Pearl Document Scanning Blog

News and updates related to the document scanning industry.

Proof of delivery invaluable for businesses in age of the e-tailer

 

Online shopping continues to dominate the retail in industry, with statistics stating that a record one in four British pounds was spent online during November’s Black Friday deals, and online sales of non-food items represented an incredible 27.6% of total sales in the month of November 2016. With such almost inconceivable statistics highlighting the sheer volume of internet purchases, now is the time to digitise other parts of the logistics process for ecommerce businesses, says Peal Scan.

Proof of delivery scanning is one of the simplest and most effective ways to digitalise and streamline one of the many parts of the ecommerce puzzle according to the experts, which happens to be one of the country’s most prevalent document scanning specialists.

Naveed Ashraf, Managing Director of Pearl Scan Group, said, “Logistics companies and e-tailers with high volumes of deliveries often use the traditional method of storing paper-based proof of delivery forms in a traditional filing system. Although this has worked for many years, there’s no reason why businesses can’t embrace new technology and make their delivery processes faster and easier.”

Proof of delivery forms that are stored in paper format often cause serious delays; they can make it difficult to quickly locate a particular document, individual forms can be lost, misplaced or damaged, and they can take up an incredible amount of space. All of the negatives have made this method of storing proof of delivery documents outdated.

By eliminating the above issues, businesses are able to offer a more structured and comprehensive offering to customers, according to the document scanning experts. “The real crux of changing to digital forms of working and dealing with proof of delivery receipts are the benefits it brings to customers,” added Naveed. “By organising these documents in a computerised system and making them easily and quickly accessible, companies are able to offer a more personalised and rapid service to their customers.”

Why it makes sense to use invoice scanning automation

Document scanning and digitisation is not a new technology or process, yet it is being adopted by a range of industries at differing rates. While there are large scale campaigns to see the NHS move to a totally paperless operation and many libraries and archives are making the move to digital, research has shown that the Accounts Payable sector, driven by invoice scanning automation, is embracing document scanning at fast speeds.

Accounts Payable benefits from invoice scanning automation

The research, conducted by AIIM aimed to understand the use of paper in the workplace. Amongst other findings, it revealed that paper use was decreasing in Accounts Payables and Accounts Receivables departments by 41% and 39% respectively. Within this, invoice processing specifically was experiencing an, on average, 34% reduction in paper use.

At Pearl Scan we’ve long been promoting the benefits of invoice scanning automation and other invoice scanning services, and the findings of this research show that other organisations are also enjoying the business advantage this service can bring, resulting in this document scanning trend.

Cloud storage platforms leading the way

When further discussing the future of paper-free offices, the study also tackled the subject of cloud platforms. It found that 18% of respondents were actively looking into implementing the Cloud into their operations.

Why it makes sense to use our invoice scanning automation service

At Pearl Scan, we also understand the role that cloud based document storage platforms play in helping to realise a truly paperless office. That is why, as part of our invoice scanning automation service, customers also get access to our complimentary, in-house document management software, Pearl Cloud. Using this it is possible to store, manage and access scanned invoices and related documents at the simple click of a mouse, reducing the time that is wasted on searching for such files every day. This software is given to clients who use our invoice scanning service free of charge, making it silly not to use such a solution!

With the benefits of using invoice scanning automation so clear and simple to achieve, it makes sense for any accounts department looking to invest in better workflow processes for their staff to use it. Here at Pearl Scan, we’ve been helping finance teams to increase efficiency using document scanning for over a decade. Learn more about how you can also boost productivity using the service online

4 simple ways to streamline your HR department

Every manager and business owner strives to offer the facilities for their staff that enable them to streamline their processes and increase efficiency in the workplace. This is no different for HR departments across the country - an integral part of every organisation regardless of which industry it operates in. There are numerous ways to streamline a HR department (and HR files scanning is one of them!). Alongside investing in better HR document management procedures, here we have rounded up some simple ways to streamline your HR department, to reap the business benefits in the future.

Consolidate systems

A HR manager’s role may cover many duties including but not limited to: Payroll, staff training, recruitment, relationship management and more. Because of this, you may operate using various systems and packages on a daily basis, which increases costs, is time consuming and is detrimental to efficiency. Investing in one, central system or database that can help you to complete all of your duties will improve the workflow for your staff.

Reduce reliance on paper documents

Similar to the first point, relying on paper documents that are stored in various places around the office can also waste valuable time for your HR staff. Instead of using large volumes of paper documents and files, digitise and store them using a cloud based document management system. This will give your team access to all HR files whenever they are needed, at the simple click of a mouse.

