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Spending Money on Document Scanning Reaps Benefits Almost Immediately

document-scanning-blogThe term 'you have to spend money to make money' has always been an ironic truth. In times when money is at such a point where the statement is rendered almost completely useless, thanks to massive costs and more and more cuts, it's time to adapt to the evolving world.
No matter what your line of business is, it's important to be able to spend money as the likes of equipment and stock are required in order to profit; however, in times like these it can be conceivable that bringing in new processes and systems might not be the wisest idea especially when a lot of organisations in both the public and private sector are hanging on by a thread.

However, as has been said many times to potential clients, spending money on services such as document scanning and document management systems is a win-win situation. It might not sound like a life saver, or a deal breaker, but the positives of document scanning and digital management are potentially huge, particularly if you are a business that deals with a lot of documents. The fact is, having documents digitised and put into an electronic document management system saves time, space and money which are three major areas that businesses should be focused upon.

Once files are digital, they can be accessed quickly and easily via a shared office network or online hosting, if you prefer. This means that less time will be spent walking around offices and searching through filing cabinets to retrieve the documents that are needed. Going digital adds a much needed sense of the organisation that's needed when it comes to dealing with documents. It also means that are is a much less likely chance that files will be lost.
Space can be saved by disposing of filing cabinets and any other office furniture once full of documents. Office space doesn't come cheap so if something is no longer needed then it needn't stay. The additional space which has been made can be used for other important tasks, desks or just to give more space to the workforce.
All of which adds up to a good saving of money, and not just in the long run, but in the short term too. The majority of document management systems, such as the ones we provide here at Pearl, are simple and easy to use but intuitive. Your organisation can immediately benefit from their use as staff, who have even the slightest experience of computers, can use the systems easily with no additional training required.

Systems like this have already been acknowledged for saving companies in sectors like the public sector, finance and health, and the fact is that they are simply not as expensive as you might imagine. Check out our website to find out more and to get your company a free online quote. Also take a look at our document scanning information pages to find out more. With all the benefits and no negatives, there's no reason not to.

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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digital-document-management-systemDigital document management has already helped thousands of businesses across the globe to improve their efficiency and save thousands each year, so what could it do for you?

Moving Beyond Pen and Paper – Digital Document Management

You might think that your business doesn't need a digital document management system in order to operate better, but you could be wrong about that. We've written this short guide to talk a little more in-depth about how digital document management can help you and your organisation.

Do we need a digital document management system?

Firstly, let's start with the type of organisations that don't need a digital document management system:

  • Companies that primarily deal with, and have always dealt with documents, digitally. This might sound a touch ironic, but this is actually true. If you're an organisation that purely deals with digital documents, you don't necessarily need a digital document management system in place. Because all of your files are already digital, it isn't necessary to have a system in place, as you can search through all of your files already on your computer system to find them.
  • Organisations that don't have many, or any, documents. Ok, this one's kind of a given. But the fact is that if you have very few documents then there's no real reason for you to need a system like this. If you have, say, 50 physical documents that you need to access on a regular basis, having a digital document management system put in place could help but at a minimal level compared to a company that has thousands of documents.

And that's about it. Pretty much every other kind of organisation out there can potentially benefit from the use of a digital document management system for many different reasons that we'll go into later in the article.

So what exactly is a digital document management system?

For most of you reading this, a digital document management system will probably be pretty much what you imagine it to be and a little bit more. Digital document management is basically all about having your documents digitally on a hard-drive, over a network or via Cloud hosting instead of having the documents paper-based. Getting the paper-based documents digitised involves having the papers scanned and converted into a digital format, which is usually PDF. The files can also be made to be completely text-searchable, thanks to OCR software which can read the writing on your documents and convert them to computer characters which are readable by your computer systems. This means that you will, in effect, have a digital document which is almost exactly the same as one that you would have typed up on your computer, but it has come from the original paper document. If OCR is not necessary, all files can be named or 'indexed' by particular fields or reference point on the documents, such as by reference number, client name, address and anything else that you would prefer to sort the files by. Using this kind of system enables your office to potentially become completely paperless and provides a long list of benefits.

So what are the benefits?

digital-document-management-benefitsDigital document management has a vast array of benefits and advantages compared to the idea of having all of your documents paper-based.

