Pearl Scan London Blog

  • Home
    Home This is where you can find all the blog posts throughout the site.
  • Categories
    Categories Displays a list of categories from this blog.
  • Tags
    Tags Displays a list of tags that have been used in the blog.
  • Bloggers
    Bloggers Search for your favorite blogger from this site.
  • Team Blogs
    Team Blogs Find your favorite team blogs here.
  • Login
    Login Login form

Thousands of businesses in the UK face an uncertain future as their finances are to be upturned by rising business rates, but none more so than those operating in the UK’s capital city. Although the results of the recent revaluation were announced last October, they won’t come into effect until next April but even now businesses in London must prepare to pay, what is estimated at, an extra £4billion in extra tax the next five years. Pearl Scan, a London based document scanning company, gives advice to these central businesses, offering a solution for companies looking for new ways to save costs.

While ‘document digitisation’ and ‘paperless office’ may seem like buzzwords to many professionals, making the move to paperless and embracing the technological evolution within the world of work could bring with it a wide range of benefits, saving money in both direct and indirect means. Pearl Scan offers document scanning in central London and throughout the capital city, helping hundreds of clients to keep costs down using the innovative method, softening the blow of the imminent rising business rates.

Naveed Ashraf, Managing Director at Pearl Scan says “Some businesses are resorting to measures such as raising their prices for their customers to cope with the hike in tax but there are other, simple ways to keep costs down to cope with the recent revaluation. Implementing document scanning can save money by reducing the need to pay for file storage facilities and resources such as paper and ink on a regular basis. What’s more, productivity is greatly improved and margin for expensive errors such as misplacing or damaging important documents is removed, bringing further financial gain.”

Pearl Scan has been revolutionising offices with its renowned document scanning service since 2003, becoming an industry leader in this increasingly relevant field. With expert staff and the latest equipment and technology, it has the capabilities to cope with digitisation projects from a wide range of sectors. Everything from invoices to microfiche can be scanned by Pearl Scan, presented to its clients in a digital format via a text searchable, cloud based image hosting platform.

Offering competitive rates and a variety of packages to suit all sizes and requirements, a tailored document scanning service is a worthwhile investment for any London based business during these uncertain times. 

in Document Scanning 239
Rate this blog entry:
0

The advantages and benefits of going paperless cannot be argued, but the way in which to do it is still being debated for many businesses. Should you use a document scanning company and outsource your work, or can your document scanning be done in house?

At Pearl Scan we provide a premium service for document scanning in central London, as well as throughout the entire city in north, south, east and west London too. We have many happy clients ranging from blue chip organisations to local SME’s, all with a variety of budgets, who would all argue that document scanning can be done in house – yet they still choose to outsource it to us at Pearl Scan.

Setting up a system for in-house document scanning in east London, or wherever your office may be based, is certainly possible. And if you choose this method, there are a few thing that you will need to invest in:

  • Specialist scanning equipment

Basic scanning hardware may be able to cope with basic scanning requirements, but in order to fully realise a paperless office then you must invest in the appropriate, costly equipment that is capable of digitising all of the files used in your business such as invoices, slides, surveys, payslips and more. If you intend on relying on a digitised version of documents to inform your operations in your office, these paper documents must be scanned and converted in the highest possible quality.

  • Training staff

Just as you need the right equipment to perform the job correctly, you must take the time to ensure that your staff are trained in fully operating this new equipment correctly, safely and efficiently. This can be a time consuming process, and you may either need to re-allocate an existing member of staff’s job role or hire a new, dedicated scanning manager.

  • New procedures

Implementing a new in-house system means that your entire workforce will also need to be trained in new procedures to help make this happen. What do we do with our old documents? Can I still print things out? Is this mail ready to be disposed of yet? These are all questions that will need to have a solid clear answer. Failure to do so could lead to chaos in the workplace, rather than streamlined efficiency.

