Blog

Don't get caught in a health & safety trap, get your documents scanned today!

Just picture it...

You have an office full to bursting with filing cabinets, boxes and folders of documents. Everyday office life for you is pretty cramped. You have to manoeuvre around boxes to find the documents you need or even to get out of the office to make a cup of tea.

The documents continue to pile up because you need to store them due to company policy. One day you are trying to skip around the boxes to reach the filing cabinet to find one document you need. You feel like you're completing an army assault course until...

While you think you're perfectly balanced between a couple of boxes and a filing cabinet, you lose your footing, falling over the pile of boxes. Not only have you knocked documents all over the floor but you've hurt yourself too.

You've got two options here:

Number One:
Agree with yourself that perhaps the accident was your fault for not being careful or maybe you should have cleared the boxes away earlier in the week. You decide that you will just have to put up with the injury you sustained from the incident.

Number Two:
If you are seriously hurt as a result of the incident, you may be considering further action against the company. But what if, after months of trials and meetings and, ironically, filling out paperwork, the tribunal comes to the conclusion that the incident was your fault or another unsatisfactory result?

These scenarios don't just apply to you as an employee either. What if you have a visitor to your office who sustains an injury due to the document storage situation in your office or perhaps you are the owner of the business who may have to pay out for a health and safety breach claim.

Here at Pearl Scan, we have a safe solution to this problem. We provide document scanning solutions to companies and offices in Manchester, Birmingham, London and across the rest of the UK. We can digitise all of your documents and make them easily searchable for better office efficiency. That's not all! We can also securely shred your documents once you are happy with the digital copies. Once the documents are shredded, they will no longer take up space in your office or cause a health and safety hazard. Like that old saying goes, 'It's better to be safe than sorry' and we completely agree.

If you would like some more information on the document scanning services we offer, get in touch today before you end up taking a trip to A&E.

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


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

How long will it take you to retrieve the files you need with differing document management systems?

Step 1

You need some information from a document to complete a piece of work.

Step 2

The document is only available in a hard copy that is stored away.
It could be in one of three places.

1. Filed in a filing cabinet in your office.
2. Kept in a dedicated room for storing documents & files.
3. Kept in off-site storage ran by an external company.

Step 3

IF...

• You are dealing with scenario number one- You will need to leave your desk and search through the filing cabinet, hoping the document has not been moved from where it has been filed.
• You are dealing with scenario number two- You will need to leave your desk and your office, find the room that stores the files, search through the files and hope that no one has moved it.
• You are dealing with scenario number three- You will need to contact the company which deals with the storage of your documents and ask to be sent your document. This may take up to a week, meaning your work will be put on hold until then. END.

Step 4

For scenarios one and two, you will then need to return to your desk to continue your work with the information you have just found. END.

Alternatively...

If you have had all of your documents scanned and placed into a digital document management system, here's how your step by step process will look.

Step 1

You need some information from a document to complete some work.

Step 2

The document is available in a digital format on the computer right in front of you.

Step 3

You open up the digital document management system or online platform and text search your document.

Step 4

There is your document, ready to read, edit and share as you wish. END.

As you can see, it is much more straightforward to deal with documents in a digital document management system than it is to go searching for hard copies which may not be where you think they are.

Here at Pearl Scan, we offer a range of document scanning solutions to help your organisation benefit from saving time, money and space. If you would like some more information on our document scanning and document management services, please get in touch today.

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


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

Provide better customer service with document scanning. Set your efficiency soaring with improved document management systems.

Do you often find the customer service lagging in your company due to poor accessibility of information? Your speed of customer service can be improved greatly if you switch your document management to digital.

How It Works

When you store your customer's information on hard copy documents stored away in filing cabinets it becomes increasingly difficult to find the files when you need them. If you are on the phone to the customer at the time and have to delay the call to find what you need, it will provoke a negative response from them. They will not appreciate having to wait when they just want an answer to a question or complaint.

So, what can you do?

You need to collect all of those files and customer information and have them scanned into a digital format. Once digitised, they can be placed into a system to make it simple to access the information you need at the click of a button, like this;

"Hello, customer service. How can I help?"
"Hi, I've got a query about my contract."
"Sure. Can I take your name and the first line of your address please?"
"Yes, it's Angela Jones of 41 Carnarvon Street."
[Typing]
"Ok Angela, I have the details of your contract here now. What's your query?"

See, how quick was that?! Especially when the alternative is this;

"Hello customer service. How can I help?"
"Hi, I've got a query about my contract."
"Certainly, can you tell me the details of your contract?"
"Well...[explains the details]...so can you help me?"
"I'm afraid I'm going to need to find your file and take a look at this for you. Can I call you back in half an hour once I've found it?"
"What kind of customer service is this? I'm busy and I just wanted a quick answer to my query."
"I'm sorry madam, I'll try and get back to you as soon as possible."

In this scenario, not only is there a lack of a personal touch when the employee knows nothing about the customer's contract, but the customer has also shown her displeasure at the service she is being provided with so she probably won't continue giving her custom to the company once the contract is up.

Every company that cares about their reputation will do everything they can to ensure they have exceptional customer service so why not take up a solution which could make that job easier? Digital documents bring a large number of benefits with them, particularly with regards to efficiency.

In What Ways Does Document Scanning Improve Efficiency?

• Documents are easier to access causing less delay to processes
• Documents can be edited without the need to print out a new one
• Documents can be shared quickly for instant replies and amendments

Pearl Scan Can Help

Here at Pearl Scan, we understand that successful companies don't have the time to go through backlogs of files and documents and scan them all themselves. This is why we offer a fully bespoke document scanning service for those companies, organisations and individuals wanting to reap the benefits of going digital without blowing the budget or wasting time. Our document scanning process is quick and simple yet effective and we provide free consultancy throughout so you know exactly what you're getting and how you can maintain your digital document management system once it has been set up. We also provide data capture services for customer feedback forms.

If you would like your customer service department to run as smoothly and effectively as scenario one, and who wouldn't, get in touch today for a free, no obligation quote.
 

Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

The Scan-do People^tm


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