Document Conversion to PDF format
PDF is used worldwide by businesses and private individuals to exchange documents. When scanning traditional office documents such as Customer Records, HR Personnel Files, Invoices, Technical Documentation, we often get asked to provide these in a PDF format as everyone is familiar with the file format. There are also branches of the PDF format such as Text Searchable PDF and PDF-A.
What is a PDF?
A file with the .pdf file extension is a Portable Document Format (PDF) file. PDFs are typically used to distribute read-only documents that preserve the layout of a page. They’re commonly used for documents like user manuals, eBooks, application forms, and scanned documents, to name just a few.
Why scan to PDF?
One of the key advantages of having the documents scanned in a PDF format is that regardless of your computer systems or versions of the PDF file viewing application, it will always look the same and will not be changed or modified in any way.
Many organisations have millions of pages of invaluable information sitting on storage shelves or in archives, with limited accessibility. When faced with the challenge of scanning these pages to digital format, the two most important factors are time and cost. Therefore to reduce operational and commercial costs, the majority of the businesses would outsource the scanning of their large backlog scanning to a scanning bureau such as Pearl Scan who is already setup to handle larger volumes of documents and can quickly put a mobilisation plan in place.
If you are looking to have your documents scanned to a PDF format to create a digital library/repository of your files, we offer scanning services to our clients in the UK and Europe. In addition to having your files scanned to standard PDF file format, we can also add additional value by enabling OCR processing so that the output files can be delivered to you in Text Searchable PDF format.
Scanning to PDF format using like-for-like methodology
Traditionally documents are either scanned in black and white or colour only, but our state of the art modern scanners equipped with advanced imaging applications can detect the difference between colour and black and white sheets of paper and scan these accordingly. This in return provides high quality of images and better usability of the digital files
Scanning of documents to PDF with OCR to Text Searchable format option
This option is extremely useful when scanning files with many pages, as the text search text facility within the PDF enables the user to quickly locate all pages using a text search. This in return provides flexible document searching and saves a huge amount of time.
Adding indexing information to PDF files
Once scanned we can name (Index/Add metadata) the PDF files by the information which you would normally use to search for the file. This can be the file Title, Date, Reference number and Address etc, and bookmarked where files are categorised/sub-divided.
If you have few hundred files scanned, these can be easily stored into a folder on your work drive/Shared folder, etc., however if you are looking to scan thousands of documents/files, then you will need a document storage and management system such as Microsoft SharePoint, Office 365 or our complimentary Halogen or Pearl Cloud platform.
Once the files have been scanned, indexed and stored digitally, we can arrange the original paper files to be returned, securely shredded or store in our storage warehouse.