Welcome to Pearl Scan

Professional Data Capture and
Document Scanning Services

Data capture and document scanning services, we offer Professional scanning, capturing and digitising services for office documents and record types, books, microfiche, microfilm and x-rays for public and private organisations throughout the UK, including Manchester, London and Birmingham. Our Document scanning and data capture services are accredited and certified to industry standards, including, security, confidentiality, data protection.
  1. We use our experience to understand your needs.
  2. Both private and public-sector UK organisations we work with.
  3. A fast, secure and UK collection service.
  4. Your scanned data will be GDPR compliant.
  5. We handle both small and large-volume projects.
  6. The capacity to scan 10 x million scans a month.
  7. Helping you meet GDPR requirements.
GDPR and the Impact Upon HR Departments!

Document Scanning Services

Transform your organisation with our efficient and secure UK document scanning and data capture services.

Organisations of all sizes located throughout the UK including Manchester, London and Birmingham who have worked with us have found that scanning their documents adds efficiency and extra security when retrieving, viewing and storing their documents. But how do you choose a provider with the capabilities to understand your scanning needs and undertake your scanning projects – whatever its size?

Our ‘one stop’ scanning service

We securely scan office type documents, books, microfiche, X-rays, newspapers and many other variations of data. We then convert your documents into a secure and easily accessible digital format of your choice. Whether you are a large private or public-sector body or an SME, we have the facilities to efficiently complete your scanning project.

A secure collection of your files from anywhere in the UK can be arranged with a fast turn-around within 24 hours if required.

Want to talk? Get in touch to receive a free tailored quotation for your scanning project

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Our modern data processing centre has the capacity to securely process up to 10 million images per month. This is a professional, dedicated data processing environment in which we comply to the highest industry regulations and standards. See our accreditation and certifications.

As well as document scanning services, we also offer a full data capture service, scanning and reading your documents to fully extract relevant data from invoices, forms and surveys.

Whether you want to create a reference archive, undertaking an office move, moving to a paperless office, setting up a digital mailroom, moving to electronic invoices or scanning employees files, we will use our services and technology to find a cost-effective option for you.

Free document management system and retrieval software for our clients

When you create high volumes of digital data, effective document management, storage and retrieval is crucial. That is why we have invested in a dedicated software development division offering clients two options:

  1. Fully managed Pearl Cloud software. This is a unique cloud storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.
  2. Free locally managed Halogen software. This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

We can work to your existing document management system

Our software division also has the expertise to scan documents in a digital file format compatible with your existing electronic document management system (EDMS). For instance, if you already use third-party applications such as Microsoft SharePoint, Office 365, DocuWare, Alchemy, Invu, Sage, SAP or other ERP systems, we will provide scanned data that seamlessly integrates into your existing digital file format set-up.

Our scanning bureau caters for high volume scanning projects

As a provider of comprehensive scanning services, Pearl Scan works with many large public and private sector organisations. Our clients include the BBC, the NHS, BSkyB, the University of Oxford, the University of Cambridge, BAE, Environment Agency, Ginsters and many local authorities and SMEs.

In many cases, the scope of work is considerable. For instance, backlog file scanning may require working with tens of thousands of documents. In these circumstances, we offer a completely free consultation period to demonstrate our services. This involves:

  • A site visit, to assess the scope of the work and understand your needs.
  • A detailed, bespoke proposal describing the logistics of carrying out the job.
  • Samples of scanned files, to ensure the output meets your requirements.

When you are satisfied with our data process and the proposed project plan, we then commence work. This is a no-obligations service, provided completely free.

Contact us now

Contact us today to find out more information about our data capture and document scanning services. Or simply browse our website to discover our full range of services across every sector. Contact us now

GDPR - Are you ready?

How GDPR may affect you and the steps you need to take to have your documents / records scanned to GDPR compliance. Contact us to find out more information.

0161 832 7991


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Fast, secure and nationwide - whether you have a box to collect or would like us to organise a collection of hundreds of boxes, our logistics team will work with you to arrange the collection of your documents at the most convenient time for you and in the most cost effective way possible.

If you need additional assistance to have your files, boxes etc. removed from filing cabinets and catalogued or from third-party storage supplier's facility, this can also be arranged for you as well as if you require any boxes, packaging material or special fragile items such heritage material, books, large maps or documents to be collected in security marked lockable containers.

Prior to scanning documents, we go through the files and remove any document fasteners, such as staples, paper clips, treasury tags and post-it notes. All documents, including the attachments and receipts, are kept in their original order to ensure a smooth and accurate scanning process takes place and to guarantee the quality of all documents scanned.

We use the latest document scanners equipped with ultra-sonic double-page-feed detection, automated colour detection and image optimisation technology to ensure optimum scanned image quality.

The document can be scanned either black and white or like-for-like as per originals, our document scanning equipment can handle document sizes as small as a trains ticket to A3, any large documents such as maps, plans and technical drawings are scanned on our wide-format scanners.

Once the documents have been scanned, we can then index each file, folder or a document by the required index criteria (metadata) for example, title, name, address, reference number, date etc. to enable better storage and search capabilities.

We can apply OCR processing in order to convert your scanned documents to fully text-searchable scans (images). This can be very beneficial for searching particular documents by their contents (keywords etc.); while the OCR search used together can also help to locate any misfiled documents.

Rigorous quality control checks are applied throughout the document scanning and capture processes, as well as a separate dedicated department is allocated to perform quality checks in accordance with our In-house manual, and third-party audited EN BS ISO 9001 and EN BS ISO 27001 standards.

To ensure extra layer of security, the data can be encrypted at the highest available level of encryption.

The final scanned data can be supplied either on a Disc, USB Drive or downloadable from our SFTP.

After an agreed period of time and approval of the scanned data, the originals can be securely shredded. A shredding certificate is provided upon completion of the shredding process.

Free trial

We offer a free trial of our UK document scanning services. We can convert a section of your project to showcase the qulity of our digital conversions.

We offer a free trial of our scanning services to our prospective clients.

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Latest company news and articles

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Why choose Pearl Scan

Document scanning | Audits

In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

Logo's in which Pearl Scan Group has a number accreditations with including ISO