Pearl Document Scanning Blog

News and updates related to the document scanning industry.

The future of the legal sector

Paperless solutions are not a new concept; the idea has been around for many years, but it has only been this last five years or so that the idea has been one that many have thought about as realistic. News stories about businesses pioneering the paperless movement and operating solely digitally have brought the idea to the forefront of people’s minds. And the latest story that’s got the paperless industry talking refers to legal document scanning.

Solicitors and lawyers have long been associated with paper documents. Numerous files and folders complete with statements, evidence and notes have been dragging the law industry down for many years. However due to increasing caseloads and stagnant staff levels, a city in Texas has decided to make the switch to digital practices and utilised legal document scanning in order to achieve paperless court case management.

The Texan legal industry has used their available resources and used a professional company to undertake all of their management of documents in order to digitise them and encourage them to implement digital processes going forward – and it has had incredible results in just a short period of time.

Prior to implementing the paperless movement, employees experienced a number of issues managing paper processes. Documents in the law sector are obviously passed on from person to person, meaning it wasn’t uncommon for important files to go missing, be misfiled or even be absent from courtroom proceedings. This even resulted in constituents not receiving essential notifications from the court. However since the digital transformation, the industry has turned on its head.

Now court employees receive instant and secure access to court documents when and where they need it, all documentation is connected which allows for processes to be streamlined and provide instant access to information for staff, and information is able to be sent directly to judges, attorneys and constituents should they need it – safe in the knowledge that these documents won’t go missing, and even if they get deleted by the recipient, there is always a backup available to be accessed instantly.

So successful has the process been, that all courtrooms in Garland are now completely paperless. Record requests, prosecutions, warrants and even judges’ final sign-off on court documents are all paperless, which has not only helped to improve the city’s business processes, but has created a quicker and more efficient process in order to ensure it is able to serve its constituents and stakeholders in the most effective way.

Do you think a whole paperless legal sector is possible worldwide?

Find out about our legal document scanning services .

Why legal document scanning is revolutionising law firms

Legal firms typically produce and rely on large amounts of paper work in their day-to-day operations. However, in an industry that needs to access and analyse this information in a short space of time, traditional methods of document storage can prove to be detrimental to their operations. Pearl Scan’s innovative legal document scanning service is revolutionising law firms across the country, enabling entire catalogues of data to be located and examined in just a matter of minutes.

Pearl Scan has been providing document management solutions to a range of industries for over a decade, using document scanning technology to provide highly efficient solutions for data storage and retrieval. Using its dedicated scanning facility, the company can digitise case files, police reports, mortgage documents, death certificates, wills, disclosure documents and more, turning them into text searchable PDF, TIFF or JPEG files. As well as saving time on searching for documents, choosing to digitise these files means that they can be safely and securely stored in a virtual format, without risk of destruction or being misplaced.

Naveed Ashraf, Managing Director at Pearl Scan said, “The legal profession uses and creates a lot of paperwork, resulting in many firms needing to pay for external storage facilities. Not only is this a waste of money, but also it limits access to archives of information - information that could mean the difference between winning and losing a case for a client. With our legal document scanning service, huge amounts of data can be searched and analysed at the click of a mouse, improving efficiency and productivity for law firms.”

Pearl Scan has a long experience of document scanning for the legal sector, launching Pearl Scan Legal in 2011 in order to focus its services specifically for the legal profession. The specialist document scanning company is ISO 27001 certified, meaning that is has passed an audit of its security standards. Sensitive data remains safe with Pearl Scan.

Ashraf continued, “We can save legal practices huge amounts of time and money with our legal scanning services, revolutionising the way in which they operate. I urge any company that is feeling limited by its traditional document storage process to get in touch with a member of my team, to see how we can help.”

Learn more about Pearl Scan and its legal scanning service visit: https://www.pearl-scan.co.uk 

Or head to the dedicated page at https://www.pearl-scan.co.uk/industry/legal-document-scanning

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Keep memories alive by scanning old photos

If they say that a picture is worth a thousand words, then old photographs (from a time when photographs were in physical format), can hold so many phrases that an entire book could be re-written from just one handed-down family photo album…however, this tale can soon become faded as these old images disintegrate, get damaged or lost over time. Document scanning has a whole host of other uses that lie beyond the office environment, and whether you are interested in heritage scanning for an entire historic archive or simply have a personal collection to preserve, it is possible to keep memories alive by scanning old photos.

While books hold streams of information within their texts, we can only gather a certain amount of insight from this limited format. Could a family tree with only words and descriptions show you the origins of your subtle but distinguishing features? A photograph never lies (or it didn’t before the use of Photoshop was widespread), and heritage document scanning plays a part in ensuring vital, authentic moments in history are never forgotten, preserving our past in order to inform our future.

Choosing to scan old photos is safeguarding both sentimental and informative data and with the latest technology, it can even bring new life to historic images, enhancing the original to showcase details that were faded and dull previously!

How does heritage document scanning work?