The primary reason for the majority of organisations using digital document management is to provide an improvement in efficiency. No matter what type of business you are, having your document converted to digital and having them put into an electronic system is bound to improve efficiency. Paper-based documents always have involved manual searching but through digital document management you can now search through your documents by a simple computer text search targeted towards the particular folder where your documents are stored. This will return the results you're looking for in seconds compared to the time it would take you to look through all of your paper documents to find what you need. This leads to a major saving in money and outgoings since staff are able to get more work done in less time. This can also improve your staff's morale because of a more varied and satisfying work day.

As mentioned earlier, getting your documents scanned and digitised will also potentially make your office paperless. This has a number of environmental advantages as well as monetary. Digital document management means less paper and less ink consumption. Printer ink is a huge contributor to global warming as it's notoriously difficult to recycle paper containing a lot of ink, which, let's be honest, most documents will do. Using less ink and paper also means less ink and paper costs for the company which can often be a great money saver.

There is also the space saving option that digital document management can offer. Depending on the quantity of documents that you have as well as where they are kept, this can be a tremendous space and money saver.

At Pearl Scan we have offered digital document systems to the likes of large law firms who must keep their documents in storage for years and years, usually for legal reasons. This costs them considerably each and every month, but once the documents were digitised, they were able to access them instantly without retrieval costs and no recurring monthly fees, which saved them thousands, and sometimes over £100,000, each year. If you keep your documents on your own premises however, this can offer relief for your office space, space which can be used more effectively if you decide to dispose of the documents afterwards.

The simple fact is that digital document management has no disadvantages and only plus points from all sides.

So what can I expect from a digital document management system from Pearl Scan?

A lot!

We can only speak for ourselves, obviously, but as well as just some of the advantages which we have talked about above, you can also expect your documents to be professionally scanned with the latest scanning equipment. We're very proud of the work that we do and our scanning operators are trusted members of staff. Our scanning equipment can scan thousands of documents each day and our top class in-house developed software also enables us to process your documents quickly whether you're using our OCR service, or simply indexing the documents for you.
Plus, depending on the amount of documents that you require scanning, we can often supply out document management software free of charge. Halogen, our flagship product, has been designed for ease of use and initial easy transition in mind. In development we have considered what most computer users are used to and have integrated that into our software so it is as easy to use as possible. It is smooth on modern systems from the past 5 years, and highly dependable, whilst still being powerful and robust.

If you're interested in learning more about our digital document management give us a call 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

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large-format-document-scannerAs a company we do a lot of large format scanning, but many companies want to know exactly what that means or what that stretches to (no pun intended). So today we're going to go into large format scanning, exactly what large format documents are and how getting them scanned can be the best thing that can be done for them.

For a start, these documents can be cumbersome things, but then again anything somewhat above our comfort zone when it comes to handling documents is cumbersome. More often than not those that possess large format images such as architects and councils tend to have more than one, in some cases a sizeable amount.

So what is large format scanning?

scanning large formatLarge format scanning is where we take a large format document and convert the physical document itself into a digital one, usually in the form of a high quality PDF, TIFF or JPEG file. Occasionally, if these large format drawings are architects renderings or plans they can be converted in CAD (computer aided design) files, that will work with the more popular CAD software such as AutoCAD. Large format scanning needs to be done via a LFD scanner; a feed scanner which takes the large document slowly through its feeder collecting the data and the image as it goes. The resulting image is then converted into the selected format.

So what constitutes a large format document?

Anything above A3 in size (420mm x 297mm) tends to be classed as large format. Most large format document scanners, however, cannot take anything above A0 in size but documents can still be scanned and pieced together using a large flatbed document scanning if required.

We have seen all sorts of types of documents over the years that have come in large format form. These include architects drawings, children's school projects, rare old Polish film posters, huge photographs and much more besides. Essentially, if it is over the size of A3 it is a large format document and it would need to be scanned on either a large flatbed scanner or a large format document scanner which has a feed.


What are the benefits of having large format drawings scanned?

If you're researching it you probably already have some idea, but this can range from company to company.

  • We get architects contacting us because they simply need to make space, yet retain the documents and the only way to do this is to get them scanned to high quality images then have the originals securely shredded.
  • It also makes them very easy to handle in comparison as they can now be viewed on a computer rather than having to roll out a large document.
  • The images can be reproduced.
  • Images can be cleaned up so that the digital version is actually better quality than the original.
  • Drawings can be edited again if they have been converted to a CAD format.
  • Digital versions can be distributed with ease.

These are just a few but there are always many more benefits of having large format drawings scanned.
Learn more about our large format scanning service or contact us for a free quote.

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:
Call us:  Nationwide: 0845 225 5923   Birmingham: 0121 285 1900  |  Manchester: 0161 832 7991  |  London: 0207 183 1885