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Reclaim Costs With HR Document Scanning

hr banner3
Human Resources departments up and down the country are leaking money from company budgets daily and you might not even realise it but with document scanning, those costs can be reclaimed from various different areas.

How Are You Wasting Money?

With the current situation in your Human Resources department, you could be wasting money in a number of ways without even realising…Man overwhelmed by paperwork

Storage (Off-site and in office)

With hard-copy storage, there are two main locations the files can be stored in. Either they are taking up a great deal of valuable office space or you have decided to store them in off-site storage facilities and incur annual storage costs. Whichever method you choose, you are losing money regularly for something as simple as document storage.

Wasted Time & Unproductive Tasks

With a system as inefficient as paper document storage, it is almost guaranteed that you are wasting a lot of time (up to 30% according to studies) searching for documents, re-filing and other admin tasks and that isn’t even mentioning the tasks that turn out to be unproductive because a file is lost or unavailable at the time. Time is money and with this much wasted just imagine what it’s doing to your profits.

Paper, Ink and Printing

This is a more obvious budget drainer. You can actually see the costs on your invoices regularly yet many companies still don’t take steps to reduce the amount of physical paperwork they are producing.

Poor Reputation With Clients

If your customer service is poor due to slow file retrieval and bad all-round file management then this will have a direct effect on your reputation with current clients as well as potential clients. If they don’t feel like they are getting/will get good service from you, they will turn to one of your competitors instead. Obviously, loss of clients can have a very damaging effect on profits so it’s definitely something that needs to be addressed.

If you’re worried your HR department may be experiencing lost money due to any of the above then don’t worry there is a solution and it’s a good one.

HR Document Scanningsaving money1

Scanning HR documents and storing them digitally instead will provide a successful solution to those issues with cost. The storage of digital documents will abolish extortionate storage costs because, provided the digital copies are fully backed up and secure, you will no longer need to store the original paper documents. Digital documents are also much more flexible and reliable as they can be fully indexed and retrieved instantly. There is minimal chance of losing files and even when they are they can be found through text searches of relevant data. Files can be shared quickly too and via various methods reducing the need to print documents out. Digital business processes will reduce the costs spent on printing and sending files. Overall, the benefits that going digital will bring to the efficiency and budget of the company can then be transferred to the services you provide for your customers. This will give off a much better impression and maybe even persuade customers to join and stay with your company.

Other Benefits

Not only does document scanning for HR offer annual and immediate cost savings for your business, you can also benefit from a range of other things too;

  • Reclaimed Space
  • Time Savings
  • Improved Security
  • Boosted Efficiency
  • Environment
  • Morale

Scan HR Records With Pearl Scan

Here at Pearl Scan, we offer a completely bespoke document scanning service and document management solutions aimed at the HR departments of companies up and down the country. We can handle the entire project from collecting your documents right down to setting you up with your digital files in an efficient and usable system. You will receive high quality, OCR’d digital images in a quick turnaround to ensure minimum disruption to the company. We can even provide you with our document retrieval software, Halogen, free of charge. This specially designed software will aid the managing of HR files and help you to really reap the benefits mentioned above. For more information about how we scan HR records, take a look at our website and blogs or give us a call today.

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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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Where Can I Store My Documents?


where to store documents
It’s one of the first questions that comes to mind when a company wants to change its document management processes and there’s a wide range of ways you can do this.

The first thing to consider is what format you want to store your documents in; hard copy or digital? Once you’ve decided this, there are a few methods you can choose between so let me break it down.

Manual Document Managementmanual document management

Manually managing documents is the traditional method of storage and is still a favourite with lots of businesses across the country. Whether it’s the nostalgic love of paper or the need to have something physical in their hands, despite the rise in digital business, these people still prefer to store documents in the two methods below.

Office Storage

Think filing cabinets, folders and boxes. It’s probably the image you have in mind when you think of the average business office. Storing files like this is the most traditional method and the go-to way for a number of businesses but if we really think about it, there aren’t a great deal of benefits, it just seems to be a force of habit. Having said that, for a small number of documents, office storage can be the best method.

Off-Site Storage

Sometimes when there’s too many documents and files to fit on their premises, companies hire off-site facilities to store their documents securely. While this method is more secure than storing files in the office, it has an even slower document retrieval time because you have to request for the relevant document to be sent to you.

Digital Document ManagementDigital document management


Storing digital images or files on a CD, DVD or USB means you can carry them on the go for remote site access. Files can be duplicated onto different systems, shared and viewed easily. The only downside to this method of storage is the risk of losing the CD, DVD or USB having not back the files up and the fact that you will always have to remember it when you know you’ll need to retrieve files.

