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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!  

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.

Are 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 Scanning

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.
• 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.

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