Document Scanning Service
Pearl Scan offer a wide range of document scanning and management services meaning we can scan commercial as well as rare, precious and confidential documents and book archives with bespoke search and retrieval software solutions for desktop, network and web access.
Our scanning bureau deploys only the best in the business scanners, digitisers and capture software allowing us to scan, capture, convert and digitise any physical type of document including forms, surveys, A0 colour plans, maps, fragile bound books and all formats of microfilm, microfiche and aperture cards.
Our in-house software development team provide comprehensive solutions for many aspects of document management software which are focussed on ease of use and speed of access.
Our Document Management solutions are tailor-made to each individual client's requirements according to their market sector and internal departmental needs. Pearl's scanning bureau typically provides document scanning services to Professionals (Finance, Accounts payable, Insolvency, Asset, Health, Medical, Pharmaceutical etc.), Legal, HR, Property and Estates, Education, Heritage, Media, Construction, FM and Health & Safety.
However, these document management solutions can be provided to all areas and markets of the UK and Europe Economy and Industry Sectors including;
- Public & Private Sector,
- Organisations, Associations,
- Local Government,
- Retail & Distribution.
As well as businesses, we also cater for private individuals and students with a special discount for students on thesis or book scanning.
Continue reading about our document scanning service.
How Our Document Scanning Service Works
Fast and Secure Nationwide Collection Service
Our secure vans and team of collection coordinators can collect your documents from anywhere in United Kingdom 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 documents.
Removal of Document Fasteners
Prior to scanning documents, we go through the files and remove any document fasteners, such as staples, paperclips, treasury tags and post-it notes. All documents, including the attachments and receipts, are all 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 scanners equipped with ultra-sonic double-feed, automated colour detection and image processing applications. We can scan to PDF or any other preferred format such as searchable PDF, TIFF and JPEG. We can scan documents as small as a till receipt right up to A3 large format drawings and plans in full colour, greyscale or black and white.
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
- Database creation
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.
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 of our scanning services are fully accredited to ISO 9001:2000 quality assurance standards. 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 your department or 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 SharePoint.
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.