Shared Network

With a shared network, the benefits are obvious; you have a network on which you can share your digital files with other members of staff or anyone else with access to the network. Shared networks can be based on a computer network or an online cloud platform. Both of these networks offer advantages but cloud storage has really taken off over the past few years because it offers the ability to access files at any time from any device with access to the internet.

Document Management System

Sometimes when companies decide to store their files digitally, they don’t have a system in place which can lead to some trouble managing the files. This is where document management software becomes a vital resource. It allows documents to be searched, organised and retrieved with ease. There are a wide range of choices of software ranging from simplistic to highly technical but the best thing to do is try one out and see if it suits your company.

Pearl Scan Can Help

Here at Pearl Scan, we provide document scanning services as well as document management consultancy to businesses, organisations and individuals from a wide range of industries including legal, HR, healthcare, education and finance.

We can scan any file from as small as a till receipt right up to a large format drawing or plan for which we can then provide image management software for your scanned images. We also have our own cloud platform, Pearl Cloud for you to host your files once they have been scanned.

If you would like some more information about our document scanning, management and storage services, check out our website or give us a call to receive your 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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File Formats To Convert Scanned Documents To

file conversion
When having your documents scanned, it is important to choose a file format which is suitable for your organisation. Amongst all of the technical jargon, it can be difficult to tell what the difference is so here's a short and simple guide to three of the most popular file formats.


TIFF is short for Tagged Image File Format and, depending on your experience with electronic files, you may or may not have already heard of it. While the TIFF format is a popular one to convert documents to, there are a number of factors you need to consider before choosing this format.

Advantages of Scanning to TIFF

The main advantage of using a TIFF format to convert your scanned files to is that this format is highly compatible with most systems and software. The file also remains uncompressed meaning you won't lose any image detail during the conversion or through frequent saves.

Disadvantages of Scanning to TIFF

There is a disadvantage to the uncompressed feature of the TIFF however and that is the file size. Because a TIFF file remains uncompressed, its file size can be really large. This can become a problem if you're wanting to share your files by email. If you just want your files to be stored and accessed from a document management system though, this can be done easy with TIFF files.


JPEG (or you may have seen if referred to as JPG) stands for Joint Photographic Experts Group. If you have anything to do with photography, you will almost definitely have heard of this as it is a popular format for photographic images and digital paintings.

Advantages of Scanning to JPEG

In contrast to the TIFF, JPEGs are compressed files which reduces the file size making it easy to share by email. The initial compression uses good enough ratios to still maintain decent quality images.

Disadvantages of Scanning to JPEG

Unfortunately, the compression will have an effect in the long run because when you save and edit the files over and over again you will experience something called generational degrading which means the images will begin to lose their quality over time.

file formats


The PDF (or Portable Document Format) is probably the most popular format to convert scanned images to. Whether you work with electronic documents on a regular basis or not, you will almost definitely have had some encounters with PDF, from downloadable brochures to online books.

Advantages of Scanning to PDF

The main advantage of a PDF file is that it preserves all of the formatting and layout of the original document. PDFs also offer customisable features and the ability to compress the file for storage and sharing purposes without losing any image quality. The PDF is also a highly mobile format and even lets you view documents on smartphone and tablet devices.

Disadvantages of Scanning to PDF

While PDF might seem like the perfect file format, it does come with some disadvantages. It can be very difficult to edit files stored as PDFs because the format captures the document exactly as it is and remains just that. Due to the nature of the ratio, you may also need to scroll and zoom on your computer to view the entire image.

So there we go, I hope this article has gone some way to explaining the good and bad points of the three main files formats to help you make the best decision
 for your scanning project.

Here at Pearl Scan, we provide document scanning and file conversion services for companies and organisations in London and right across the UK. Our sales team can provide you with excellent consultation and draw up a free quote for your project including any one of the file conversion formats above. Contact us by email, call us or complete our online form and one of our experienced staff will be in touch.


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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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Could the Paperless Office Finally Become a Reality?

Paperless Office SuccessAre advances in technology making it easier for businesses to adopt a more digital and paperless approach to every day working?

The Paperless Dream

The paperless office has been a long time dream of many businesses who can see the wide ranging benefits of ditching inefficient and bulky paper processes in favour of digital and more streamlined alternatives. Unfortunately, it hasn't been easy to part with our beloved paper and many offices still insist on storing their files and documents in hard copy despite its obvious downfalls.

So, Are We Any Closer to Success?paperless office tablets

There have been some huge improvements in technology for businesses over recent years. Not only are there more digital devices to speed up the way we work but lots of these devices have now become portable giving access to the tools you need, wherever you are.

