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In a world where data breaches are common, it has never been more important to ensure the safety of sensitive and confidential data.

The legal industry is one of the most at risk sectors in the world to data breaches due to the incredible amounts of paperwork required – and of course the important information these documents contain.

Although there is no way to guarantee the safety and security of information, there are steps you can take to safeguard documents going forward. And one of the best ways to do this is to make the switch to paperless processes.

Moving the legal sector towards a more technology-focussed way of working can help to protect this information from being lost, stolen or damaged. Turning physical documents into digital ones can also help to keep it away from prying eyes – something which is always a concern in the sector – by ensuring they are protected with passwords.

Working with digital legal files

For those firms looking to move towards a digital way of working, the whole process starts by essentially scanning in all of the paper documentation into a specialist system to ensure they are all kept in order. Once this has been done, these documents are then available to view, edit and delete – just as they are in physical format – but with the added peace of mind that they cannot be misplaced, lost or stolen. It is then up to each individual whether they want the paper documents returned – or whether they would prefer us to dispose of them, securely.

Aside from the security benefits, scanning legal documents can also help improve productivity.

As mentioned above, the legal sector is one of the most paper-heavy in the world. Case files, interviews, documents and transcripts are all often recorded on physical paper documents, meaning that those working in the sector often have to sift through reams and reams of paper to find something they can use. Essentially, it is often like searching for a needle in a haystack.

Pearl Scan Legal was developed in 2011 in order to meet the needs of the legal industry going forwards. This dedicated arm of the Pearl Scan Group is aimed at providing a comprehensive and safe document scanning and management solution to enable it to move forward and be more efficient.

Our legal scanning service and legal document management solutions have become extremely popular with law firms as a way to streamline their workload, improve their efficiency both inside and outside of the office, save considerable amounts of time and money, and of course make sure these documents are kept secure forever.

To find out more about our legal document scanning solutions, click here.

Going paperless using a document scanning service is one of the most progressive and beneficial steps you can take for bringing your business up to date, and there are a number of benefits that you’ll begin to notice as soon as you make the switch. If you’re a business considering document scanning in London, here are five things that happen immediately after going digital:

Your working environment will be cleaner and tidier

Imagine how much less clutter you’ll have loitering around the office without stacks of paperwork clogging up shelf and desk spaces. This will make for a more streamlined atmosphere overall, but it will also make keeping everything clean a much simpler, quicker process as you won’t need to move documents around and worry about replacing them in the same order. Bins will no longer be full of discarded notes and will need emptying less frequently.

Your energy bills will be smaller

When using document scanning, you will notice that your printers will be used less and photocopiers and fax machines become virtually redundant. Appliances such as these are a huge energy drain and, especially for SMEs, the impact of not using them could be considerable. You’ll also be reducing your carbon footprint. The average tree produces around 8,000 sheets of paper, so when you consider how much paper your business used to use, you can get an idea of how many trees you could potentially be saving with a document scanning service.

Your working day will be much faster

Paper documents are easy to mislay and misplace, and finding the right sheet can be like trying to find a needle in a haystack. After going digital you’ll eradicate all those frustrating hours spent hunting for physical copies of information, as everything will be stored safely and organised in a way that makes it simple for you to access exactly what you need.

Your workforce will be more efficient

Digitised documents can be viewed remotely and can be shared with as many people who need them at any one time. Staff won’t need to waste time scanning information to send to clients, or worse, having to post it out to them, which also runs the danger of misplacement. Digitisation makes everything happen faster.

Your auditing process will be far simpler

Even small businesses will have guidelines to follow regarding compliancy, and if you outsource your accounts you’ll also see an immediate benefit from going paperless. You can give each document relating to your invoices or bills a unique number, which creates an audit trail that is simple to keep on top of. You will also be able to keep a history of any amendments such as payments.

To enjoy these benefits yourself, learn more about the document scanning services in London offered by the team at Pearl Scan online.

Thousands of businesses in the UK face an uncertain future as their finances are to be upturned by rising business rates, but none more so than those operating in the UK’s capital city. Although the results of the recent revaluation were announced last October, they won’t come into effect until next April but even now businesses in London must prepare to pay, what is estimated at, an extra £4billion in extra tax the next five years. Pearl Scan, a London based document scanning company, gives advice to these central businesses, offering a solution for companies looking for new ways to save costs.

We help keep down the costs for businesses in London with document scanning

While ‘document scanning’ and ‘paperless office’ may seem like buzzwords to many professionals, making the move to paperless and embracing the technological evolution within the world of work could bring with it a wide range of benefits, saving money in both direct and indirect means. Pearl Scan offers document scanning in central London and throughout the capital city, helping hundreds of clients to keep costs down using the innovative method, softening the blow of the imminent rising business rates.

Naveed Ashraf, Managing Director at Pearl Scan says “Some businesses are resorting to measures such as raising their prices for their customers to cope with the hike in tax but there are other, simple ways to keep costs down to cope with the recent revaluation. Implementing document scanning can save money by reducing the need to pay for file storage facilities and resources such as paper and ink on a regular basis. What’s more, productivity is greatly improved and margin for expensive errors such as misplacing or damaging important documents is removed, bringing further financial gain.”

You can read more on how to disaster proof your business here.

Pearl Scan has been revolutionising offices with its renowned document scanning service since 2003, becoming an industry leader in this increasingly relevant field. With expert staff and the latest equipment and technology, it has the capabilities to cope with digitisation projects from a wide range of sectors. Everything from invoices to microfiche can be scanned by Pearl Scan, presented to its clients in a digital format via a text searchable, cloud based image hosting platform.

Offering competitive rates and a variety of packages to suit all sizes and requirements, a tailored document scanning service is a worthwhile investment for any London based business during these uncertain times.