While it is assumed that keeping processes in-house can keep prices low, ultimately it can results in accumulating costs and extra time that needs to be invested in order to make it happen. We provide document scanning in west London, east London and all around the UK, offering our clients a fully rounded document scanning solution that reduces these concerns to one, clear payment package that takes care of your entire document digitising needs. We have industry standard scanning equipment ready to use, operated by our team of document scanning experts.

If you’re still unsure about whether or not to outsource your document scanning, get in touch to find out more. 

in Document Scanning 236
Rate this blog entry:
0

An article that was posted in HR Magazine last September made a very bold statement in the world of human resources - ‘It’s time HR got smart about smart technology’. While this article was urging HR professionals to utilise smartphone technology, apps specifically, in order to operate in the working world that is increasingly becoming more mobile and flexible, we agree that HR professionals should also be embracing another technology in order to implement change. This technology is document scanning. When using digitisation techniques, HR document management is revolutionised in a way that can give any business a competitive edge.

How does HR files scanning work?

When using our HR document management and scanning service we collect all of your files directly from your office. Our document scanning service is available in London, and we can gather documents from the north, south, east and west areas of the capital. From here, they are stored in our secure facility, then systematically digitised in our dedicated scanning bureau. We use the latest technology and machinery in the scanning industry and are capable of processing traditional documents as well as forms, surveys, photographs, books, records and more. Once digitised, we run them through OCR software to convert them into fully text searchable documents. We then present them to you in your chosen digital format, including PDF, JPEG and TIFF.  All of our customers are also given free access to our cloud storage platform, Halogen Cloud. This document management software was designed with HR departments in mind, enabling you to quickly access important files whenever they are needed.

What are the benefits?

When working in HR, whether you are responsible for recruitment, training, internal communications or payroll, your role relies on you having access to lots of information on a daily basis. And often when completing your tasks, you will also generate a lot more paper work that also needs to be filed and considered for later use.

Employee file scanning, invoice scanning, record scanning, feedback form scanning and more can help to create a digital HR document management system that can save time, remove margin for error and reduce cost. What’s more, with huge amounts of data stored in a digital, OCR searchable and indexed format, new insights can be found from the improved analysis that this instant access enables.

In addition, businesses looking to utilise smartphone technology, as suggested by HR Magazine, can do so with a digital document management system. No matter where an employee is based, files can be sent and viewed in an instant.

Tasks can be completed much faster with the documents required available at the click of a mouse boosting productivity, efficiency and eventually, profits. With these benefits, HR document scanning gives your company a competitive edge.   

At Pearl Scan we offer our document scanning in London for a wide range of organisations, working closely with many HR departments to help them dramatically improve their processes. 

Do you want to utilise the benefits of document scanning for your HR department? Learn more on our website. 

in Document Scanning 250
Rate this blog entry:
0

We are living in the ‘information age’ with much of our business and personal lives relying on large amounts of data in order to function. Unfortunately, for many organisation this data is still stored in physical files such as paper documentation, photographs or microfiche and microfilm cards. These can present a number of problems, especially as the streams of information that is created and such, needs to be stored, continues to rise. Before we tell you how a document scanning service in London can revolutionise businesses based in the capital, let us define some of the problems that you may be experiencing…

Lack of space

By their nature, traditional documents in a physical format are bulky and can take up valuable office space. Even if shelving systems or filing cabinets are used to try to organise these papers, they are often unsightly and cause the working environment to feel cluttered – something that can be detrimental to productivity levels.

Time consuming access to documents

Many jobs need instant access to the information stored in their documents in order to complete their daily tasks effectively. Unfortunately, when stored in these physical formats, valuable time can be wasted locating the desired papers, photographs, books or more, even when filed in a well-structured system.

Wasting money

Sometimes, you may have so many physical documents that you cannot even store it all in your office space! Many legal regulations require businesses to keep documents archived for a number of years, meaning that historic files can’t be disposed of and the papers keep on piling up. To comply, many resort to paying costly fees to simply keep these files in external storage facilities.

Deteriorating over time

Whether your document archive is with an external storage provider or if your company has the facilities to keep them in-house, gradually these paper, fibrous and textile documents will deteriorate over time, causing information to be lost.