Many people are concerned about scanning their old photographs, but outsourcing your needs to a document scanning expert ensures that these delicate documents are in safe hands. At Pearl Scan, we have the latest technology to safely scan your old photos, as well as the tools for converting old slides to digital format. The original documents, photographs or slides will remain undamaged, while the images on them will be documented in a vibrant, digital image to be enjoyed forever.

What happens next?

If you own a particularly fascinating historical image collection, we also offer a service to help you utilise these charming photographs and share them with the rest of the world!  Interesting, insightful and unique old photographs are in high demand, and we can host your scanned heritage documents in our image sales website and produce high quality prints, ready to send it to your customer.

For those that simply want to enjoy your series of sentimental photographs, our flipping book conversion service is a popular choice. With this, your digitised images can be placed into a digital ‘flipping book’ enabling you to turn the virtual pages, as if you were flicking through the original album, making for a truly interesting way to keep memories alive.

Do you have a collection of old photographs? How are you preserving them? Find out more about our heritage document scanning service today!   

Automated invoice scanning helps keep finances accurate for businesses

It is important for a business to have a clear understanding of its actual spending, in order to keep running successfully and to stay within set budgets. Unfortunately, conventional invoice handling techniques can often result in inaccurate financial information being logged by accounts teams as small, fiddly paper slips often get lost and data is inputted incorrectly due to human error. Pearl Scan is revolutionising accounts departments across the nation with its automated invoice processing services, utilising document scanning technology to give businesses improved insight into their actual financial status.

Pearl Scan, the industry leaders in document scanning services, has been providing innovative document management solutions for over a decade. It has a number of tailored solutions, created to specifically meet the requirements of a wide range of industries. Pearl Scan’s invoice scanning and processing service is used by many accounts teams across the country, favoured for its great value for money, quick service and accurate data output every time.

Naveed Ashraf, Managing Director at Pearl Scan said, “At Pearl Scan, our mission is to utilise our knowledge of document scanning technology in order to provide highly relevant solutions that provide continuous improvement in productivity and efficiency across many departments. Any job role that relies on quick access to accurate information can be made easier by using our document scanning and management services.”

The innovative document digitisation specialists collect boxes of invoices and other financial documents from their clients offices, anywhere in the UK. After preparing the files for scanning, the latest machinery is used to digitise the documents, turning them into high quality PDF, TIFF or JPEG files. OCR processing can also be applied, making each virtual file fully text searchable, for quick and instant access.

Ashraf continued, “Our automated invoice scanning service can improve accounts departments by saving them time, as well as ensuring that all data they have on file is 100% accurate. With our financial scanning solutions, it is possible to gain a clear understanding of a businesses true outgoings.”

All scanned invoices are returned to a client in their desired format, indexed and categorised according to their individually set criteria. This can include invoice number, purchase order number, invoice data, supplier name and more.

Can Schools become paperless one day?

This blog would look at whether it will be feasible for schools to become entirely paperless in the future. It would look back at how technology has changes schools and education and where it could go in the future.

It’s no secret that schools are suffering from a lack of funding; there has been multiple reports of schools asking parents for donations, considering four day weeks to save money and warning of redundancies. Despite this however, schools may be missing a golden opportunity to plug the gap and save money by switching to more digital means and embracing the paperless revolution.

In the 1990s schools were reliant on blackboards, exercise books, overhead projectors and a handful of computers that supplemented learning perhaps once a week. Fast forward 20 years and blackboards have all but been wiped out, overhead projectors have been replaced by remote control LCD projectors, and computer rooms are now not only reserved for once a week. And as a result, exercise books are becoming less relied upon. But could schools go completely paperless sin the future, or is this idea just a pipedream?

Perhaps even a decade ago many might have said ‘Yes’ when answering that question. However nowadays, the idea of a paperless school doesn’t seem so scary. Gradually the use of computers and iPads has changed the way pupils work forever. Technology has overhauled schooling, for pupils, teacher and parents in equal measure and created a more streamlined and effective culture of learning:

The digital revolution has made feedback meaningful and quick by providing audio and two-way, instant communications. For example, teachers are able to go through work submitted via online platforms – or even apps – and provide them with digital feedback in the form of messaging or audio on each section rather than assigning a generic grade based on the work, which is not overly helpful for the student.

Digital ways of working encourages students and can help avoid disheartening by highlighting areas where they have done well. This helps to balance out the more negative feedback and shows them clearly what was good, and what needs improving.

But most of all it saves time and money by reducing the need for paper. Utilising minimises the time needed to photocopy 30 copies of a worksheet for example, while also cutting down on spending on materials.

All of the above benefits have been talked about a lot in recent years, which has perhaps contributed to schools taking on more digital forms of communication in schools. Essentially, as the world has evolved and pressures have built, schools have had to keep up with developments to ensure they are maximising their time. And as the world adopts more digital principals, schools are certain to follow suit, and one day, exercise books may be replaced by tablets.

Are you looking forward to a digital education sector?

Find out more about our services for the education sector