What's So Good About Going Digital?

going-digital
What's so good about going digital? Let's take a look at the advantages of embracing the digital revolution.

We are told over and over again that we are living in a digital age but there are still some things that haven't moved completely in this technological era. Document storage is one of those areas. So let's take a rundown of a few reasons why going digital could be one of the best things you could do for your company.

efficiency1 300x300It's Quicker

When you hold files in hard copy form and store them in their hundreds in filing cabinets, folders and boxes, it can become quite a task to recover the document you need at all, let alone quickly. With digitised files, you can access the document you need through a simple search by file name, date, content etc. once they have been fully indexed and OCR processed.

With digitised documents, you can also share documents and files quicker without the need to print and send it via old fashioned post. A quick email or giving a colleague access to the file online is all you need to do. It's as simple as that.

document scanning costIt's Cheaper

Digital document management also brings with it the benefits of significantly reducing outgoing costs for your company. Now the files are fully digitised, there will be little to no need for printing which reduces paper and ink costs. You may think that having documents scanned in the first place will eliminate these savings but here at Pearl Scan, we offer document scanning from as little as a penny per sheet for large quantities and very little more for smaller projects. You will also save on document storage costs should you choose to dispose of the documents help in hard copy form.

secure scan on demandIt's Safer

Confidential information is often held on the documents we store and, if they ended up in the wrong hands, there could be serious consequences. When these documents are digitised, their contents can be protected from this kind of danger by encryption and passwords protection. Your documents will also be protected from the kind of damage sustained by hard copy papers such as rips, tears, stains and creases to future-proof the information on them.

messy officeIt's Greener

These days, offices are increasingly looking for ways to be more environmentally friendly. There are many accreditations to identify companies that are actively taking measures to reduce their carbon footprints. ISO 14 001 is one particular accreditation Pearl Scan holds, showing our commitment to environmental issues. With document scanning from document scanning services, you can begin to make your office paperless, or at least 'paper light' to reduce your company's carbon footprint. Once you have taken the first step you may want to implement more schemes to make the office greener.

You Could Improve Your Company's Reputation

Not only can your company gain accreditations for being more environmentally friendly but you could even redesign your whole office once you've ditched the paper and gone digital. With a fresh new look, you could improve the reputation of your company. Potential clients will see your company as a forward moving and highly aware of what it takes to improve the business for both company and client. This can only be a positive thing because no one goes into a company asking for the slowest, most expensive service, do they?

So as you can see, going digital can bring many advantages for you and your company. If you would like some more information about how document scanning services can help make the transition to digital much smoother, get in touch today. For a free, no obligation, quote, 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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Digital vs Hardcopy

digital document management system
When it comes to document storage this is the biggest rivalry...Digital vs Hardcopy!

It's a question we hear a lot; how should I store my documents? Nowadays, there are many different methods of storing documents that sometimes it's hard to decide which one is best for your office or organisation.

Hardcopy

In times gone by, having a hard copy of a document filed away for when you needed information from it, needed to photocopy it or needed to make amendments to it was the standard solution. There wasn't really any other way to do it. However, a hard copy document is susceptible to loss, damage and theft. It could also take a lot of time to find the document you need which would result in lower workplace efficiency.

Despite these downsides, a hard copy document was still editable, to an extent. If changes needed to be made, handwritten amendments could be done to the document. This may not have been particularly neat but it did the job. Alternatively, amendments could be made to the document if it was originally made on Microsoft Word (or something similar) and the document would be printed out again to be stored in the filing cabinet.

While hard copy document storage has often been seen as the preferred way, and it does have its advantages, the world of document storage is changing.

Digital

All aspects of our world are continuing to go digital and that goes for documents too. As a society we are sending more and more emails and spending increasing amounts of time using electronic devices. Yet, some organisations continue to store their documents in hard copy in filing cabinets, boxes and folders despite conducting a lot of business online. But what is the solution to this? Coincidently, here at Pearl Scan, we have an effective solution.

We offer a bespoke document scanning service which involves the scanning, digital storing, delivery and disposal of documents. This complete cycle technique means you don't have to worry about your documents throughout the entire process, from the collection to delivery and disposal. We offer a wide range of choice to suit any project.

Mediums of Digital Storagepaperless blog

  • PDF
  • MS Word
  • HTML
  • TIFF
  • JPEG

On...

As you can see, digital scanning and storage offers you a huge range of choices that you just don't have with a hard copy. So join the digital revolution and have your documents scanned today. For more information on the document scanning services we offer or to request a quote, get in touch today or complete our online contact form by following the relevant links below.

 

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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HR Document Scanning Solutions

hr records management
How would you like a tailor-made scanning service specially designed for the HR sector? Pearl Scan can help, but let's start from the beginning.

What is HR Document Scanning?

We know that offices in Human Resources departments generate a lot of paper and most of that paper is required to be stored for future reference. Documents such as contracts, employee details, P45's and medical records can take up a significant amount of space in offices. It can also be costly to store so Pearl Scan offer a solution which means you can keep those important documents but they will no longer take up all that space. Scanning HR documents and keeping them in digital format rather than the hard copy alternative is a solution that many HR departments have found perfect for their needs.

What happens when the documents are scanned?hr goes digital

Once we have scanned your HR documents, they will be indexed and placed onto our online document management software, Halogen. This software was specially designed for HR Departments giving you security but easy access to your documents. Through Halogen, your documents can be accessed by anyone you have given permission to.

