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‘Tidy desk, tidy mind’ is a common quote among tidy office workers. And it has been proven that tidy desks and offices do have a positive effect on workers. Despite this, many office desks are more reminiscent of teenagers’ bedrooms than sleek, tidy spaces that will instil a focussed work ethic. We understand that in busy offices it can be difficult to keep workplaces clean and tidy, but with a little bit of effort, you can have the workspace you’ve always dreamed of. Just follow these simple tips:

Dedicate 10 minutes each week to have a clear out

Whether it be on a Monday morning before the caffeine kicks in, during that Wednesday lunchtime lull, or on a Friday afternoon just before home time, dedicating 10 minutes to get rid of scrap bits of paper that are of no use, food wrappers, out of date files and ancient post-it notes can really make a difference when it comes to freeing up your desk space.

Invest in folders

Is paperwork imperative for a specific job? Then file it away in a dedicated folder. You’re less likely to spend time filing useless pieces of paper away than you are important documents. So not only will this cut down on the amount of paper clutter you have around you, but you’ll also be able to put your hand to said documents when you need to.

Get a desk tidy

Desk tidies are great for keeping pens, pencils, paperclips and notebooks in one place. Not only will you be reaping the benefits of a tidier desk, but you’ll also be the office hero when someone suddenly wants a pencil sharper or a hole punch.

Get a bin

If you have a bin at the side of you, you’re infinitely more inclined to use it than if you have to trek to the opposite side of the office to dispose of your rubbish. It may need emptying a few times a week, but your desk will look always look spick and span.

Operate a paperless office

Although computers can get clogged up with files and folders, it is much easier to sort through these as they  are labelled clearly and concisely. Therefore, saving work on computers instead of printing them off to physical pieces of paper can save you valuable time sifting through what is relevant and what isn’t. Files on computers are also much less distracting as they aren’t on show all the time so are less likely to pique your interest and attention away from the job in hand.

Do you have any tips for those struggling to keep their desk in order? Let us know!

in Paperless Office 186
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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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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.

Digital documents 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 the 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.

Time is saved searching for 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 Pearl Scan 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.

No data is ever lost

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 using invoice scanning automaton, and systems like this are fast becoming part of many document scanning services we offer for our clients in London and throughout the UK. Learn more about the invoice scanning services in London we offer online, or get in touch to request a quote online!

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The term ‘digital transformation’ has been a buzz word skimming around the business world for many years. And document scanning 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, 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:

Finance

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. Document scanning scan 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.

Education

The education sector relies on mountains of paper every single day. Whether it be in classrooms or 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. Digitalising 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.

Medical

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 greatly by doing switiching to a paperless system, cutting down on time wasted search for records, ensuring information is correct and minimising clutter.

Human resources

Human resources is 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, that can wreak havoc. Digitalising employee records, training and procedures can make sure that files are never misplaced, records are kept up to date and staff are able to get on with their jobs efficiently.

Do you work in any of the above sectors? Let us know your thoughts on document scanning.

in Document Scanning 171
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For busy organisations, it can be extremely difficult to juggle the large amounts of incoming post – even when there is a dedicated team in place. But thanks to technology, they don’t have to struggle any more if they implement a digital mailroom.

Although the term ‘digital mailroom’ may sound scary, it is actually relatively simple. A digital mailroom is the automation of incoming mail processes. It uses document scanning and capture technology to digitise incoming mail in order to automate, and consequently streamline, the organisation and delivery of mail within a business. Not only can this cut down on time wasted, but can also help to cut down on the unnecessary costs of hiring and training extra staff.

 So how can a digital mailroom help my business?

Digital mailrooms can improve efficiency

Employees will receive their mail digitally and fully indexed to their own individual email inbox every day. This allows them to view, edit, action or share it at the click of a button, allowing them to quickly get back to what they were doing to begin with.

Digital mailrooms offer increased space savings

As you won’t need to store large amounts of mail, you won't need a dedicated room for sorting through mail or somewhere to store filing cabinets full of the documents.

Digital mailrooms cut down on worries

A lot of things come through physical mail. Whether it be mass adverts and booklets or sensitive documents such as invoices and cheques, a digital mailroom eans you don’t need to worry about it getting lost or falling into the wrong hands. All incoming mail will be sorted, scanned, indexed and sent directly to the correct inboxes without a second thought.

 What about safety and security?

Did you know that digital documents can actually provide a more secure system? Storing paper copies of files leaves them open to loss, theft and damage, whereas storing them digitally instead can prevent this. File encryptions and password protections can keep documents safe so they cannot be accessed by anyone who doesn't have permission. Digital documents also come with the added bonus of being able to be backed up by cloud platforms which can prevent the loss or damage of all important data.

 How much does a digital mailroom cost to implement?

This is a common question, but thankfully one that has a welcome answer. Thanks to digital mailrooms becoming more widely used, the costs of the services have decreased considerably. Helping to open them up to a wider range of companies, it means that even smaller businesses or companies on a tight budget, can still reap the digital mailroom rewards.

Do you want to give the digital mailroom a try? Get in touch with us today and find out how our sophisticated system can bring all of the above benefits you your business.

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