Pearl Scan London Blog

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Boost the School Budget with Document Scanning

document scanning for schools
How can the education sector deal with funding cuts in a way that won't bring the system to its knees?

There is no denying that education is one of the most important sectors in today's society. They are the bricks and mortar of British people with almost half of all young people progressing as far as further education. But government cuts to funding have long hampered the progress of educational establishments as they continue to look for ways to reduce costs without affecting the most important element; the education service they provide.

What is the Solution?

Schools are reluctantly trying everything to recover costs they have lost through lack of funding. Class sizes have been increased to attract more funding but staff numbers have had to be cut. There doesn't seem to be an ideal solution that won't negatively affect some part of the system. Short of abolishing free education and sending us all back to the dark ages, what can be done?

How Can Document Scanning Help?

The benefits that come with document scanning could go a long way to recovering costs for the educational sector while still providing efficient services. At the moment, a lot of schools (and other educational establishments for that matter) keep student and staff records as paper files stored in filing cabinets. These filing cabinets take up a great deal of space and they slow down file retrieval times even for the most efficient of reception staff. By having these documents scanned into a digital document management system, schools, colleges and universities can ditch those cumbersome cabinets and find files quickly and easily without the worry of loss, theft or damage. As a result, more space can be freed up or money will be saved on storage.

Less money will be spent in other areas too such as printing inks and paper. Files can be shared and accessed online almost completely banishing the need for hard copies. It is often forgotten how much money can be wasted on paper and ink, not to mention the electricity costs of running printers so often.

Implementing a digital document management system through document scanning can also improve the reputation of the institution. If a school looks like it works efficiently and can handle the information of their children safely and securely then more people will want to send their children there. The more children attending a school, the more funding they will get.

The benefits that educational establishments and any other organisation can get are always different depending on the circumstances, but one thing is for sure, document scanning can save money in one way or another.

Schools Have Gone Digital in Other Areas Tooeducation sector

While document scanning in education is a relatively new solution, the education sector has been embracing the digital age for some time. Attendance registers are now completed through digital softwares such as SIMS, whiteboards and blackboards have been replaced by digital doppelgangers and iPads are a common feature in lessons.

If you would like some more information about the document scanning services we offer, please don't hesitate to get in touch and we will even offer a free, no obligation, quote for your document scanning project.


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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 is OCR?

OCR hand
It is a process we offer with all of our scanning services but what is OCR?

OCR or Optical Character Recognition to use its full term, is a tool used during document scanning and data entry which makes scanned documents text searchable. It also makes these documents fully editable. OCR processes have dated back to the 1910s and have since developed into a useful service for businesses which are in the process of digitising documents. After the scanning process is completed, these companies save time, money and space as we have mentioned in previous articles but OCR processing is usually a vital part of the scanning process for organisations wanting to make full use of their digital files and documents.

Why Do We Use It at Pearl Scan?

Here at Pearl Scan, we can apply OCR processing to your scanned documents. We recognise the big advantages that come with being able to edit and search for your documents by their contents.

  • You can access documents quicker.
  • Documents can be edited right there rather than having to be completely rewritten
  • We can OCR process multi lingual documents from languages including English, French, German, Portuguese, Italian, Spanish, Urdu, Arabic and Russian (and all other major world languages, subject to testing).
  • You won't have to pay for someone to rewrite the text in order to edit it.
  • Tables and original layouts can be recreated using the latest software.

While one of the disadvantages listed about OCR is its lack of 100% accuracy, Pearl Scan employs a number of experienced staff who will check over all of your documents and ensure everything is correct so you don't need to worry.

Other uses for OCR technology

While the above use is still very useful, OCR processing can also be used more productively to assist people who are blind or partially sighted. Ray Kurzweil invented a machine in 1974 that was to change the world for these people. It was a reading machine for the blind. Combined with a flat-bed scanner and a text to speech synthesiser, the machine provided a lifeline for those who otherwise would not be able to read what they wanted to.

If you are interested in learning more about our document scanning services including the OCR process, get in touch today. For a free, no obligation quote, fill out our quote request 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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Document Scanning Can Save Lives

nhs nurse
Document scanning has been providing a lifeline for organisations within the healthcare sector for many years now.

Document scanning can literally save lives. As shocking or even ridiculous as it may sound, in a roundabout way, this statement is true.

Benefits of Document Scanning for the Healthcare Sector

Document scanning and medical records scanning can provide numerous benefits to all organisations but the healthcare sector can not only benefit themselves but they can also pass these onto their patients.


The efficiency benefit comes about as a result of easier accessibility to documents such as patient's records etc. This quick efficiency will benefit both the organisation and its patients as a result of more patients being seen when their records can be accessed quicker for quicker diagnoses.

Cost Savings-

The less an organisation costs to run, the more money they can put into ensuring their patients receive the best possible care. With document scanning, the need to print out documents and pay for document storage is eliminated.

Space Savings-

As I've just mentioned, the need for document storage is reduced or even eliminated completely with document scanning solutions. Where files were usually stored in cabinets, boxes and folders cluttering up offices or even corridors, that space can now be freed up and utilised in an improved way.

What Does Document Scanning Mean For the Future of Healthcare?medical survey

More and more healthcare organisations have begun the transition to become fully digital organisations. The benefits mentioned above will start to come into effect almost immediately cutting patient waiting times and saving organisations a lot of money in the process. If more organisations decide to have their documents scanned and implement a digital document management system, the future of healthcare across the UK will look much brighter.

