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Document Scanning for Businesses

paperless office solutions
Document Scanning for Businesses - A beginner's guide containing the top 3 ways in which document scanning can help your business.

In this article we are going to list the top 3 ways that document scanning can help your business. Obviously this can all depend on how much you are currently relying on paper based documents, but if you do, this is a great guide to get you moving into a better system that works within your company.

So let's get started:

1. Document scanning improves efficiency

This is one of the biggest and most proven facts about document scanning and this is the main reason that the majority of companies decide to go digital with their documents. When your documents are scanned and put into a digital document management system, they are much easier to find when compared to paper documents. Think about how long it might take to search through filing cabinets and storage to find the files that you need. Even if you have a good idea where they are, it can still take quite a bit of time especially if the files have not been put back correctly or are out of order. Searching for a document digitally means doing a quick computer based search which will take a matter of moments. The effects this can have on efficiency and productivity is excellent as more work can be done than ever before. Staff morale is also boosted as the result of a more interesting working day.
When you get your documents scanned by a professional document scanning company, the files are indexed in any way that you wish. This can be by a reference number, a client name or address or anything else that is relevant. That means that you can simply type in the appropriate information and the document should appear on the screen right away. This makes life considerably easier in the office.

2. Document scanning and digital management systems save money

There might be an initial cost to getting all of your documents scanned, but the costs that will be saved in the long run especially, and in some cases the very short term, is exceptional. As we mentioned in the previous section, efficiency is improved and more work gets done. This can mean that you wouldn't need to employ more staff and train them because of improvements in productivity. You will also find that the amount you spend on paper, printer ink and other office supplies involved will be cut dramatically as documents are no longer printer to be stored.
On top of this, if you are a company that stores their documents in a storage facility with ongoing monthly costs and retrieval fees, this can be cut out completely. Once the documents are scanned, indexed and onto your systems, they are in your own hands and can be accessed at any time, removing the need for storing the physical files and the costly, time-consuming retrieval. Law firms have already found that this system is excellent for helping with their document storage costs.

3. Document scanning saves space

When the need for physical, paper based documents is no longer an issue, the documents, and the cabinets and drawers they are located in, can be disposed of leaving you with more office space to use however you wish. In the modern, economical environment, space is more important than ever and every inch can count in a lot of cases. The extra space can be used for extra facilities or just to give more breathing room for your staff to work in, which I'm sure they'll thank you for!

staff meetingDocument scanning and digital management are modern day miracles for businesses in all walks of life, big or small and is also extremely cost effective. Here at Pearl Scan, we have completed projects for companies and organisations across a range of sectors including education, HR, legal and healthcare. If you'd like to find out more about our document scanning services and how document scanning helps businesses, visit our website or complete our form for a free online 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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How to Survive the Big Office Move

office move

A big office move can be daunting at the best of times but if you have tons of documents to move over too (avoiding the risk of damage or loss), it can be a nightmare. But stop! Before you start to stress even more, Pearl Scan has a solution.

Document Scanning Can Reduce The Load

Rather than going to the trouble of securely packaging all of your documents and transporting them to your new premises to be unpacked and sorted again, you could just have your documents scanned.

It seems so simple when it's put like that but often companies don't realise how helpful document scanning can be for ensuring a smooth office move.

How Can Document Scanning Help?

By having your documents scanned, you can eliminate the need to transport all of those files to your new location. Instead, all you will need to take is the hard drive or storage medium your new digital documents are stored on.

The process is simple;

  • Firstly, we will collect your documents using our secure nationwide collection service. We can collect documents from Manchester, Birmingham, London and across the UK.
  • Once the documents are at our scanning bureau, they are prepared for scanning. Fasteners, including staples and paperclips, are removed to ensure a smooth scanning process.
  • The documents are then scanned in our state of the art scanners under expert supervision.
  • Once we have all of the scanned images, they are indexed and OCR processed to make them easily searchable.
  • Your digital documents are then converted to your required format and placed onto CD, DVD, USB or onto our online cloud platform, Pearl Cloud.
  • Your digital documents will then be delivered to you and, once you are happy with them, the originals can be shredded, returned to you or stored for a further period.

It's that simple! No stress. No worries. Just simple, effective solutions.

