Document Scanning Solutions
Depending on your objectives, Pearl Scan Solutions can suggest the best possible document scanning solution for your documents, files and forms etc. In order for us to find the best possible document scanning solution for your organisation, we will need to find out what is exactly required, your motivation and objectives behind your document scanning exercise,
For example;
- Do you wish to have your documents scanned because your want to free-up your office space and save your cost
- Do you wish to have your documents scanned because you are legally required to retain your documents in a secure format for certain period
- Do you wish to have your documents scanned so you can share them with others and find them quickly and easily from a central repository
- Do you wish to have your documents scanned so you can import them into a document management system (high volume backfile scanning)
- Do you wish to have your documents scanned so you can preserve them for a long period of time
Each of the above will have a slight variation in the document scanning solution, so it is imperative for us to understand what your organisation wish to achieve is.
Pearl Scan Solutions have provided many document scanning solutions which were based on our client’s requirements. When considering the above, it is also useful for us to know where you wish to store your scanned documents and how would you like to access them to, for example;
- Document Scanning Solutions – scanned and stored onto CDs or DVDs
- Document Scanning Solutions – scanned and stored onto standalone PC
- Document Scanning Solutions – scanned and stored onto your network server
- Document Scanning Solutions – scanned and stored onto your intranet
- Document Scanning Solutions – scanned and stored onto your website
- Document Scanning Solutions– scanned and stored onto our online dedicated server
The above storage mediums and access points also plays a big roll in the overall document scanning, conversion and archiving process. For example, if you wish to have your document scanned and share with your colleagues by e-mails or wish them to be archived online, the scanned images, files size and the document scanning format need to be considered prior to the document scanning process. If the file size is too large or the format is non-compatible with windows or the internet technology or other operating system (s), this can cause conflicts or delays in uploading, downloading or viewing large size files.
Document Scanning Solution for Scan Disk (to CDs / DVDs)
This is fairly a straightforward and simple to use document scanning solution, documents are scanned to normally Adobe PDF files, documents are then named accordingly and stored onto CDs or DVDs. For large volume of files and documents, we normally include our easy to search document retrieval programme which is fully compatible with Microsoft Windows and design to use by normal office staff and fully operatable from the scanned CD/DVD.
Document Scanning Solutions – scanned and stored onto standalone PC
This is the next step to our scan to disk (CD/DVD) solution, where the scan disk is copied onto a standalone computer and for volume scanning our desktop document retrieval software is used to retrieve the required files from an scanned electronic library.
Document Scanning Solutions – scanned and stored onto your network server
This scanning solution is normally adopted by companies which will require multi user access to the scanned documents. In this scanning solution, a central repository of all scanned and indexed data is created and access is granted to the authorised users where the can access the documents from anywhere within the organisation.
Document Scanning Solutions – scanned and stored onto your intranet
This is a scanning solution for those companies who operates from multiple sites and have it stored / archived their internal intranet system in place. The scanned document are then securely stored within the document management system and the central repository is created for multi sites access and documents are then access by logging-in to the intranet and accessing the documents through the document management system. Each site which would require access to the documents would require to have a document management or the document retrieval part of the full document management system.
Document Scanning Solution – scanned and stored onto your website
Depending on the document type and access level, some organisations would like to scan, publish and share documents from their website. This is quite common exercise in the media, education, local authorities, inland revenue, customs and excise and other public and private service providers where the information is not confidential to publish on their website.
Document Scanning Solution – scanned and stored onto our online dedicated server
Pearl Scan’s dedicated online document scanning and access is the quickest, secure and the most cost effective service for those organisations who do not wish to invest in a document storage and management system, have multiple sites where their users would require access to documents on frequent bases, and would like our bureau to manage the whole process from the collection of their documents to simply accessing them online.
Pearl Scan’s online document scanning and management solution streamlines our client’s document management processes with instant document sharing and complete online file storage capabilities. Through Pearl Scan’ online document scanning solution, files are stored, viewed, and printed with a click of a mouse. There' is no additional software to install apart from the box standard internet connection, no servers or backup devices to manage or maintain.
The above document address some of the general and typical document scanning solutions. Pearl Scan Solutions specialise in the consultancy, solutions and implementation of the bespoke document scanning solutions, document management solutions, records management solutions, forms scanning solutions, data capture and auto indexing solutions.
If you have a scanning project and you are looking to obtain information, consultancy or document scanning services bureaux, Pearl Scan Solution can help you in every step of the way. Pearl Scan Solutions Ltd. is an ISO 9001:2000 accredited organization and is a member of records management society and chamber of commerce and business support solution and built its reputation by excellent customer care and providing bespoke document scanning solutions.
If you wish to speak to our document scanning advisors, please feel free to call us on 0845 2255 923 or e-mail us at info@pearl-scan.co.uk
