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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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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

Transform your admin office into a slick and efficient production line by managing your files digitally. Whatever your current problem, document scanning can help.

Admin Problems

Administration and filing are tasks that many workers shy away from but those who work all day in admin offices that manage documents manually can face a long list of problems. Here are just a few.

Poor Filing & Slow Tasks

Are you struggling to locate files in an unorganised system? Is file retrieval slowing down or even halting your everyday tasks? Paper files and documents can easily be misfiled and once a file is placed in the wrong section it is, in effect, lost until a member of staff accidentally comes across it while searching for another document. This leads to slow and often unproductive tasks.

Picture this…

You have been asked to retrieve an important file for a member of staff. When you search through a filing cabinet for this file, you find that it’s not there. You spend a long time searching the office for this one particular file but it’s no where to be seen. Not only have you just wasted a great deal of valuable time but you also have to break the news to the member of staff who needs it and they almost certainly won’t be impressed.

Compliance Issues

With an unorganised system, it becomes difficult to keep track of all of your files so if you’re asked to retrieve certain files and you can’t find them quickly enough, you can risk fines for breaking compliance laws. Breaking compliance laws also won’t do a great deal of good for the company reputation either.

Lack of Space

Files stored in hard copy can soon overrun any office with cumbersome filing cabinets, boxes and folders. Office space is highly valuable, especially in lucrative parts of the country, so wasting it by filling it with unnecessary things is certainly not the best way to go about it.

Low Morale

All of the problems above are bad enough but if you have to deal with them on a daily basis, your morale is almost certainly going to be affected. It can be stressful and knock your confidence when you feel you can’t do the job you are being paid to do.

Digital Document Management

There’s one solution that can solve all of the problems above and more. While it might sound like complicated, digital document management simply refers to the process of storing and managing files in a digital format rather than manually. Digital document management enables files to be stored electronically and if done correctly, you can end up working with a highly efficient system that will transform your office.

Digital document management (also known as electronic document management) can be used by admin offices in a wide range of industries so whether you work in education, law, finance, healthcare or any other industry, going digital can save you time, space and money and relieve compliance and security issues.

Document Scanning

Now you’re probably wondering how you can set up a system that will banish all of those problems. Well, it’s simple, all you need to do is digitise your stored files and set them up in an electronic document management system. Once the system is set up, you will be able to retrieve necessary files in an instant through simple text searches as well as securing them with file encryption and password protection. That’s not all. You can also share files electronically to avoid loss or delay.

Scanning Services

If setting up the system yourself seems a bit too complicated, we can help. Pearl Scan provide document scanning and document management solutions for businesses and organisations across lots of industries. We can scan your documents in high quality and have a system set up almost immediately so you can get started reaping those benefits.

If you would like some more information about how we can help you and your company to go digital with administration tasks then give us a call or browse our website and blogs.

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

Human Resources departments up and down the country are leaking money from company budgets daily and you might not even realise it but with document scanning, those costs can be reclaimed from various different areas.

How are you wasting money?

With the current situation in your Human Resources department, you could be wasting money in a number of ways without even realising…

Storage (off-site and in office)

With hard-copy storage, there are two main locations the files can be stored in. Either they are taking up a great deal of valuable office space or you have decided to store them in off-site storage facilities and incur annual storage costs. Whichever method you choose, you are losing money regularly for something as simple as document storage.

Wasted time & unproductive tasks

With a system as inefficient as paper document storage, it is almost guaranteed that you are wasting a lot of time (up to 30% according to studies) searching for documents, re-filing and other admin tasks and that isn’t even mentioning the tasks that turn out to be unproductive because a file is lost or unavailable at the time. Time is money and with this much wasted just imagine what it’s doing to your profits.

Paper, ink and printing

This is a more obvious budget drainer. You can actually see the costs on your invoices regularly yet many companies still don’t take steps to reduce the amount of physical paperwork they are producing.

Poor reputation with clients

If your customer service is poor due to slow file retrieval and bad all-round file management then this will have a direct effect on your reputation with current clients as well as potential clients. If they don’t feel like they are getting/will get good service from you, they will turn to one of your competitors instead. Obviously, loss of clients can have a very damaging effect on profits so it’s definitely something that needs to be addressed.

If you’re worried your HR department may be experiencing lost money due to any of the above then don’t worry there is a solution and it’s a good one.

HR document scanning

Scanning HR documents and storing them digitally instead will provide a successful solution to those issues with cost. The storage of digital documents will abolish extortionate storage costs because, provided the digital copies are fully backed up and secure, you will no longer need to store the original paper documents. Digital documents are also much more flexible and reliable as they can be fully indexed and retrieved instantly. There is minimal chance of losing files and even when they are they can be found through text searches of relevant data. Files can be shared quickly too and via various methods reducing the need to print documents out. Digital business processes will reduce the costs spent on printing and sending files. Overall, the benefits that going digital will bring to the efficiency and budget of the company can then be transferred to the services you provide for your customers. This will give off a much better impression and maybe even persuade customers to join and stay with your company.

Other benefits

Not only does document scanning for HR offer annual and immediate cost savings for your business, you can also benefit from a range of other things too;

• Reclaimed space
• Time savings
• Improved security
• Boosted efficiency
• Environment
• Morale

Scan HR records with Pearl Scan

Here at Pearl Scan, we offer a completely bespoke document scanning service and document management solutions aimed at the HR departments of companies up and down the country. We can handle the entire project from collecting your documents right down to setting you up with your digital files in an efficient and usable system. You will receive high quality, OCR’d digital images in a quick turnaround to ensure minimum disruption to the company. We can even provide you with our document retrieval software, Halogen, free of charge. This specially designed software will aid the managing of HR files and help you to really reap the benefits mentioned above. For more information about how we scan HR records, take a look at our website and blogs or give us a call today.