How can document scanning in London help?

If your company is experiencing any of these document storage problems then a document scanning service can help. And when using Pearl Scan, every paper file, book, photograph, letter and more is removed from your site and taken to our dedicated scanning bureau in London. Here, our specialised technology transforms each file into whichever digital format suits your business best, including PDF, JPEG, TIFF and more, ready to be accessed at the click of a mouse. Once scanned, we also offer a secure storage service to keep all of your historic, physical files safe and away from your working environment.

With these data capture solutions, businesses can rid themselves of a cluttered working environments and unleash new productivity potentials as important data is available at their fingertips. What’s more, money is saved in the long run while documents are safe guarded digitally, forever.

Peal Scan offers document scanning in central London, as well as the different boroughs throughout the capital. If you want to know more about our document scanning service, get in touch!  

in Document Scanning 236
Rate this blog entry:
0

Document scanning and the goal of going paperless has been one of the biggest talking points for businesses over the last few years. The incredible benefits offered by simply scanning existing documents and moving towards a digital way of working has allowed businesses in all sectors and sizes to reap the productive and financial rewards of this modern way of working. However despite offering up a range of advantages, some businesses are still reluctant to make the switch due to the initial financial outlay.

But exactly how much does it cost for a business to go paperless?

Essentially, and somewhat frustratingly, for business owners there is no set price. All businesses have different needs, wants and goals, therefore, we accurately say, “It will cost £XX to make your company paperless.” Depending on the size and requirements, document scanning can cost as little as a couple of hundred pounds, and rise up to thousands of pounds, with potential additional hardware investments on top of that. And although this may seem like a lot of money, the initial outlay and cost of going paperless is by far eclipsed by the incredible savings that can be made.

Reap the financial paperless rewards

Those who have embraced the paperless revolution have reaped the rewards; in fact the number one drive for businesses to go paperless is the potential cost saving. YouGov states that SMEs in the UK waste over £42.2M per day on finding and retrieving information. But once a company relies less on physical documents, this figure drops significantly.

So with that in mind, why haven’t more businesses taken the leap and looked into paperless solutions? Essentially, the human race is against change. As a species, we resist change whenever and wherever we can, only taking small steps at a time. And overhauling a workplace in order to embrace the benefits of a paperless environment is often seen as one step too far for many. Yet with such high levels of inefficiency, it’s astounding that so few businesses have rebuffed the idea.

The YouGov survey mentioned above also suggested that 65% of UK SMEs are still to take this very step, while 31% of respondents highlighting that if they weren’t looking for documents, they could use the time to work on business growth and development.

With such incredible statistics, it really is unbelievable that businesses are still focussed on physical and paper documents – and particularly striking that SMEs, which are usually seen as pioneers, are putting off these developments.

What are you waiting for?

If you’re thinking about taking the leap towards a paperless working world, get in touch with us and see how we can help your business improve its efficiency and give it room to grow with our document scanning and management services. We offer free, no obligation quotes and can work with you to meet your needs, on your budget.

in Paperless Office 366
Rate this blog entry:
0

Newest Articles

What Could Go Wrong with in-House Scanning?

What Could Go Wrong with in-House Scanning? Going paperless is great, but having the right strategy while your organisation undergoes the transition is critical. Scanning technology has improved enormously over Read More

Arkansas Pioneers Microfiche Recycling

Arkansas Pioneers Microfiche Recycling Most of us are well aware that many industries will be going paperless in the not too distant future. Physical storage of information isn’t as secure, Read More

HR, Accounting and Legal Departments Still Printing Too Much

HR, Accounting and Legal Departments Still Printing Too Much A new study conducted by Wakefield Research and Infotrends has revealed the extent of the printing crisis in small to medium-sized Read More

Patient Records Scanning

Improving GP Services with Digital Records The NHS is in crisis at the moment, described by many medical professionals as ‘at breaking point.’ The latest disaster is a series of Read More
  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10
  • 11
  • 12
  • 13
  • 14
  • 15
  • 16
  • 17
  • 18