Pearl Scan's Pledge

Here at Pearl Scan, we have successfully completed a number of scanning projects for healthcare organisations who are already reaping the benefits of going digital. If you would like some more information on how Pearl Scan can tailor document scanning services to your exact needs, get in touch today or request a free, no obligation quote 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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Top 5 Things to Look For in a Document Scanning Service

document management easy
When searching for the best scanning service for your needs, there are many things you need to consider. Here we have a run-down of the five most important things to think about when you hire a scanning company.


The first thing you need to think about is what service you are looking for exactly. If your company doesn't have the capabilities to deliver their documents to the scanning bureau, then you must focus your search solely on services that offer collection of documents. It would also be a bonus for your company if that was done for free or already included in the price. You also need to consider how easy it is to tailor those services to the needs of your company. The idea is not to have to bend over backwards for your scanning project to be completed. You want a service that gets the job done without you needing to worry so you can focus on more important things.


It goes without saying that you must look for a service whose prices fit within your budget. You will need to check that there is no hidden extras that could take the costs over the price you are willing to pay. Often getting written confirmation for the price of the package will be enough to assure you won't be landed with an unexpected bill.


While you may be looking for the cheapest scanning deal, it is also important to ensure you get the quality you want as well as a cheap price. Scanning equipment is not cheap so usually a company offering 'too good to be true' prices will not offer as good quality as those offering competitive prices for good quality images. Doing a bit of research will be enough to tell you what price is reasonable and competitive for the service you require.


When you hire scanning services, you want to know that your documents, photos etc. will be safe and secure so make sure you check for security accreditations, data confidentiality and how secure their premises are. If you're unsure about the security of the company, you are within your rights to request to see the scanning bureau before committing your custom. Some might deem it a little cheeky to request to visit, but at the end of the day, you and your company are making an investment, one that could save you so much more in the long run, so you want to make sure you go with the right services for you.


When it comes to getting value for money, you want to look for services which offer some sort of aftercare. Whether that's delivering your digital or hard copy documents back to you or securely shredding and disposing of the paper files. It is important that once the scanning project is done, you are not left to deal with the final details. If you have had your documents placed onto a digital document management system, you should receive consultancy from the company on how it works and what to do if there is a problem.

We think those are the most important things to consider when hiring scanning services. If you can think of any more, feel free to get in touch through our social media channels.

Here at Pearl Scan, we offer bespoke scanning solutions which tick all of the above. If you would like some more information on the scanning services we offer, including document scanning, feel free to explore our websites or get in touch 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

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Improve Your Customer Service with Document Scanning

office move
Provide better customer service with document scanning. Set your efficiency soaring with improved document management systems.

Do you often find the customer service lagging in your company due to poor accessibility of information? Your speed of customer service can be improved greatly if you switch your document management to digital.

How It Works

When you store your customer's information on hard copy documents stored away in filing cabinets it becomes increasingly difficult to find the files when you need them. If you are on the phone to the customer at the time and have to delay the call to find what you need, it will provoke a negative response from them. They will not appreciate having to wait when they just want an answer to a question or complaint.

So, what can you do?

You need to collect all of those files and customer information and have them scanned into a digital format. Once digitised, they can be placed into a system to make it simple to access the information you need at the click of a button, like this;

"Hello, customer service. How can I help?"
"Hi, I've got a query about my contract."
"Sure. Can I take your name and the first line of your address please?"
"Yes, it's Angela Jones of 41 Carnarvon Street."
"Ok Angela, I have the details of your contract here now. What's your query?"

See, how quick was that?! Especially when the alternative is this;

"Hello customer service. How can I help?"frustrated man 300x200
"Hi, I've got a query about my contract."
"Certainly, can you tell me the details of your contract?"
"Well...[explains the details] can you help me?"
"I'm afraid I'm going to need to find your file and take a look at this for you. Can I call you back in half an hour once I've found it?"
"What kind of customer service is this? I'm busy and I just wanted a quick answer to my query."
"I'm sorry madam, I'll try and get back to you as soon as possible."

In this scenario, not only is there a lack of a personal touch when the employee knows nothing about the customer's contract, but the customer has also shown her displeasure at the service she is being provided with so she probably won't continue giving her custom to the company once the contract is up.

Every company that cares about their reputation will do everything they can to ensure they have exceptional customer service so why not take up a solution which could make that job easier? Digital documents bring a large number of benefits with them, particularly with regards to efficiency.

In What Ways Does Document Scanning Improve Efficiency?

  • Documents are easier to access causing less delay to processes
  • Documents can be edited without the need to print out a new one
  • Documents can be shared quickly for instant replies and amendments

Pearl Scan Can Help

Here at Pearl Scan, we understand that successful companies don't have the time to go through backlogs of files and documents and scan them all themselves. This is why we offer a fully bespoke document scanning service for those companies, organisations and individuals wanting to reap the benefits of going digital without blowing the budget or wasting time. Our document scanning process is quick and simple yet effective and we provide free consultancy throughout so you know exactly what you're getting and how you can maintain your digital document management system once it has been set up. We also provide data capture services for customer feedback forms.

If you would like your customer service department to run as smoothly and effectively as scenario one, and who wouldn't, 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.