Pearl Document Scanning Blog

News and updates related to the document scanning industry.

Looking after employees just got easier

In this modern and stressful world, employee wellbeing should be at the top of business’ lists, but according to one of the country’s leading suppliers of documents scanning and data capture solutions, that isn’t always possible with old fashioned means of document management.

Pearl Scan, which boasts over a decade of experience working within the document scanning and data capture industry, has urged companies to take employee wellbeing seriously by focusing their efforts on HR departments, and highlighted how it is possible to get maximum results with minimal effort.

Naveed Ashraf, Managing Director at Pearl Scan Group, said, “Human Resource departments are a critical component of employee wellbeing in any business, in any sector and of any size, yet often they are overlooked and put to the bottom of the pile. It’s imperative that businesses look after their staff to keep up morale and look after individual mental wellbeing to ensure the happiness and safety of their staff, while keeping up productivity.

“Swapping to a paperless system can make a significant difference to HR departments. Embracing the digital revolution helps to cut down on time wasted looking for personnel files and records, and allows them to use that time assisting workers and concentrate on individual cases.”

HR responsibilities include payroll, perks and benefits, hiring and firing, and keeping up to date with training and tax. All of this requires a lot of paperwork for compliance and records for each employee. Not only does this take up an incredibly large amount of space, but no matter how organised a filing system is, there will be times when files simply cannot be found and time need to be spent locating or replacing them. But by operating a paperless office, this will become a thing of the past.

“Any mix-up concerning paperwork can cause major legal problems for businesses,” added Naveed. “It can also lead to employee dissatisfaction due to something being missed. But with a digital system, the chances of this happening are much slimmer, as files can’t go missing or be destroyed. These files are also available at the click of a button should they need to be accessed to meet compliance needs.”

Peal Scan is one of the UK’s most successful document scanning companies. It has provided businesses with HR data capture and document management solutions for more than ten years. The company boasts a stellar track record, having worked with the NHS, the BBC, AVIVA and defra, but to name a few.

Could bulk patient record digitisation kick-start better digital practices in healthcare?

Back in 2013, Health Secretary Jeremy Hunt set the NHS the target of achieving a paperless operation by 2018. This was one of the many ambitious plans for improvement of the service within the Five Year Forward View. However, with only one year left to reach this target, ‘paperless’ is still not the standard procedure within the sector, making the realistic date of completion seem much further away. Amid reports of resistance for patient record scanning and other electronic processes, could bulk patient record digitisation kick-start better digital practices in healthcare?

A Care Quality Commission Report on a London-based hospital noted poor use of its electronic patient record system, resulting in missing and out-dated patient information. With this being just one of many examples of other hospitals and surgeries across the country that fail to embrace the move to paperless, a new approach is needed to stay on track for the 2018 target. Embarking on mass medical record scanning services could be the push the sector needs, acting as the first step towards implementing better practices in the future.

Naveed Ashraf, Managing Director at Pearl Scan agrees that this kind of action is needed. He revealed, “Switching over to any new way of working is never easy, especially in an organisation like the NHS which is so large and complex. In order to keep the entire company at the same level, they must give it the framework it needs to build upon itself, rather than watching different institutions progress at different rates – which is exactly what is happening.

“To start, investing in a large-scale, outsourced bulk medical record and document scanning service is essential to quickly and effectively digitise all existing patient records. Once the initial, laborious work has been done, it will be easy to follow on from that and maintain these digital practices.”

Once in place, a paperless NHS is thought to be able to save the healthcare organisation billions. While this initial statement was made four years ago, the need for such savings remains critical in order to sustain its services, making support of this digital drive imperative. 

Pearl Scan offers businesses tips for reducing paper consumption


When it comes to reducing paper consumption, there are a plethora of tips and tricks out there in order to help both individuals and businesses cut down on their paper consumption. But much of this advice is simply not feasible for businesses to follow day to day when they need to continue their daily functions – or indeed increase their output due to increasing customer demand.

Pearl Scan has been at the forefront of the paperless movement for many years. Their forward-thinking expertise has helped thousands of businesses – both small and large – cut down on their paper consumption. As a successful business that has been established for over a decade, the company has seen first-hand the change in thinking in the industry and what affect going paperless can have on businesses. With that in mind, the company is arguably best placed to offer tips to companies looking to cut down on paper consumption. So what are the pioneering company’s top tips for businesses looking to reduce waste and up their green credentials?

The golden rule for most is to ‘think before you print’. But this is a broad term that isn’t necessarily clear. When it comes to printing in the workplace, emails, documents and images are all commonplace, but making simple changes to this process can help to reduce the amount of paper used – almost by half.

“Emails are one of the most common documents to be printed in the workplace,” says Naveed Ashraf, Managing Director at Pearl Scan Group. “And although some emails do need to be printed for meetings and reference, the fact is when you click ‘print’, you usually end up with large signatures and replies that you simply do not need. Instead of printing the email off the bat, it’s worth copying and pasting the text you need to a document and simply printing it from there. This will usually cut your paper consumption down by at least half – every single time you print an email.”

