Document scanning keeps sensitive data safe from external errors

Document scanning services in Manchester, London, Birmingham and throughout the UK. A secure option to look at when deciding to have documents safely secured on online instead of depending on the physical documents.

Naveed Ashraf, Managing Director here at Pearl Scan said, So many companies continue to rely heavily on physical storage formats such as paper, microfiche, books and more, yet they are so exposed to risks and accidental damage. Using a document scanning service, combined with a secure digital document management platform can safeguard a businesses data, giving ultimate peace of mind. Environmental factors such as weather damage, bad storage conditions and accidental loss are no longer a worry with document digitisation.

Our expert knowledge in document scanning solutions, helping businesses in a wide range of sectors across the country improve their workflows and increase efficiency while keeping their data secure. Offering a wide range of services and solutions, Pearl Scan can cater to small, on-demand scanning requirements as well as larger on-going scanning projects, enabling organisations of all sizes to enjoy the benefits of document scanning.

Data has fast become one of the most valuable assets for businesses, and whether it is a sensitive folder containing important information or simply documents that help a company operate on a day-to-day basis, it is important to keep them safe. While storing such files in physical formats can hold risks due to factors that can't be controlled, implementing a document scanning solution keeps all data safe from external errors.

Ealing council recently fell victim to using out-dated file storage formats, as a court bundle of sensitive information was lost by a social worker. Storing the files on her car for just a moment, they were quickly lost, damaged and destroyed when she drove off without retrieving them. If these documents were stored in a digital format such accidents would not be a concern, and even if paper files were still used, document scanning would act as a digital back up of these sensitive papers ensuring no data was lost.

Invoice Processing – Automate and Save

Much more time and resources will be saved for organisations throughout the UK when automating and processing your invoices in bulk stages.

Invoice processing - automate and save

Automatic invoice processing and invoice processing software can differ from product to product but they essentially try to achieve similar processes in what they do to improve your productivity and take the annoyance and tedium out of the actual processing.

Automatic invoice processing

You scan your invoices into the system and from then the data is extracted using ADE or Automated Data Extraction. This is essentially reading your invoices then taking and storing the data from them so you don't have to. From then the software uses OCR to read the data on the invoice and translate it to a computer readable format.

Once that is completed, if you have an Enterprise Content Management (ECM) system in place, such as Microsoft SharePoint or Oracle, it can be extracted there, considering the software is compatible with your system.

It's also good to know that software like this is becoming increasingly compatible with many types of scanners, copiers and other devices that can scan the data, which means that there won't be any need to purchase large scale equipment at a huge cost. After all, one of the major points about using an automated invoice processing system is that it saves you money, and that it will. It can also process files previously scanned which are in folders on your system waiting to be processed.

Simple automation of invoice processing

The above process might seem long-winded, but the simple fact is that it won't be of great involvement to you or your staff because the process is mostly automated and, with the majority of systems coming with easy to understand instructions on screen, it's easy enough to manage.

Automatic invoice processing software doesn't actually come at a great cost either.

After the process has been done by us, your digital invoice files are now on a system. These systems are easy to understand easily, also having simple on-screen instructions. The process of finding the correct document would be quicker and easier.

So, when you consider what you'll end up saving with the time taken back, which would have normally been sapped by doing the work manually, as well as a huge increase in productivity, the costs look even more minimal. Invoice processing manually is known to cost companies thousands and thousands each year, money that can be very easily saved by automation.

Other known benefits include a rise in staff morale due to not having to complete as many tedious processes which, in turn, leads to better job satisfaction

For the minimal cost a piece of software such as this can be, it would seem a very worthwhile purchase to consider for those companies that deal with a lot of invoices

PSI: Capture invoice processing from us

Throughout this article we have referred to our own invoice processing software, PSI:Capture, but wanted to remain unbiased. However, PSI:Capture offers all of the advantages above and much more besides, so if you'd like to know more about our invoice scanning service and everything that comes with it, please visit our invoice processing page or get in touch today.

Importance of Invoice Processing and Scanning

The importance of having your invoices processed and scanned gives you and your organisational financial departments great benefits such as reducing costs, real-time cash flow management, work from anywhere, anytime, payments on time, etc. You can begin receiving these great benefits and more from using our Manchester, London, Birmingham and UK invoice scanning services.

The importance of invoice scanning and invoice processing

Invoices are one form of document that most companies deal with on a daily basis. In paper form, these documents can pile up. Depending on how big the company is, these invoices can fill filing cabinets, boxes and folders around the office, or even need to be stored in expensive, offsite document storage facilities. Storage costs and retrieval times can rack up so is there a more productive solution?

Our professional scanning services that capture the data from each individual invoice.

What are invoice data capture services and how does it work?

Put simply, invoice data capture service is the process of scanning your invoices and accurately capturing the data contained in them. The process is simple when you outsource the services but the benefits can be endless. Your company can run more smoothly and save costs at the same time. It isn't often you find a time saving, cost effective, efficiency boosting solution all rolled into one but invoice processing and invoice scanning offers just that.

So, what are the main benefits of using a UK invoice scanning company

Scanning invoices can help you get all of your invoices, accounts payable etc. fully digitised so they can be placed onto a digital document management system. From this system, they can be accessed at the click of a button and shared just as quickly with colleagues and anyone else who needs access to them. Despite how the easy access and sharing, this doesn't mean that just anyone can view your documents. They can be encrypted and password protected for security and peace of mind.

Also, by outsourcing your data capture services to a full cycle document scanning company like Pearl Scan, you don't need to worry about the project and your documents as they will be taken care of from collection right down to the returning or shredding and disposal of documents.

Who can benefit from invoice data capture and invoice processing?

A great big pile of invoices that nearly towers over a woman. Don’t let your paper invoices take over your finance department. Every financial throughout the UK can benefit from out invoice scanning services

As I have already mentioned, most companies deal with invoices on a daily basis and having them digitised rather than incurring high storage costs could benefit them greatly. If your company is full of filing cabinets, boxes and folders filled with invoices, invoice scanning can reduce the clutter and free up some potentially much needed space in the office. Alternatively, if you store invoices in off-site document storage facilities, you can banish those extortionate costs and access your documents without having to request them or pay for the privilege of viewing your own files.

Paying to view your own files doesn't make sense. Invoice scanning and invoice data capture does. Discover more information and the advantages of invoice scanning and processing by getting in contact with us.