How Can Going Digital Help Beyond The Office Move

Not only can scanning your documents and adopting a digital document management system aid a stress free office move, it can also provide long term benefits for you and your company.

  1. You can benefit from increased efficiency within the office as a result of the easier retrieval of documents.
  2. With increased efficiency comes increased profits due to more work being done in a shorted space of time.
  3. Since you have reduced or even completely abolished the need to store physical documents, you will free up a great deal of office space which can be used more effectively.

Here at Pearl Scan, we offer effective yet affordable document scanning solutions to all sorts of companies and organisations looking to reap the benefits of digitally managing documents. If you would like some more information on the document scanning services we offer, feel free to browse our website, other blog articles or get in touch today for a free, no obligation quote for your 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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Why Choose Scan on Demand?

scan on demand top
Scan on Demand is a great service which offers something you won't find with a full document scanning service or with a document storage facility, a maximum level of flexibility.

What is Scan on Demand?scan on demand handover

Scan on Demand itself is pretty self explanatory; we store your files for you and, when you need one of them, you simply request or 'demand' it. The document will then be delivered not to your postbox but to your email inbox. This is because Scan on Demand is a service that sends your files over to you in a digital format such as PDF within a couple of days. The benefit of this is that you can then share, duplicate and edit the documents without the hassle of dealing with mountains of paper. This is considerably more flexible than a service taking a week to send you a physical document through the post and can be potentially cheaper too.

What happens to the documents after they go through Scan on Demand?shredding scan on demand

After you have received your digital file, you can decide what you wish to do with the hardcopy document. It can be disposed of and recycled or it can be put back into storage, exactly where it was before, the choice is yours. Most people decide that once they have the digital file and they're happy with it so the physical document itself is no longer required and is disposed of. Scan on Demand gives the opportunity for an even easier transition into becoming more 'paper-light' or even paperless with less reliance on thousands of pages of paper.

The brilliance of Scan on Demand

It's definitely worth considering if you would have your documents sitting in storage anyway. Unlike standard document scanning services, with Scan-on-Demand the files can be slowly digitised thus making the digital transition that little bit easier.

If you wish to find out more about our Scan on Demand services, visit our main website, or contact us to speak to a member of our friendly and experienced team.

 

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 Secret to a Greener Office-REVEALED!

banner paperless office
A green office is something many businesses aspire to reach in order to boost their green credentials and lower their carbon footprint, but how can you go about saving the environment from the comfort of your desk?

Climate change and global emissions have been a hot topic for years now and most of us take steps to ensure we are caring for the environment during our daily lives. This also stretches to our offices and places of work but there's still more we can do to achieve a lower carbon footprint.

Here are some quick tips for how you can turn your office green (without the need for Dulux colour charts).

Monitor Your Carbon Footprint

In order to reduce the carbon footprint of your office, you must first know what it is. That's just common sense. By monitoring your carbon footprint throughout, you can see which little changes have the biggest impact. There are loads of websites dedicated to helping you calculate the carbon footprint of your office so check them out. (We found this carbon footprint calculator from a quick internet search but feel free to find you own).

"It's like Blackpool Illuminations in here!"

Many of us have heard this phrase (or one similar) growing up. We'd leave lights on around the house to be met by a folded armed adult cursing our inability to flick switches as we leave rooms. Unfortunately, this bad habit can creep into your working life and end up wasting energy when you don't even realise. Don't worry though, making a small conscious effort to turn off unnecessary lights and other electronics can soon become something you do solely out of habit with great positive effects.

Reduce, Reuse, Recycleshredding scan on demand

The other three Rs we learnt in school, this is a motto that has experienced a pretty big push in the last decade or so. With the introduction of recycling bins specific for each material and pressure on manufacturers to produce products with less unnecessary packaging, it has become much simpler to reduce the amount of waste we produce. In offices, the focus should be on what can be reduced, reused and recycled with a minor effect on the overall workings of the company.

Are you sure you need to print that?

People have many different printing habits, as we have mentioned in previous articles, but sometimes all it takes is that quick question to reduce the amount of paper your office produces. By checking whether the printing you plan to do is really necessary, you may find that it will be more environmentally friendly and even more efficient to step away from the printer.

