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We are living in the ‘information age’ with much of our business and personal lives relying on large amounts of data in order to function. Unfortunately, for many organisation this data is still stored in physical files such as paper documentation, photographs or microfiche and microfilm cards. These can present a number of problems, especially as the streams of information that is created and such, needs to be stored, continues to rise. Before we tell you how a document scanning service in London can revolutionise businesses based in the capital, let us define some of the problems that you may be experiencing…

Lack of space

By their nature, traditional documents in a physical format are bulky and can take up valuable office space. Even if shelving systems or filing cabinets are used to try to organise these papers, they are often unsightly and cause the working environment to feel cluttered – something that can be detrimental to productivity levels.

Time consuming access to documents

Many jobs need instant access to the information stored in their documents in order to complete their daily tasks effectively. Unfortunately, when stored in these physical formats, valuable time can be wasted locating the desired papers, photographs, books or more, even when filed in a well-structured system.

Wasting money

Sometimes, you may have so many physical documents that you cannot even store it all in your office space! Many legal regulations require businesses to keep documents archived for a number of years, meaning that historic files can’t be disposed of and the papers keep on piling up. To comply, many resort to paying costly fees to simply keep these files in external storage facilities.

Deteriorating over time

Whether your document archive is with an external storage provider or if your company has the facilities to keep them in-house, gradually these paper, fibrous and textile documents will deteriorate over time, causing information to be lost.

How can document scanning in London help?

If your company is experiencing any of these document storage problems then a document scanning service can help. And when using Pearl Scan, every paper file, book, photograph, letter and more is removed from your site and taken to our dedicated scanning bureau in London. Here, our specialised technology transforms each file into whichever digital format suits your business best, including PDF, JPEG, TIFF and more, ready to be accessed at the click of a mouse. Once scanned, we also offer a secure storage service to keep all of your historic, physical files safe and away from your working environment.

With these data capture solutions, businesses can rid themselves of a cluttered working environments and unleash new productivity potentials as important data is available at their fingertips. What’s more, money is saved in the long run while documents are safe guarded digitally, forever.

Peal Scan offers document scanning in central London, as well as the different boroughs throughout the capital. If you want to know more about our document scanning service, get in touch!  

Document scanning and the goal of going paperless has been one of the biggest talking points for businesses over the last few years. The incredible benefits offered by simply scanning existing documents and moving towards a digital way of working has allowed businesses in all sectors and sizes to reap the productive and financial rewards of this modern way of working. However despite offering up a range of advantages, some businesses are still reluctant to make the switch due to the initial financial outlay.

But exactly how much does it cost for a business to go paperless?

Essentially, and somewhat frustratingly, for business owners there is no set price. All businesses have different needs, wants and goals, therefore, we accurately say, “It will cost £XX to make your company paperless.” Depending on the size and requirements, document scanning can cost as little as a couple of hundred pounds, and rise up to thousands of pounds, with potential additional hardware investments on top of that. And although this may seem like a lot of money, the initial outlay and cost of going paperless is by far eclipsed by the incredible savings that can be made.

Reap the financial paperless rewards

Those who have embraced the paperless revolution have reaped the rewards; in fact the number one drive for businesses to go paperless is the potential cost saving. YouGov states that SMEs in the UK waste over £42.2M per day on finding and retrieving information. But once a company relies less on physical documents, this figure drops significantly.

So with that in mind, why haven’t more businesses taken the leap and looked into paperless solutions? Essentially, the human race is against change. As a species, we resist change whenever and wherever we can, only taking small steps at a time. And overhauling a workplace in order to embrace the benefits of a paperless environment is often seen as one step too far for many. Yet with such high levels of inefficiency, it’s astounding that so few businesses have rebuffed the idea.

The YouGov survey mentioned above also suggested that 65% of UK SMEs are still to take this very step, while 31% of respondents highlighting that if they weren’t looking for documents, they could use the time to work on business growth and development.

With such incredible statistics, it really is unbelievable that businesses are still focussed on physical and paper documents – and particularly striking that SMEs, which are usually seen as pioneers, are putting off these developments.

What are you waiting for?

If you’re thinking about taking the leap towards a paperless working world, get in touch with us and see how we can help your business improve its efficiency and give it room to grow with our document scanning and management services. We offer free, no obligation quotes and can work with you to meet your needs, on your budget.

In today’s technologically advanced society, the question that many offices and businesses in London are asking themselves is not ‘should we scan our documents?’ but it is ‘how should we scan our documents?’ With a long list of advantages such as saving time, money and freeing up space, the demand for document scanning is very clear, but many are unsure about whether they should outsource their needs to a document scanning company or not.

At Pearl Scan, we have been providing nationwide document scanning services for over a 15 years, and have many happy clients from a wide range of industries that could convince you that outsourcing your document scanning is better, cost effective and meet best practices and guidelines kept up-to-date. But don’t just take their word for it – here is why you should leave your document scanning services in the hands of the experts…

Highly trained staff

While some businesses may need to scan and store simple paper documents, others will require more complex materials to be digitised such as microfiche and microfilm, invoices, surveys and more. In order to covert these files to accurately scanned digital documents, a large amount of industry ‘know how’ is required, as well as specialist scanning equipment. When outsourcing your document scanning you immediately are given access to experts in the area who can take care of your scanning services with ease, reducing the need to hire or train staff in this specific area.

No need to invest in costly (and bulky) equipment

Even if you decide to train your staff how to scan ‘in-house’, you will need to invest in expensive industry equipment, using up your valuable budget and taking up space in, what may already be a limited working area. At Pearl Scan we have a dedicated and state-of-the-art document scanning facility to convert all your files to digital the required file format, meaning you don’t need to pay for the extra expenses.

A tailored solution

As we are experts in our area, with a vast amount of document scanning experience in a wide range of industries, we are capable of providing a tailored scanning solution to all of our clients. Outsourcing to a scanning company means that you can enjoy a wholly professional service, every time.

Additional extras

Purchasing the necessary equipment and training your staff to scan your documents will fulfil your basic needs, but when using services from industry experts you are likely to be given a whole host of additional extras to help you with your document scanning and management requirements. We have developed Halogen, an intelligent document storage and retrieval software, which is given to all Pearl Scan customers free of charge.

If you know that outsourcing to a document scanning company is the right choice for you, get in touch with a member of the Pearl Scan team today to learn more about how the outsourced scanning services work.