Pearl Document Scanning Blog

News and updates related to the document scanning industry.

Exploring scan to SharePoint for companies

Ever since Microsoft released SharePoint in 2001, many business across the world use the customisable document management platform to integrate team projects and share information across organisations seamlessly. Already a popular tool, its recent update has made the platform even more appealing, bound to encourage more businesses from a wide range of sectors to manage their online content using this tool. We understand the potential that this document management system holds for our clients which is why, alongside our wide range of document scanning services, we also scan to Microsoft SharePoint - but why is this beneficial to companies?

Seamless integration of information

As more and more businesses use Microsoft SharePoint as part of their daily workflow, they are creating new content on a regular basis. However, while this new content can be easily accessed by staff using this online platform, access to archive material stored in files, folders and cabinets remains dis-jointed and can cause delays to an otherwise streamlined working day.

Investing in document scanning to SharePoint allows businesses to utilise the full benefits of this advanced content management system, keeping old and archive files relevant and available for use via the tool. By scanning documents to Microsoft SharePoint, businesses can enjoy the benefits of a fully streamlined, integrated library of virtual documents.

Pearl Scan makes it simple

To leverage these benefits, we have developed a custom-built Microsoft SharePoint Bulk Batch Uploader, as well as a Custom Search Web Part. This helps make bulk SharePoint document scanning projects simple and effective.

Our bulk batch uploader imports virtual files to a business's existing SharePoint libraries with the indexing and meta data necessary to integrate it into the existing SharePoint filing system. As well as being intuitively and intelligently located within the SharePoint database, each document is scanned with OCR technology, making it easy for employees to find each file with a simple text search. This, combined with the powerful functionality of our Custom Search WebPart eliminates unnecessary navigation and clicks to search through virtual documentation, integrating archive content into this contemporary document management system even further.

At Pearl Scan, we have over 15 years of experience in developing and implementing document scanning solutions. As part of this, we are constantly tailoring our services to meet the needs of the business world, leading to customised document scanning services such as our scan to SharePoint offering.

If you currently use Microsoft SharePoint and want to work with your entire document library within this document management system, get in touch with a member of our team to learn how Pearl Scan can help.

For more information on how to get set up with SharePoint. Visit Cloudwards, who have an extensive no-nonsense training tutorial.

What is the cloud document management and how can it help your business become more efficient?

What is the cloud document management and how can it help your business become more efficient?

As experts in document scanning, we champion the cloud document management. Long been talked about in both the business world and in daily life, the cloud can be one of the finest additions to a business. However many are still in the dark when it comes to what it actually is and how it can help businesses become more efficient.

The cloud is essentially a network of servers each serving a different function. Some services use cloud computing power to run applications, such the Adobe Cloud, but more commonly clouds are used to store vast amounts of data. Having long been a mainstay of both small and large businesses alike, the cloud is an invaluable tool when it comes to helping them become more productive. But exactly how can it help your business become more effective day to day?

It provides greater flexibility. In today’s world, people are not always in the same place every day. Often out liaising with clients, at meetings and even working from home, it can be hard to predict which documents you will need and when. Cloud computing gives you instant access to all the company’s documents – providing you have security access, the latest applications and allows you to access it from almost anywhere with an internet connection.

It boosts security. Most businesses have documents that are for high level eyes only. Whether it be financial statements, reviews and appraisals of staff or business decisions that are not meant to be seen yet, it can cause tension, stress and issues for businesses should such information fall into the wrong hands. Using the cloud based document management helps businesses keep such information personal thanks to the use of secure passwords and data encryption – the same cannot be said for paper documents.

It helps to recruit the best talent. The digital age has enabled more people to work from home than ever before. And cloud computing has played a key role in making this possible. According to a recent study, 42% of workers would give up some of their salary if they could telecommute. Therefore, embracing cloud based document scanning and management technology could help your business attract the best of the best.

It makes disaster recovery faster. Should disaster occur, this can signal the start of significant expense for your company. A flood or a fire might seem unlikely, however these unforeseen disaster do occur. With the cloud, you can be up and running again in no time, ensuring that neither you nor your customers need to be compromised for long.

It can be used to develop your CSR strategy. The importance of a company being seen as socially responsible is becoming higher and higher on agendas. Embracing the cloud helps businesses reduce their carbon footprint by minimising the use of paper and energy consumption. In fact, the cloud reduces energy consumption and carbon emissions by at least 30% compared to on-site servers.

Pearl Scan Group works with a range of companies to provide document scanning services to enable them to embrace cloud technology. Scanning documents, invoice scanning and book scanning are just some of our specialisms. To find out how we can help your business make the most of document scanning and cloud hosting with our document management technology in order to embrace the cloud document management, click here.

Scanning: Making Payroll Easier

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Scanning: Making Payroll Easier

Payroll tasks are the bane of many organisations. A simple, small mistake could end up being devastating. It’s vital to keep meticulous records, not only because having this information available is important in and of itself. There are also serious regulatory pressures, in many cases, that require organisations to maintain stringent record keeping habits and to maintain access to payroll information for extended periods of time.

Saving space, improving security, and streamlining

That data need not fill up filing cabinets. Payroll document scanning through services like Pearl Scan can transform your payroll record keeping practices and policies. By having your payroll information professionally scanned, you’ll eliminate the need for files, which are costly to store.

They’re also a considerably less efficient way to access information. In order to access physical files, an employee needs to be at the same location as said files, or another employee needs to make a second physical copy of the file to bephysically transported.

Making copies of files, especially those that contain personally identifying information can represent a serious security risk. With digitally stored files, however, employees can be granted access as necessary, and it is far easier to maintain the security of digital information in any case.

Having payroll information scanned can also make it infinitely simpler to find information that you need for your operations. Scanned information can be stored in searchable databases that make finding what you need, when you need it as easy as typing in a search box.

The paperless future

Innovations in digital and mobile technologies all but ensure that many industries will be moving toward paperless policies and practices in the very near future. Payroll scanning can be one of your first steps in this direction. As more organisations embrace a paperless future, more will lower their costs and streamline their daily operations. That means that they’ll have a competitive advantage over those that have fallen behind technologically.

Scanning services like Pearl Scan can help to make your organisation’s transition to a digitised future a painless one. Scanning your payroll documents will save your organisation man hours and storage costs, while making the information more easily accessible and more easily organised and analysed.

There’s no reason to put off payroll document scanning, and there’s every reason to start immediately. A professional scanning company can tailor their services to precisely your organisation’s needs, so why not begin the discussion?