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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.
 

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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

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

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.

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.

Benefits 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.

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.

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

How much is your company spending on document storage? My bet is, too much. In this increasingly digital age, it just makes sense to go digital with your files and documents to lower costs and increase efficiency.

In the past we've spoken about the advantages companies can gain from document scanning but here we would like to reinforce what all these benefits can mean for the future of your company.

Benefits of Document Scanning and Digital Document Management

Let's remind ourselves of the benefits document scanning and electronic document management can bring;

• Cost savings
• Time savings
• Space savings
• Improved efficiency
• Improved document security
• Increased accessibility
• Improved overall organisation
• Decreased reliance on paper
• Increased office morale
• Future-proof your business
• Increase your green credentials
• Show better health and safety awareness
• Increase workflow efficiency
• Reduces stress

I could go on forever and, admittedly, we usually do but how does this relate to your company? As you can see, there are no negative effects on your business when document scanning and digital document management are executed professionally. The main effect on your business will be potentially higher profits brought about as a result of lower outgoing costs and improved efficiency. This can only be a good thing when companies and organisations are struggling to stay afloat due to higher costs in other areas. Every company is different so it would be futile to try and guess which benefits you would reap and to what extent.

So, here's the challenge. Take a look at the list of benefits above. Then make a list of the areas in which your company could improve. It is at this point I can almost guarantee there will be a number of areas that match on both lists. This is when you know it's time to stop being an adequate, or even failing, business and start being a SMART business.

What is a SMART business?

By hiring scanning services and adopting an electronic management system you can begin the path to becoming a SMART business.

A SMART business Scans, Manages, Accesses, Reaps and Tells.

Scan
The first step is getting your documents scanned and fully indexed.

Manage
Then you need to manage your new digital documents efficiently by adopting a digital document management system.

Access
You will then be able to access your digital documents whenever and wherever you need to.

Reap
With this new-found accessibility you can then reap the benefits mentioned above.

Tell
While you're reaping these benefits, why not tell your clients all about it, especially since some can mean a better experience for your clients as well as the company as whole.

How Can Pearl Scan Help

Here at Pearl Scan, we offer bespoke document scanning services including invoice scanning, legal scanning, HR document management and bulk document scanning. They provide all of the benefits mentioned in the article and have been used by a number of satisfied clients.

If you're are interested in taking steps to become a SMART business or if you would like some more information on the document scanning services and document management solutions we offer here at Pearl Scan, get in touch today. We can also provide you with a free, no obligation quote for your project if you complete our online form.