The amount of paper used to print text documents can also be reduced. Changing the text font to 9 or 10 point can cut down on paper significantly – particularly if it is a large document. Most programmes default to 11 or 12 point, so by reducing this by two or three points can really help to cut down on wastage. And this can be amplified further by setting printers to print both sides of the paper by default.

Should lots of documents need to be printed however, putting non-sensitive information into a scrap paper tray so that the reverse can be used for taking notes is also a good way to reduce wastage.

Naveed, adds, “The world uses 1 million tonnes of paper every single day. And it’s not unreasonable to say that much of that could be reduced by taking simple measures. It’s been said that reductions of at least 20% are possible in most offices, it’s just a case of changing the way you think and amending your practices slightly. And soon, it will become the norm.”

Taking leaps into the future and creating a fully paperless office is one of the best ways to reduce paper consumption and one many businesses have adopted as the world become more digitalised. Scanning existing documents and adopting digital principals, such as digital mailrooms and survey scanning can help to cut down on paper usage business-wide and streamline companies in order to make them more productive across the board.

Four sectors that have embraced the digital revolution

Document management, document scanning and digital document management may be important to a business when it comes to overhauling its processes, but there is more to embracing digital than just that.

When it comes to technology, it’s important, as a business, not to get left behind. In a world that relies more and more on tech to function, if you’re a business that isn’t embracing new technology, then you’re going to get left behind.

Despite some being reluctant to change, there are some sectors which have completely embraced technology and the digital revolution, which has resulted in them reaping the benefits where it matters – financially.

So which sectors have overhauled their processes and made the most of new inventions?


Although on the surface transport hasn’t changed much, when you delve deeper, you realise the industry is almost unrecognisable to what it was 20 years ago.

No longer do commuters have to head to bus stops, pick up a physical timetable or ask a neighbour when the next train or bus is due to arrive, Nor do they have to call taxi firms to arrange to be picked up and taken to their destination of choice; now all of this is available online – on the go.

Not only has this change made the industry run more smoothly and provided travellers with a kind of satisfaction the transport industry could only dream about once upon a time, but it has also opened it up to a new audience; millennials.


The advertising industry, by default, has always been at the forefront of changes and developments, but the way it has embraced the fast-paced turnaround has made it unrecognisable.

Advertising once was focussed on print. Then came television. And now, thanks to technology, there’s a whole host of platforms advertisers can target potential customers. And of course each platform is suitable for a different kind of customer, which makes it easier to target the right people.


If you had said to someone 50 years ago that they’d be able to carry around a device that would make it possible to call some else they would probably have thought you were crazy. But not only is that now possible, but sending messages, browsing the internet and even paying for items can now all be done via phones.

But there is more to the telecommunication story than this; e-bills, increased and more reliable signals and the myriad of options open to customers really are at the heart of telecommunication’s digital transformation.


With an increasingly saturated marketplace, energy companies are having to utilise any means possible to stay ahead end reach out to customers and potential customers. And that starts with digital.

Energy companies use any and all means possible to get their messages heard. Whether it be using interactive billboards to advertise their benefits or money-saving offers, utilising emails to gain a marketplace advantage or using digital processes to ensure they offer a reliable service where it matters, energy companies really have grabbed digital by the horns and ran with it.

Can you think of any that we’ve missed?

Are you looking to kick-start your digital transformation? Document scanning is one of the best places to start.

Digital document management solutions revealed as ‘golden secret’ to productivity in virtual age

Finding the biggest threat to productivity in the workplace is a battle that many managers and business leaders constantly fight. However, research has revealed the true obstacle to ultimate efficiency. Managing digital documents was noted as the biggest hurdle to overcome, placing intelligent digital document management solutions as the ‘golden secret’ to productivity.

This news comes as results of a global survey by IDC from 2012 are highlighted, five years following from its initial release. Published in a whitepaper named ‘Bridging the Information Worker Productivity Gap: New Challenges and Opportunities for IR’, IT professionals from across the world revealed that challenges faced when working with documents were responsible for the most time wasted during the working day. As the findings are revisited, the need for streamlined virtual document management systems is amplified in an age that now relies on digital forms of communication more than ever, not only in the IT industry but across the entire business landscape.

Naveed Ashraf, Managing Director at Pearl Scan said, “Although most job roles now rely on information in the form of digital documents to complete their daily tasks, they are also the biggest burden to productivity. An intelligent document management solution is key to overcoming the many obstacles they present.”

Amongst other findings, research by IDC revealed that the average business wasted $19,732 per worker, per year due to issues relating to working with and managing documents. Five years later, these costs are surely greater, with digital documents forming an integral part of almost every employee’s working role.

Switching from dis-jointed, outdated or non-existent document management solutions to sophisticated cloud-based digital document management platforms can hold the ‘golden key’ to productivity that management seeks to find.

Pearl Scan is a trusted name in the realm of document digitisation, using this expertise to develop Pearl Cloud, its own cloud-based document storage and retrieval platform, offering the much needed solution to modern day document management issues.