Pearl Scan London Blog

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Make Manual Processing a Thing of the Past with a Digital Mailroom

digital mailroom banner
Digitise your incoming mail to easily reduce costs, reclaim valuable time and improve efficiency. A simple process can bring all of those benefits and many more.

What is a Digital Mailroom?

A digital mailroom is a service which collects, digitises and sorts your mail regularly so it can then be stored and dealt with electronically. Many organisations are now turning to this service as a way of dealing with the large amounts of post they receive daily in a more efficient way. In life and business we now deal with a large amount of things digitally so it makes sense to bring your mail into the digital age too and, with the long list of benefits it can bring to companies across a range of sectors, it's not hard to see why so many companies have found the digital mailroom a vital lifeline.

Digital Mailroom- The Advantages

Simply by having your mail delivered digitally to your computer, laptop, tablet or phone, you can deal with it much more efficiently. You can file it easily to be retrieved at the click of a button as and when you need it. Information can be shared with relevant parties just as easily with the ability to attached the documents to emails and send them anywhere you need in seconds.

Saving Money-
A digital mailroom offers multiple money savers whichever way you look at it. You can save storage costs by storing your mail virtually rather than by physical and often extremely costly means. You can also save money by eliminating any need to hire extra staff to sort through your post, especially if you deal with large amounts daily.

Document Security-
Paper mail can easily be rummaged through and read by unwanted intruders but with digital files you can encrypt and password protect the data to provide a more secure means ofdigital mail receiving your company mail.

Reclaim Space-
Without the need for a space to sort your incoming mail each morning, office space can be used more resourcefully. You will also eliminate the need to store paper documents sent to you in filing cabinets or other means of storage.

Green Credentials-
By dealing with your mail digitally, you will reduce the need to use and store paper documents. You can encourage other workers in the office to deal with correspondences digitally to boost your green credentials and lower the carbon footprint of your office.

Reduce Stress-
With a digital mailroom, you will no longer need to worry about dealing with all of the company mail in-house. With all of the benefits a digital mailroom brings you can rest easy that your mail will be in safe hands and delivered much more efficiently.

What Can Be Scanned?

Everything that comes to your company through the post can be digitised from invoices and letters to contacts and cheque payable. Each document can be sorted into relevant categories to make it easy for you to view your daily mail. Through OCR processing and indexing, all you will need to do is search the file by title, date, sender etc and you will find the document you need.

Digital Mailroom Services

Here at Pearl Scan, we offer a bespoke yet affordable digital mailroom service bringing with it all of the benefits mentioned above. We can collect your mail from your office, local sorting office or from a designated PO Box each morning (Monday-Friday excluding bank holidays) with our secure nationwide collection service. Once at our premises, we will sort, scan and index all of your mail including invoices and cheques which can also be recorded into a separate spreadsheet for your reference. Your digital files can then be made available to you via secure FTP, emailed to you or placed on our online cloud platform, Pearl Cloud. The original documents can then be returned to you, placed into deep storage here at our secure premises or shredded and disposed of.

For more information about our digital mailroom service, get in touch today. If you would like a free, no obligation quote for your digital mailroom project, please complete our online form by following the relevant links below.

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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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The Key to an Efficient Workflow is Document Scanning

efficient workflow document scanning
Companies are always looking for ways to improve their workflow but sometimes the answer is staring them right in the face.

  1. the sequence of industrial, administrative, or other processes through which a piece of work passes from initiation to completion.inefficient workflow

Most of us already know what a workflow is, and besides it's pretty self explanatory as you can see, but the hard part is finding a successful solution to actually speeds it up.

We can spend hours looking for files and relevant information in filing cabinets, folders and boxes before sending the documents to colleagues and relevant parties. We will then have to wait for them to receive that information before being able to continue with the work needed. This method can not only be frustrating but it is also inefficient and time wasting.

There must be a better way!

Don't worry, there is. It is simply a matter of bringing your workflow into the digital age. You probably already use email to communicate with colleagues, employees and clients so why not make the simple step to handling your documents digitally too? Let me show you how you can do this;

Step One- Prepare to ditch those cabinets, folders and boxes cluttering up your offices and slowing down your workflow.
Step Two- Set aside some time for you and your colleagues to sort through those documents.
Step Three- Securely dispose of all of the documents you no longer need, whether because their file retention period has passed or just that they are no longer needed.
Step Four- Gather the remaining important files and have them digitised.
Step Five- These digitised documents should be indexed and OCR processed which will make them easily searchable.
Step Six- Your digitised and indexed documents can then be implemented into a digital document management system.
Step Seven- Hey presto! You've taken the first step towards an improved workflow.

Ok, so you've seen the process (more about that a little later) so let's take a look at what benefits a quicker workflow and electronic document management can bring.

efficiency1 300x300Benefits of a More Efficient Workflow

  • If you host your document management system through a shared network or online cloud platform, you and your colleagues can have access to files and information from any device, anywhere, at any time. Better flexibility with your documents means you don't have to be at a certain computer to work with your files.
  • Having digitised documents means you can edit and send them in real time without the need to reprint, photocopy and refile them.
  • With the increased speed of working with digital documents, you can complete more work in a shorter space of time.
  • More work completed = more profits gained
  • Without the stress of searching for paper documents, the workforce morale and motivation will be boosted.
  • Customer service departments will be able to deal with clients more efficiently sending a positive message to those already using your services as well as potential clients too.
  • A company with an efficient way of working will gain a better reputation in the market.

digital document management

Pearl Scan's Document Scanning Service

So the benefits are great, right? But you're worried that you won't have enough time or budget to scan, index and digitally file the documents yourself. Well, this is where Pearl Scan can help. We know how useful document scanning and digital document management can be for successful companies but we didn't want them to lose the benefits by attempting to do all the work themselves.

So, we offer a fully bespoke yet affordable document scanning service to take that stress off your mind. We handle the entire process from collection of your files to delivery of digital documents and safe disposal of the originals once you are happy. We also have a quick turnaround time for document scanning with our brand new scanner so you won't be without your documents for very long.

Before we begin your project we can provide you with sample scans of your documents to ensure you are completely happy. Our document scanning services also include OCR processing and meticulous quality checks as well as the option of hosting your documents on our online cloud platform, Pearl Cloud and/or using our specially developed document management software, Halogen.

If you would like some more information on the document scanning services and document management solutions we can offer here at Pearl Scan, feel free to browse our website or get in touch today for a free, no obligation quote for your scanning project.


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.

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

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

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

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

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.

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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.