We have gone from static desktop computers to semi-portable laptops and we are now at the stage of seeing tablet devices like iPads introduced into the workplace letting staff pull up information in meetings and benefit from flexible working without being tied to the desktop.

Automating Business Processes

With these portable devices, it is easier to switch to paperless business processes. Paperwork you would normally store in hard copy format can be digitised and stored in either a shared network or in the cloud. By storing documents like this, you will be able to retrieve them instantly on your portable devices even if you are working remotely.

Whether you need to retrieve invoices, client information, HR records, contracts or anything else, they can all be in one place, fully indexed for easy text searching and retrieval. Going digital also means you can share and edit documents without having to print copies. There are even extensive capabilities to collaborate on documents simultaneously with applications such as Google Docs meaning you can be in separate locations editing the same document while seeing each other's edits too.

What's So Attractive About Going Paperless?

Adopting a paperless office brings many advantages including;

  • Businesses can become more agile as a result of less reliance on paper.
  • Paper can be difficult to manage, store, archive and search.
  • Managing your documents digitally can speed up efficiency in your office.
  • You can save costs on paper, ink and printing equipment.
  • You can free up office space with the removal of bulky filing cabinets and boxes.
  • Going digital offers the chance to be compliant without losing physical space for document storage.
  • With digital storage you can minimize data loss by up to 99% and boost the longevity of your information.
  • You will get a greater control of your documents and workflow leading to better productivity and higher office morale.

Make the Paperless Office Your RealityHappy worker

With Pearl Scan's paperless office solutions, you can outsource your document scanning project to professionals with over a decade's worth of experience. We can scan your documents whether you have a little or a large volume of files, folders and boxes.

To aid with your paperless transition, we also offer a range of solutions to help you manage your documents once they have been scanned. If you want to store them on a cloud platform, we can offer our fully managed cloud system, Pearl Cloud. If you don't already have a system in place to manage digital documents, we can provide your scanned documents with Halogen. Halogen is our in-house developed document storage and retrieval software which has a powerful but easy-to-use interface which enables you to search through hundreds or even thousands of files and retrieve the one you need in seconds.

For more information about all of the paperless office solutions we offer, why not browse our website or you can get in touch and speak to a member of our sales team who can explain which solutions will suit you and your business. We can even draw you up a quote free of charge with no obligation.


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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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What are Document Scanning Services?

Document scanning company
We spend a lot of time promoting ourselves as a document scanning service but what exactly are document scanning services?

Well, scanning services are just that; a service that does your scanning. Ok you didn't need that explaining. Let's go into more detail.

What do Scanning Services Scan?

The is a huge list of solutions scanning services can offer, including document scanning, book scanning and large format scanning right down to microfiche and negative scanning.

Who can hire scanning services?

Literally anyone could find themselves in a position where they need scanning services. These services cater for small to large organisations and individuals alike looking for ongoing scanning solutions or just a one off project. They can also cater for a range of sectors including legal, HR, education, medical/healthcare and many others.

What are the benefits of scanning services?

There are a huge range of office scanners out there ranging from the affordable to the downright luxurious so why are scanning services needed? Well, scanning services offer a solution with many benefits that are appealing to busy companies regardless of their size. Scanning services take away the time consuming nature of scanning documents and other items. You can leave what you need scanning in the capable hands of a scanning company for the entire process meaning you can concentrate on more important matters within the company.

Scanning services can also save you significant amounts of money over the long term.

How can scanning save me money?

With hard copies of anything, you need somewhere to store them, whether that's in off-site storage or in filing cabinets, boxes and folders in the office. This storage can cost unnecessary funds and/or use up valuable space which could be used more productively. Eliminating the hard copies, through scanning and digitising them, saves those costs almost immediately. Additionally, if you implement a digital management system to organise, share and edit the files, you will save costs on printing and postage annually too. As a result of all of this, the costs of scanning services are usually pittance compared to your current ongoing expenses.

Why do I need to scan these things?

When you keep important documents and other things as hard copies, you leave them susceptible to loss, theft and damage. They take up space and as we have already said, they cost money to store. Scanning eliminates these worries and future proofs the important things. By going digital, you will be able to access them at the click of a button from anywhere at any time. The benefits of going digital through scanning are endless.

Where can I find a UK scanning service?

You are on the right track. Here at Pearl Scan, we offer a range of affordable, bespoke scanning services which offer all of the above benefits. If you would like some more information on the scanning services we offer including document scanning, or if you would like a quote for your scanning project, get in touch today for a free, no obligation quote.


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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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.