Clarify your strategy

An effective team is one that is heading in the same direction, and using the same processes to get there. Without a clear strategy, time may be wasted due to staff using various disjointed methods to complete tasks, holding each other up and blocking other team members from getting their jobs done on time. Clarify your strategy in order to create a more streamlined environment for your HR staff.

Share ideas, but don’t block them

Team meetings can be both a blessing and a curse for offices around the country – while they are a good way to keep up to date with your team, holding too many or too long meetings can prevent your staff from completing their tasks for that day. Hold a meeting once a week, at a set time so that people can plan their schedules around it. This meeting can be used to identify any problems your employees may be having, so that steps can be made to put them right.

Investing in a high quality document management system is one way to streamline your HR department, alongside these other techniques. Get in touch with a member of our team today to learn how to implement such a system.   

Leap into the new financial year profitably with invoice data capture

Accounting and finance are at the heart of every business – no matter what the sector. But as the UK business world is set to be tested as the country enters a time of uncertainty, now is the time to overhaul the way finance departments work. And one of the most efficient ways to do this is by moving to the ever efficient paperless way of working – according to one of the country’s largest document scanning specialists.

Pearl Scan has over a decade of experience working with businesses all over the UK. The company offers intelligent solutions for helping businesses make the transition to paperless ways of working, and their invoice data capture service has proven to be one of the most valuable. And as April fast approaches and a new tax year looms, now is the prime time to make these streamlining, and often business defining, changes.

Naveed Ashraf, Managing Director at Pearl Scan Group, said, “Although the economy is looking healthy at the moment, there are concerns that as the Brexit wheels start turning, it could put pressure on businesses over the next few years. However despite every company wanting to streamline and make positive changes where necessary, the idea of overhauling paper processes and turning them into digital ones is often overlooked for numerous reasons.”

Typically when buyers receive paper invoices from their suppliers, they have to manually key this into their own accounts or finance system. As with every manual process, this can prove to be extremely time consuming and expensive – accounting for up to 75% of a worker’s time. By using a specialised invoice data capture service however, this time can be freed up, allowing workers to focus on other financial aspects and perhaps help it to grow going forward into the 2017-18 financial year.

Naveed, added, “All too often people assume that digitising a way an organisation or department is run will be too disruptive and expensive. But this is far from the truth – if they choose to use specialist scanning companies.”

Large format scanning services – explained

When discussing the subject of document scanning, many businesses or industries may automatically ‘count themselves out’. Sectors such as education, medicine or engineering may feel as if it will not be possible for them to invest in document scanning equipment or to use a document scanning service due to the fact that they do not handle standard paper sizes or formats on a day to day basis.

However, document scanning and digitisation technology has advanced and expert businesses such as Pearl Scan have leading document scanning machinery as well as highly trained staff in order to be capable of digitising documents of all shapes and sizes. As part of this offering, we provide a large format scanning service, created with the needs of construction, design, engineering, surveying companies and more in mind.

 What are the benefits of large format scanning services?

Ultimately, scanning large files such as engineering drawings, technical products drawings or original artwork means that these oversized, cumbersome documents can be easy to store, access and use within a businesses daily workflow. While still keeping the original file safe, having a digital copy means that staff need only take a laptop, tablet or USB stick when visiting clients to show them their work, rather than bringing many large sheets of paper that could get damaged or lost during transportation. What’s more, sending these files remotely for review can be done at the click of a mouse.

 What types of documents are eligible for ‘large format scanning’?

There are no limits to the size of documents we can scan. Many construction companies use our service for plans scanning applications, but the opportunities really are endless. Here are some of the documents we have scanned in the past:

  • Local area maps
  • Technical drawings/blueprints
  • Pieces of art/illustrations
  • Railways plans
  • Paintings
  • Construction drawings
  • Electrical circuit drawings
  • Ordnance survey maps

A large format scanning service can quickly make even the largest document manageable, providing you with a high-resolution copy of the document in TIFF, PDF or JPEG format as well as .DWG and .DXF format, perfect for a range of business, industrial or personal uses.

Although the types of files that this document scanning service can handle are vast, the process is incredibly simple. You can read more about the collection, scanning and delivery process on our website.

If this post hasn’t covered everything you need to know about large format scanning, a member of our team will be happy to help. Get in touch online, by calling 0845 225 5923 or by visiting the dedicated webpage today!