How can my office benefit from having documents scanned?

There is a seemingly endless list of advantages to scanning HR documents and implementing a digital document management system. You can save costs, space and time while also improving your green credentials with a paper light office. Documents will be more organised and could be accessed more efficiently through simple searches of content, title or date.

What makes Pearl Scan the best choice for my HR document scanning needs?

Many HR departments from reputable companies have already used our services for their document scanning needs and we are equipped to handle both small and large scale projects in Manchester, Birmingham and London as well as across the rest of the UK. We offer a bespoke service which you can easily tailor to suits your needs, whether you need your documents collecting from your premises or whether you would like them shredded afterwards, we endeavour to provide the best possible document scanning service for you.

If you have HR documents you would like scanned and implemented into a digital document management system, complete our online form for a free, no obligation quote and we'll be happy to help. For more information on the HR document scanning and HR document management services we offer here at Pearl Scan, browse our website or get in touch 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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Reducing Costs Through Document Scanning

how much does document scanning cost
While we have spoken in past blogs about the costs of document scanning, with large bulks able to be scanned for as little as 1p per sheet, in this blog we will look at the costs you could save through digitising your document management system.

We know that every office is different with regards to size and paper usage. Here, we have included Wrap's suggested equations for calculating the specific cost of your office's paper usage.

document scanning saves moneyTotal Reams of Paper Purchased Per Year ÷ Number of Staff in Your Organisation = Total Paper Use (Reams/Person/Year)
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Total Cost of Paper Purchased Per Year ÷ Number of Staff in Your Organisation = Cost (£/Person/Year)

Once you have calculated the cost of paper usage in your office, you may be a little shocked. Paper doesn't always come to mind when you think of large expenses in the office but it is a silent budget drainer. Add to this the costs involved in printing documents and storing them and you have a pretty hefty expense.

But how can you reduce this even when every document printed is deemed to be 'necessary'?

Investing in document scanning solutions may seem unnecessary but, through that one off payment, you can save costs for years to come. Just think, if you don't already have a digital system in place, here are some of the expenses coming out of your budget on a daily basis;

  • Paper
  • Printer Ink
  • Electricity for the printers
  • Storage items
  • Storage space

If you outsource a document scanning company, like Pearl Scan, to fully digitise your store of documents and then securely dispose of them afterwards, you can reduce or even eliminate saving money1some of the above costs.

On average, a worker in a non paper-savvy office will use around 45 sheets of paper a day. A large portion of this paper is not needed in paper form and would be much more useful in digitised form.

Having a digital document can be useful in many ways;

  • It can be accessed from anywhere.
  • It can be shared with any number of people from anywhere in the world.
  • There are no costs incurred every time a file is shared/duplicated.
  • It doesn't take up any space.
  • It can be efficiently searched for and available at the click of a button through OCR processing.
  • Your document is more secure as it can be encrypted and password protected.

So there we have the advantages of getting your documents scanned and implementing a digital document management system compared with the costs of continuing to print and store documents. I think you'll agree that Document Scanning and Digital Document Management put forward a very good case. We all know that costs and profit margins are an important part of business so it would be a sensible and forward thinking choice to invest in document scanning services to cut down those outgoing costs so you can increase profit margins in the long run.

If you would like some more information on the document scanning and digital document management services we offer here at Pearl Scan and how they can help your organisation, please get in touch today. For a free, no obligation quote for your document scanning project, complete our online form by following the relevant links below.

 

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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The Future of Work in a Digital Age

digital pods
Over the years, the way we work has changed significantly. With the introduction of the internet and, more recently, mobile devices we can take advantage of their speed and efficiency to improve our workflow.

The digital age has brought with it many advantages. Here are just a few;

document scanning womanAccess

With the arrival of technology to the workplace, we have gained the ability to access information easily. This has brought about a number of benefits;

  • We can now complete work from anywhere, anytime without the need to be in the office. This has led to an increasing amount of 'work from home' jobs giving more flexibility to lots of workers.
  • We can access resources from a number of devices so there is no need to wander back and forth from your desk to access them.
  • Technology not only lets us access information but also people; business can now go international easier with the introduction of software like Skype, which can be used for conference calls, and emails which can send information around the world in seconds.

communication

Communication

As mentioned above, communication between businesses and clients has become much easier with the introduction of Skype, email and mobile devices. Information, which in the past would have taken days to be delivered by post, can now reach its recipient in seconds.

 

theft of documentsSecurity

It's not just business technology that has advanced but also security at these companies. CCTV, code access, alarm systems and better building infrastructure have all made company premises much more secure. Some companies, like Pearl Scan, rely on secure premises to aid clients and protect their documents. Where in the past businesses could have suffered due to poor security, their premises are now protected so they can focus on providing services without that worry.

efficiency1 300x300

 

Efficiency

All of the above elements result in improved efficiency within the company and, we know you don't need telling, improved efficiency makes for a more successful business or organisation. Businesses with greater efficiency attract better customer reviews to which is essential to attract new customers and help the business to continue to grow.

 

 

Pearl Scan offer a range of solutions to help improve the way you and your company work in the digital age, from scanning services to document management solutions. If you would like some more information on the way Pearl Scan's scanning services can help you, feel free to browse our websites 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.

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

Rate this blog entry:
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