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medical record scanning

Many organisations across all industries can benefit from going paperless – and the government has already highlighted the National Health Service as one such organisation. The NHS has a target to digitalise patient records and become completely paperless, which will reduce time spent on administrative tasks and hopefully improve patient care. NHS Trusts are already expected to have patient records online, but health secretary Jeremy Hunt has challenged the NHS to become a paperless operation by 2018.

This move to roll out paperless operations has already started, with some NHS Trusts and GP practices taking the plunge and making the digital switch. The first NHS Trust to go paperless a few years ago was St Helens & Knowsley, and now other across the UK are on a paperless trail. In one GP practice in the area, moving to a digital database has freed up 20 square metres of space and freed up staff who had to spend two to three hours manually searching records for referral letters and other records. Dr David Wilson predicts digitalising all 11,000 records has reduced admin costs by one person a day each week.

With such positive reports from professionals who have made the paperless switch, many other NHS trusts are following suit well ahead of the 2018 deadline. One of the most recent areas to implement the digital strategy is Royal Free London NHS Trust, which treats around 700,000 patients each year. All paper care records are being transferred to digital, so staff can have instant access to records and patient information.

new horizontal 36Will Smart, Director of information management and technology at the Royal Free said, "For a complex hospital environment like ours, managing patient care using paper case-notes has been logistically very challenging. Tracking and moving paper case notes across a large physical estate has made it difficult to ensure that these are available where and when they are needed and has required a large administrative team.

"By digitising these case-notes we have the opportunity to improve the quality of the services we provide whilst reducing costs, and believe the new platform will enable us to digitise other paper-based corporate records and drive further efficiencies.”

The NHS obviously has an obligation to keep patient records and log all communication with patients for compliance. Medical document scanning and electrical storage is more efficient and cost effective for private and NHS hospitals, doctor’s surgeries, dentists and medical trusts. A digital archive system can securely store case notes, information and event digitised X-rays, while reducing admin costs. For more information about how medical record scanning can improve your healthcare practice and reach digitalisation targets, get 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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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.


Request a Quote   |   Contact Us    |    [email protected]

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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bulk document scanning banner
Many people think that the more you scan, the higher the costs but with bulk scanning services, this doesn't have to be the case.

Companies and organisations often think they have to pick a small amount of important documents to be scanned so as not to break the budget. What they don't realise however, is that larger scale scanning often doesn't cost as much as you might think and they also bring bigger benefits!

What is Bulk Scanning?Document Scanning Service10

Bulk scanning is exactly that; the process of scanning a large bulk of documents. Companies who still store documents in paper form will usually have filing cabinets, folders and boxes full to bursting with them. Once they have made the decision to go digital with their document management system, it makes a lot of sense to scan all of those documents rather than just some.

What Can I Scan in Bulk?

Almost any document previously stored in hard copy can be scanned in bulk. From till receipts and invoices to archives and heritage collections.

How Can I Save Money With Bulk Scanning?

Standard document scanning alone can bring cost savings in the form of reduced paper and printing use as well as lower storage costs but if the scanning is completed on all of the documents you hold, these savings can potentially be massive. Imagine being able to abolish all of your storage costs or reduce the amount paper you use to almost zero (or even none at all if you want to try out a paperless office). Profits will be through the roof and who can say no to that?

How Can I Manage My Documents Once They Have Been Digitised?

Once your documents have been scanned, they should be OCR processed and converted to the format you need. When you outsource your scanning project to a document scanning company like Pearl Scan, your documents can be managed with bulk document management software, Halogen. Since they have been fully indexed, you will only need to make a simple text search in the software to retrieve the documents and information you need.

What Benefits Can Bulk Scanning Bring To My Company?

Scanning alone brings a lot of benefits for businesses and organisations alike but when you choose bulk scanning, you can gain further advantages;

  • There will be a vast reduction in outgoing costs (storage, paper, printing etc.) once your company deals with all of their documents digitally.
  • By scanning all of your stored documents in bulk, you can remove all of the filing cabinets etc from offices and potentially save a huge amount of space or utilise it more efficiently.
  • By dealing with a purely digital document management system, you can improve office productivity and efficiency.
  • Your green credentials and carbon footprint will be improve due to the reduced need to use paper and store it.
  • Bulk scanning is a low cost solution which brings bigger savings right from the beginning.
  • Your workflow can be improved with the use of email, shared networks and online platforms.
  • With improved efficiency and a more open workspace office morale will be boosted.