Document Scanning...Document scanning company

A lot of companies store important files and documents in boxes, folders and filing cabinets cluttering up offices and providing a silent stumbling block for their green credentials. Getting that backlog of documents scanned and converted to an easier to use digital format can be just the boost your office needs! Once you have fully digitised documents, the original paper copies can be shredded and recycled (remember, we're still looking to save the environment as much as possible so always try to recycle that paper where possible).

...and Electronic Document Management

Implementing your digital documents into an electronic document management system will bring further environmental benefits in the long run (not to mention a wide range of other benefits which we go into in more depth in our other articles). Indexed and OCR processed documents are fully text searchable meaning you can have a simple document retrieval system with minimal disruption. Being able to access, edit and share your documents completely electronically will also eliminate the need to print, photocopy and waste paper. And, since a large portion of office waste comes from paper, you can go a long way to producing a greener office.

What if the whole office isn't on board?

Everyone has different opinions about climate change and environmental issues and that's ok. It just means that you may need to make an extra effort to make sure all of your staff and colleagues are working towards the same goal. Offering incentives to the person in the office who does the most to reduce the office carbon footprint can be a great way to get people interested and can boost office morale which will also improve efficiency.

How Can Pearl Scan Help Create Your Greener Office?

Here at Pearl Scan we offer a fully bespoke document scanning service as well as document management solutions and consultancy. We are fully dedicated to helping companies reap the rewards of going digital with their document management system. Document scanning and digital document management can reduce costs, save space, increase efficiency and boost your green credentials.

We cater for a range of organisations across many sectors including legal, HR, education and healthcare. Whether you are looking to complete a bulk scanning project or a continuous store and scan project, if you would like some more information about how we can help you get in touch to speak to a member of our friendly and experienced team. 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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Document Scanning: A Success Tool For SMART Businesses

document scanning for smart businesses
How much is your company spending on document storage? My bet is, too much. In this increasingly digital age, it just makes sense to go digital with your files and documents to lower costs and increase efficiency.

In the past we've spoken about the advantages companies can gain from document scanning but here we would like to reinforce what all these benefits can mean for the future of your company.

Benefits of Document Scanning and Digital Document Management

Let's remind ourselves of the benefits document scanning and electronic document management can bring;
Document Scanning Happy Worker

  • Cost savings
  • Time savings
  • Space savings
  • Improved efficiency
  • Improved document security
  • Increased accessibility
  • Improved overall organisation
  • Decreased reliance on paper
  • Increased office morale
  • Future-proof your business
  • Increase your green credentials
  • Show better health and safety awareness
  • Increase workflow efficiency
  • Reduces stress

I could go on forever and, admittedly, we usually do but how does this relate to your company? As you can see, there are no negative effects on your business when document scanning and digital document management are executed professionally. The main effect on your business will be potentially higher profits brought about as a result of lower outgoing costs and improved efficiency. This can only be a good thing when companies and organisations are struggling to stay afloat due to higher costs in other areas. Every company is different so it would be futile to try and guess which benefits you would reap and to what extent.

So, here's the challenge. Take a look at the list of benefits above. Then make a list of the areas in which your company could improve. It is at this point I can almost guarantee there will be a number of areas that match on both lists. This is when you know it's time to stop being an adequate, or even failing, business and start being a SMART business.

green tickWhat is a SMART business?

By hiring scanning services and adopting an electronic management system you can begin the path to becoming a SMART business.

A SMART business Scans, Manages, Accesses, Reaps and Tells.

Scan
The first step is getting your documents scanned and fully indexed.

Manage
Then you need to manage your new digital documents efficiently by adopting a digital document management system.

Access
You will then be able to access your digital documents whenever and wherever you need to.

Reap
With this new-found accessibility you can then reap the benefits mentioned above.

Tell
While you're reaping these benefits, why not tell your clients all about it, especially since some can mean a better experience for your clients as well as the company as whole.

How Can Pearl Scan Help

Here at Pearl Scan, we offer bespoke document scanning services including invoice scanning, legal scanning, HR document management and bulk document scanning. They provide all of the benefits mentioned in the article and have been used by a number of satisfied clients.

If you're are interested in taking steps to become a SMART business or if you would like some more information on the document scanning services and document management solutions we offer here at Pearl Scan, get in touch today. We can also provide you with a free, no obligation quote for your project if you complete our online form.

 

 

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.