Benefits of electronic archiving

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Managing your budget

Research shows that administration staff spend around 30% of their time organising documents, which costs companies 30% of their salary. And when that figure is multiplied by the number of staff you have, you’re looking at thousands of pounds wasted!

Instant access to documents

Scanning documents, such as purchase invoices, client files and purchase orders allows files to be stored in relevant and easy to find electronic folders. Therefore, using a straight forward text search, all of your company’s documents can be easily accessed in a matter of seconds.

Secure and shared access

Office files can be shared on a network between relevant staff with levels of security assigned. Documents can also be accessed from anywhere in the building and even off-site using email or a secure online document hosting service, such as our Halogen or Pearl Cloud.

Data protection

It is a legal requirement that invoices are kept for up to 12 years. If these are stored electronically this law is obeyed without fears of potential damage such as fire, flooding or misplaced documents. Other documents also have required retention times, and once these are backed up, they can be copied multiple times and stored in different locations.

Up to date record management

Storing paper documents is becoming an old-fashioned method due to the potential dangers associated with record management. It is easy to misplace or damage physical documents within an office environment, however digitising these results in a more secure system meaning should this happen, you can rest assured that they are backed up on a CD or network.

Help the environment

By reducing your paper flow it will help to reduce your carbon footprint and help the environment. By finding ways to reduce paper it reduces the risk to rainforests, while also creating more space in your office which was previously taken up by filing cabinets or storage units.

Additional features of electronically archived documents:

  • Electronic date stamping
  • Online document hosting
  • Indexing
  • Contacts information folder
  • Add notes to files
  • Web links to relevant information
  • Generate reports

Why Choose Pearl Scan?

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 9001ISO 14001ISO 27001Investing in PeoplePCIIRMS

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.

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.

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.

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.