How Can Pearl Scan Help?

Here at Pearl Scan, we specialise in bulk document scanning for companies and organisations across a range of industries including bulk legal scanning, bulk HR scanning and bulk education scanning. We offer an excellent yet affordable service and also offer our bulk document management software, Halogen, free of charge for larger projects.

With our bulk scanning service you can start to benefits from cost savings and many other advantages so get in touch today for a free, no obligation quote for your scanning project. If you would like some more information on the bulk scanning services we offer, check out our bulk document scanning page.


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Office SpaceAre you struggling with shrinking office space which you are paying through the nose for? Today we have a solution which could see you free up office space without the need to relocate to bigger and more expensive premises.

According to reports, the value of office space rented by one of Britain's largest landlords rose by 18.8% last year. This news from British Land further cements the uncomfortable struggle coming for London based businesses to operate while incurring crippling prices for their premises.

While there's still a debate about whether businesses would be better off moving outside of the capital to reduce the amount of money they spend on premises, there is a better and much simpler solution.

Going Digital with Document Scanningstuffed filing cabinet

So much office space in companies across London is being consumed by cumbersome filing cabinets, folders and boxes which have become such an office staple that you might not even have noticed them overrunning your office.

It might have started out as just a few boxes of paperwork here and there but between invoices, HR files, client information and incoming mail, you've found yourself with a serious document management issue. But aside from not being able to find the documents you need, when you need them, there is another more pressing issue; the space it's wasting.

How Much Space (and Costs) Are You Wasting?

Let's say a 4 drawer filing cabinet (used in many offices as an 'easy' storage method) uses around nine square feet of space. Now take a look around your office and the rest of the offices and storerooms at your company. How many filing cabinets do you have? 10s? 100s? 1000s? Multiply that number by nine and you can see an estimate of the amount of square footage you are using just for storage.

If you know how much money you are paying out per square foot of office space you can also calculate the cost of this storage too.

Shocking, isn't it?

But did you know all of that space can be saved simply by scanning documents and adopting a digital document management system. Transferring the documents filling those filing cabinets to a more manageable system hosted on a cloud platform, using document management software or simply stored on your IT network can transform your offices and leave you wondering why you didn't make the switch sooner.

Why is Digital Document Management the Superior Choice?

  • Managing documents digitally eliminates the need to store paper copies.
  • This freed up space can be used more productively and cost effectively.
  • Digital documents are more secure as they can be protected from the loss, theft and damage issues faced by paper documents.
  • Fully indexed digital documents can be accessed, edited and shared in seconds.Digital file management
  • You will see significant improvements in office productivity and efficiency.
  • You can lower your carbon footprint and boost your green credentials by printing less and sharing documents electronically rather than photocopying them.

By switching to managing your documents digitally, you could benefit from all of the above AND still remain compliant with file retention laws. It's a win-win situation!

Let Document Scanning Services Help

A document scanning service like us here at Pearl Scan, can make the transition to digital a smooth one by scanning your documents, whether a small or large volume, in high resolution in a quick turnaround.

We have worked with a number of London based companies from a wide range of industries including the legal, healthcare, education and financial sectors. Our document scanning bureau is fully equipped with the latest scanning technology and monitored by 24 hour CCTV so your documents will be in safe hands throughout the entire process.

For more information about the wide range of scanning services we offer, why not explore our website? If you would like a member of our friendly and experienced sales team to draw up a quote for your scanning project, get in touch by email, phone or by filling in our online form.

Alternatively, if you have already decided to move out of London into cheaper premises, we can still help you by taking away the stress of a big office move. Find out how.


Request a Quote   |   Contact Us    |    [email protected]

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 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.


Request a Quote   |   Contact Us    |    [email protected]

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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