Scanning archive files integral to preserving vital human history

The importance of keeping historic files safe is something that has been understood for centuries. As a result, there are many expansive libraries across the world that act as archives for these crucial files, manuscripts and photographs. However, in order to keep these ancient, delicate documents safe they must be stored in increasingly strict conditions. As this becomes more difficult, with these files becoming even more delicate over time, document scanning and digitisation could hold the key to passing this information on for decades, preserving such files forever.

Its potential is now understood by the masses, as was shown by a recent Kickstarter campaign by Stirling University. After an archive of books, photographs and notes taken by black rights freedom fighter, Peter Mackay - containing 30 large crates of documents he created during his time liberating people in colonial Africa - was gifted to the institution, it launched a crowd funding campaign to raise the funds needed to digitise such files. Noting them to be of ‘international importance’, and maintaining them seen as ‘invaluable’, storing them in digital format using document scanning is seen as the best way to keep such records safe, and available to be viewed by the public.

Naveed Ashraf, Managing Director at Pearl Scan said, “For many years, keeping historic files in dedicated storage facilities in a controlled environment has been the only option. However, as these files become older, the challenges increase when looking to preserve them. We find documents from hundreds and thousands of years ago fascinating now, imagine how incredible they will be to human civilisation a thousand more years from this day! In order to give them this privilege, we must adopt a new approach.

“Document scanning is capable of capturing information from even the most sensitive documents without causing damage. Once done, this data can be stored in virtual format, meaning there are no limits to who can view it. Rather requesting special permission to handle delicate files, using document scanning could make these important files available to anyone, anywhere across the world who wishes to view them – just imagine the possibilities that could bring!”

Scanning archive files is fast becoming the ‘go-to’ method for institutions and individuals across the world when faced with the responsibility of storing history-critical data. Document scanning experts such as Pearl Scan provide the facilities and capability to do so.

Importance of Invoice Processing and Scanning

Invoice scanning and processing to have all your invoices securely delivered to you in digital files enabling you to have instant access, instantly locate and share your files at the touch of a button. A service available in Manchester, London, Birmingham and throughout the UK.

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, off site document storage facilities. Storage costs and retrieval times can rack up so is there a more productive solution?

A service from Pearl Scan Group that captures the data from each individual invoice

What are invoice data capture services?

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 service

invoice-processing

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 scanning and processing 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.

Visit our full web page on invoice scanning and automated process.
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The Advantages of OCR (Optical Character Recognition)

Those of you who are new to OCR (Optical Character Recognition), or even those of you who are familiar with it, might understand why it may be a useful tool when it comes to digital document storage rather than traditional paper storage, but there are so many advantages of OCR that you might not have thought about. You might even find that some of these will be useful for your company or even sway your decision to have your documents OCR processed.

Lets look at the Advantages of OCR

More explanation of how OCR conversions can benefit your document management.

  • Documents will be text-searchable with OCR processing. From that, it gives you the advantage of using the name of your documents, reference numbers, addresses, etc; when searching through your data base
  • Saving you lots of time when using a digital files rather than paper documents.
  • OCR processing can massively improve your customer services. If you take incoming calls which require you to access documents then having those document available instantly in digital form can make the overall customer experience better due to the speed of searching for the files they need and the ability to edit their contents easily.
  • Your documents can become editable with OCR. We can convert the files to MS Word and any other editable digital formats.
  • OCR allows you to copy and paste from the document itself whether that's in PDF format or MS Word format.
  • With low costing OCR processing. The advantage is that it can improve how your business operates
  • OCR is also known to boost staff morale when their working environment is easier to work within and less paper-centric.

Now you know the Advantages | What's Next?

It is possible to apply OCR conversion to documents which have already been scanned to PDF, JPG and TIFF format and it can also be included in the document scanning services offered here at Pearl Scan.

Contact us today to discover how we can tailor our OCR scanning and conversion service to suit your requirements. We work to find the best possible solution for you.

You can find more information on OCR scanning and conversion on our dedicated web page or you can get in touch with us.

We can provide a free quotation and professional advice

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