Fast and reliable document scanning services
for small to large organisations.
Undertake small to big projects | Compliant, secure and confidential services | Fast nationwide service
Document Scanning Service
We cater for small scanning requests, large bulk scanning projects and regular scanning requirements. Pearl Scan provides a one-stop solution from collection, scanning and OCR processing to secure storage and shredding all over the UK. We have the infrastructure, flexibility and support to help you with your document scanning, electronic archiving and document management needs.
If your office is surrounded by stacks of documents, files, boxes and filing cabinets. Can't find the information you need fast and accurately? Our document scanning bureau based in Manchester with sale offices in London and Birmingham.
Pearl's document scanning hubs are equipped with the latest in document digitisation, document capture, processing technology and have the capacity of scanning 10 million images per month. Our scanning process goes through a strict supervision and we use the latest in image processing technology to guaranty the best results. Our scanning facilities are fully fitted with the advance security, safety and 24 hours monitoring system to ensure highest levels of data security and confidentiality.
Document Scanning Approach
At Pearl, we can scan from a small pile of documents, folders and ring binders to large bulk archives with loose pages, envelopes, receipts and post-it notes. Based on your objectives, for example:
- If you are looking to have a one off scanning of your document or archive to electronic format
- Advanced department or company document management solution
- Simple have your document scanned to disk or USB to securely store your document
We carefully analyse your needs, prepare proof-of-concept samples and explore options before recommending and implementing the most suitable and cost effective document scanning solution.
Our document scanning services comes with a free document management software Halogen; as an option to help you get started with your electronic document storage, management and archive needs. We promise to beat any like-for-like quotation to ensure that our customers always receive the best value for their money and peace of mind guarantee of the services that we provide.
We also offer book scanning, large format scanning, microfiche scanning, aperture card scanning, survey scanning and data capture.
This is how our document scanning process works
Fast and Secure Collection Service
Our secure vans and team of collection co-ordinators can collect your documents from anywhere in UK the same or the next day as required. We can also supply our secure A3 size boxes, which can hold bundles, folders, hanging files and any other loose types documents.
Removal of document fasteners
Prior to scanning documents, we go through the files and remove any document fasteners, e.g. staples, paperclips, treasury tags, post-it, etc. All documents including the attachments and receipts are all kept in their original order. To ensures a smooth and accurate scanning process takes place and guarantee the quality of all documents scanned.
We use the latest scanners equipped with ultra-sonic double-feed and automated colour detection and image processing applications. We can scan to your preferred file format such as PDF, searchable PDF, TIFF, JPEG etc.
We can scan documents as small as a till receipt up to A3 to large format drawings and plans in full colour, greyscale or black and white. The success of digitised documents is measured by how quickly and easily you can access them. Whether for day to day retrieval purposes or archival storage, Pearl Scan can develop efficient indexing scheme for legal practices, NHS, government departments, HR departments, educational institutes and engineering sectors.
File Indexing and Categorisation
Once a document is scanned we can then index each document by its relevant file / document data, for example, Title, Name, Address, Reference number, date etc. This type of indexing involves:
- Image indexing and index verification
- Scanning text with OCR (Optical Character Recognition)
- Database creation
O.C.R. (Optical Character Recognition) - Processing
We can also offer OCR processing to convert your documents to fully text-searchable documents. This can be very beneficial for searching particular documents by their contents, e.g. keywords as well as OCR search helps to locate any mis-field documents.
Quality Assurance and Control
All our document scanning services are fully accredited to ISO 9001:2000 quality assurance standards and in addition to this, we have developed our internal quality-control procedures to ensure that the scanning process and digitalisation meets the required industry standards.
Data Delivery Medium
The scanned images (data) is normally supplied on CD, DVD, USB, secure FTP, Halogen or our Pearl Cloud portal. For the security and confidentiality of the data delivery, we can encrypt the entire data using highest level of encryption.
As well as providing data in a standard PDF file format, if you department or a company does not have any document management system we can supply the data in our free document management software Halogen, or host it for you on our secure Pearl Cloud portal. We can also supply data in Ms. Sharepoint format.
Confidential and secure document shredding and disposal
Once you have approved the disks your papers can either be returned to you, securely disposed of via environmentally friendly document shredding processes or we can deep store them for a further required period.
Benefits of Scanning Documents
Fast document Access
It is faster and accurate to search through masses of scanned documents than going through physical paper files.
Access from anywhere and anytime
As more and more people and organisation operating from multiple locations and times, scanned document offer just the right solution for accessibility.
Document Sharing and Distribution
It is much more flexible with the scanned documents to work with when multiple users and teams require access to same documents and files to work with as well as share with other parties.
Compared to physical document storage, it has been proven that digital document scanning and storage offers cost saving and benefits.
Improves productivity and efficiency
As files are easier to find, access and use, efficiency rises and productivity improves significantly.
Boosts staff morale
Staff with expanding workloads will feel better with a simpler system that allows them to get more done in less time.
Gives back much needed space
Upon completion and approval, the documents can be recycled, leaving you with some much needed space.
Managing documents digitally makes your office more modern and paper light.
Reduced use of paper and resources that helps the environment and bolsters your green credentials.
Document and data security
Save important documents for the future.
Why should you chose Pearl Scan for your document scanning and digitising needs?
Here are a few reasons why you should consider Pearl Scan document scanning and conversion services:
- A decade of experience working with the most reputable companies in the UK
- Creative and friendly team of professionals who are easy to approach
- Custom built scanning bureau around security, safety, confidentiality and scalability
- One-stop service for all your document scanning and digital conversion cycle
- Infrastructure to support small-to-large, quick-to-long terms projects
- In-house document management development facilities to offer bespoke solutions
- Cloud powered secure document hosting service. Read more about Pearl Cloud.
- Free document management software. Read more about Halogen.
- Backed up by external quality and security audits
- Fully supported services and management system throughout the UK
- Our scanning operation have been audited and approved by many NHS, Local Authorities, Private blue chip companies to ISO 9001 (Quality Management System), ISO 27001 (Information Management System) and EMS 14001 (Environment Management System) and Data Protection 1998.
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