Four Industries that can be Revolutionised with Scanning Documents

An image of a person searching through documents in a filing cabinet. The image relates to the blog article, as the article gives the user information on how scanning docuemnts to a digital file can save time in various departments in all types of organisations in London and all over the UK. Our document scanning services in London and the UK offer a cost effective solution to help organisations go paper free.

The term ‘digital transformation’ has been a buzz word skimming around the business world for many years and document scanning in London is at the heart of that. The single best way to bring a business bang up to date and increase efficiency from the ground up is scanning your paper documents to digital files. It can help almost every industry to automate and drive up productivity. Although document scanning is imperative for almost all industries, there are some where it is necessary to take a leap into the 21st century. Here are the top four industries that can be revolutionised with document scanning:

Scanning finance documents into digital platforms will streamline your financial department

Finance, by nature, is a paper-dense industry. But it doesn’t have to be. Thanks to the rise in computer systems and processes, the finance industry has taken a giant leap towards digital means over the last five years. But there is still a lot of work to be done in order to bring it up to date. Scanning services that include invoice scanning can overhaul finance departments by getting rid of bulky and unorganised filing cabinets, paving the way for digital stores of organised and correctly labelled files and folders.

Educational documents converted to a digital platform through document scanning services

The education sector relies on mountains of paper every single day in classrooms, offices and receptions, the education sector as a whole is, in general, behind the times when it comes to digitalisation. Although it has moved forward over the last few years, there is still a lot that can be done to improve processes. Using a professional scanning company in London to begin scanning and digitising student records and attendance is one of the first steps, while reducing the number of handouts by driving forward a technological culture in the classroom is another. This will not only help staff to deal with an increasing number of students, but also help to minimise teachers’ precious time being wasted.

Digital medical files mean editing and sharing instantly with other nurses, doctors, office staff, etc

The NHS’ drive to be paperless by 2020 has been at the forefront of the digital industry for many years. Yet all signs are pointing to it missing its target. However, the medical industry can benefit from a scanning service greatly by switching to a paperless system, cutting down on time wasted search for records, instantly sharing with other colleagues, the endless capabilities of updating and editing the digital documents, ensuring information is correct and minimising clutter.

Document management solutions for the documents used in human resources and other heavy paper departments

Human resources are another typically paper-heavy sector. Essentially the heart of a business, HR is there to ensure workers are happy, healthy and trained. And as a result, the sector demands a lot of paperwork for each employee. And even in a relatively small business, they can generate a lot of paper work. When choosing a scanning service to digitise your employee records, training and procedures, your files will never be misplaced, document and records are kept up to date with re-edits made on the digital file. Your Essential HR department can run even more efficiently.

To find out more information and discover the full range of our accredited scanning services that we offer in London and throughout the UK or contact us online.

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Reclaim Costs With HR Document Scanning

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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…Man overwhelmed by paperwork

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 Scanningsaving money1

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.
 

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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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HR Document Scanning Solutions

hr records management
How would you like a tailor-made scanning service specially designed for the HR sector? Pearl Scan can help, but let's start from the beginning.

What is HR Document Scanning?

We know that offices in Human Resources departments generate a lot of paper and most of that paper is required to be stored for future reference. Documents such as contracts, employee details, P45's and medical records can take up a significant amount of space in offices. It can also be costly to store so Pearl Scan offer a solution which means you can keep those important documents but they will no longer take up all that space. Scanning HR documents and keeping them in digital format rather than the hard copy alternative is a solution that many HR departments have found perfect for their needs.

What happens when the documents are scanned?hr goes digital

Once we have scanned your HR documents, they will be indexed and placed onto our online document management software, Halogen. This software was specially designed for HR Departments giving you security but easy access to your documents. Through Halogen, your documents can be accessed by anyone you have given permission to.

How can my office benefit from having documents scanned?

There is a seemingly endless list of advantages to scanning HR documents and implementing a digital document management system. You can save costs, space and time while also improving your green credentials with a paper light office. Documents will be more organised and could be accessed more efficiently through simple searches of content, title or date.

What makes Pearl Scan the best choice for my HR document scanning needs?

Many HR departments from reputable companies have already used our services for their document scanning needs and we are equipped to handle both small and large scale projects in Manchester, Birmingham and London as well as across the rest of the UK. We offer a bespoke service which you can easily tailor to suits your needs, whether you need your documents collecting from your premises or whether you would like them shredded afterwards, we endeavour to provide the best possible document scanning service for you.

If you have HR documents you would like scanned and implemented into a digital document management system, complete our online form for a free, no obligation quote and we'll be happy to help. For more information on the HR document scanning and HR document management services we offer here at Pearl Scan, browse our website or get in touch today.

 

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

Rate this blog entry:
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