them easier to access which we will talk about later.

Step 2- Shred the hard copies

Once you have digital copies of your documents stored and backed up, you will have no need for the hard copies so they can be securely shredded and disposed of. This will free up potentially huge amounts of space in the office to be used in more productive ways. However, the paperless motion must be upheld to be successful which brings me to the final step.

Step 3- Invest in tabletshow much does document scanning cost

For easier access to your documents, you should invest in tablets or mobile devices. This would mean that even when away from your desk, you can access the documents and information you need without having to print them off beforehand. By banishing the need for printing you will have no paper documents replacing the ones you have already got rid of. So, the office will remain paper free and save your company a great deal of time, money and space while opening up the possibilities for redesigning the paperless office.

Whether you are taking the first steps to a paperless office or you are well on your way, we wish you all the best. For help along the way look no further than Pearl Scan. We offer a fully bespoke document scanning service including the shredding and secure disposal of your documents at the end of the process, should you require it. For more information on the services we offer, feel free to browse our website or get in touch today for a free, no obligation, quote.

 

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Document Scanning by Pearl Scan


The Scan-do Peopletm


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

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3 Reasons to Shred Your Documents

banner shredding
Document shredding isn’t something that’s usually at the forefront of every business’ ‘to do’ list but it can be both useful and important. Here’s how.

1.Going Digital

When your company switches to dealing with documents digitally, there is no longer a need to store paper copies of them too. In this scenario, all the hard copies would be doing is gathering dust and taking up valuable space. So the most efficient thing to do would be to destroy the paper documents but it is also vital to make sure you do this securely. Shredding the documents will provide a safe way to dispose of them, especially if the documents are cross shredded because this makes it difficult to piece the shreds back together.

This brings me onto the second reason you should shred your documents…

2.Identity Theftshredding scan on demand

More than 89,000 UK people are the victims of identity theft every year and a lot of this comes as a result of the criminals gaining access to personal data stored on documents that have been thrown away rather than shredded. It only takes one or two confidential documents for someone to be able to steal your identity. If the thought of having your personal details or even your entire identity stolen by some random stranger isn’t enough to make you start shredding confidential data then I don’t know what will.

3.Recycling

For the past decade or so there has been a huge emphasis on companies reducing their carbon footprints and boosting green credentials wherever they can. This has seen a lot more businesses making more of an effort to recycle but this is where the risk factor comes in. In their efforts to save the environment, many people are not realising that they are throwing entire confidential documents into the recycling bins for anyone to find. Adding a simple shredding process into the mix will allow you to continue your recycling efforts but also secure that confidential information. It’s a win-win situation as they say.

Shredding Services

Here at Pearl Scan we have been providing businesses with document scanning and management solutions for over a decade. We provide secure shredding and disposal with all of our scanning services because we understand the need for confidential data and information to remain just that.

We can provide secure on-site shredding services as well as mobile shredding for you to witness the destruction of your documents and gain peace of mind. For more information, check out our website or for a free document scanning quote, give us a call and speak to a member of our friendly and experienced team.

 

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

Document Scanning by Pearl Scan


The Scan-do Peopletm


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

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