PearlScan

Frequently Asked Questions

Where can you collect my documents from?

We offer a nationwide service and can collect documents from anywhere in the UK within a 24-hour notice period.

What types of collection services do you offer?

We can use either our dedicated driver or a courier service depending on your requirements in order to provide the most cost effective and tailored service.

How safe are my documents during transit?

Your documents are always safe with us as our vans are fitted with GPS tracking devices and drivers follow strict security practices.

Can I arrange a collection for a specific time of day?

Yes, depending on schedule and location, we’ll do our best to accommodate your requirements.

Can you provide secure containers for my documents?

Yes, we can provide a selection of lockable containers on request – just ask a member of our sales team.

Do you offer a packing service?

Yes, our dedicated collection team can provide a fully managed service which includes removal of files from your filing cabinets, packing and inventorisation.

Can I drop my documents off instead?

Yes. If you would prefer to drop your documents at our scanning bureau then you can. This is strictly appointment only, so give us a call first and arrange a suitable time to come to our scanning bureau facility.

How will my documents be secured while with you?

Our scanning bureau operates under the strictest security. We have 24 hour always-capturing CCTV, BT Redcare monitoring and other security measurements along with ISO:27001 accreditation for information security so that your documents will be in safe hands during the entire process.

What accreditations do you hold?

Please see our accreditations page for an up to date list.

Can you provide your GDPR policy if required?

Yes. Please speak to a member of our sales team.

Are you able to handle sensitive and confidential documents?

Yes, all documents that we process are treated as confidential. If you have specific requirements as to the handling of your documents please let us know.

Can I have my documents scanned at my premises?

Yes, we can provide an on-site scanning service if you are unable to send us your documents.

What size documents are you able to scan?

We typically scan sizes up to A0 but ask us if you have anything larger and we’ll see what can be done.

Will you remove staples, paper-clips etc.?

Yes, as part of our scanning service we will remove any staples and paper-clips etc. to ensure a smooth scanning process.

What formats do you scan to?

We can scan to pretty much any format that you require. We usually provide scanned documents as either PDF, TIFF or JPEG.

If the documents are to be OCRed these can be supplied as searchable PDF, MS Word, plain text or any other text based format that you need.

For clients looking to have medical X-rays scanned we can supply DICOM format files with embedded metadata.

My documents are low quality. Can you enhance them?

We make use of the latest hardware and software in scanning technology which will in many cases improve the quality of the original scans. If additional image enhancement is required our scanning team has the experience to bring the best out of your documents.

What happens to my original documents once they have been scanned?

We can either return the documents to you, store them in our secure facility, or shred them and provide a certificate of destruction.

Can you capture handwritten data to text?

Yes, depending on the handwriting style, we can either use sophisticated computer software or manual data entry to capture the required handwritten data.

Are you able to capture data from barcodes?

Yes, we can capture any type and format of barcodes and supply the data in any file format required.

How do you capture data from forms?

If handwritten data is in a structured format and legible we would be able to use ICR to automatically capture text.

Where a document has checkboxes we can use OMR to process the responses.

For any machine printed documents we would normally use OCR to capture the text, but for harder to read or freestyle handwriting, or for any case where an automated system may not be feasible, we can manually capture the data.

What will be the turnaround time for my documents?

This depends on the size of the scanning project. We have the capability to process millions of images per month meaning we usually have very quick turnaround for your documents. If you have a small volume, such as a couple of folders and boxes, you can request our Express Service, which can process scanning jobs within a shorter period of time.

How safe is my data in transit?

Our policy is to encrypt data before returning it to you unless you ask us not to and any digital transfers provided to you will use encrypted connections.

How much will it cost?

Our service charges are dependant on the volume and type of work. As an example, the price for a typical A4 archive box containing 2,000 sheets of A4 will start from £75. Please speak to our sales team to discuss your requirements.

Do you offer special pricing for charities?

We like to where possible. If you have a registered charity number please speak to a member of our sales team and we’ll be happy to help.

Can you provide sample scans?

Yes, before we start your project we will supply a representative sample of your documents for your approval.

Do you offer your services to countries outside of the UK?

Collection costs will of course be higher but we’re happy to consider any service requests. Please speak to a member of our sales team.


Why Choose Pearl Scan?

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.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     

Experience

Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.

Security

We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.

Innovation

The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.

Scalability

Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.