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Pearl Document Scanning Blog

News and updates related to the document scanning industry.

Surveying and scanning

Surveying and scanning

Surveying and scanning

Surveys are great ways for businesses across all industries to uncover answers to specific questions about their products and services – direct from customers and potential customers. Survey questions are usually extremely varied to cover a wide range of topics, and can be asked in an array of formats, including multiple choice, ranking, and simple yes/no. In order for businesses to get the most out of these surveys, questions need to be planned out strategically and structured in a way that encourages the respondent to answer.Things you need to consider include:

  • The main goal of the survey
  • How you plan to apply the survey data
  • The decisions you will make as a result of the survey data

Although surveys are vital to the continuing success of businesses everywhere, the time and cost implications associated with conducting market research manually has meant that, in recent years, manual surveys have taken somewhat of a backseat in order to make way for digital and online surveys. Although digital surveys serve a purpose – particularly for online transactions, response rates are often low, and answers can be vague or simply missed out. Paper-based surveys however can help increase response-rates by giving all targeted participants an equal opportunity to take part.

Conducting market research takes time and careful planning, however collating all respondent data and entering it into a database is extremely time-consuming – not to mention the various implications of having to store all the responses in organised folders. Survey scanning can solve all these problems. It not only copies the information onto a document, but uses sophisticated data capture software to capture the responses and feedback. The data is then separated out, allowing it to be exported to spreadsheets, onto CRM systems, into Access and Outlook, or in almost any format you desire.

The most cost-efficient and accurate way of capturing and gathering the data from questionnaires, surveys, forms, and exam papers, survey scanning can save businesses vital and energy time that can be spent elsewhere.

Pearl Scan have been helping companies overcome this for more than 10 years. Businesses from a whole host of sectors, marketing research agencies, medical trusts and universities have all benefitted from our survey scanning solutions.

A data capture specialist will work with you to study your survey, form or questionnaire, assessing:

  • Structure
  • Layout
  • Formatting
  • Question types (for example whether it’s a closed or open-ended question)

We can also produce statistical analysis reports both in Excel or PDF formats which can be simple or as elaborate as you wish.

Scanning: The Easy Way to Capture Data

Data Capture services

Scanning: The Easy Way to Capture Data

Digitising information and going paperless is no longer a futuristic ideal. It’s happening as we speak. But as with all transitions, having a good strategy is paramount. If you’re taking steps to reduce the use of paper in your organisation, scanning is the easiest and most effective way to catalogue your documents and the information they contain.

Scanning is faster, less expensive, and often more accurate than other types of data capture. Manually entering data is simply not a reasonable strategy if your organisation has many documents that need to be digitised. Even if you choose to employ the services of a third party data entry company that utilizes manual keying of information, you’ll likely find it’s more expensive and takes longer than utilizing the services of a professional scanning company like Pearl Scan.

Innovative technologies

Many people are unaware of just how sophisticated scanning software has become in recent years. Optical Character Recognition and Intelligent Character Recognition have become exceptionally effective, which means that having your documents scanned isn’t simply a process of transforming them into digital images.

On the contrary, top of the line scanning services can not only scan your documents, but they can also capture the data those documents contain. For example, Pearl Scan is able to scan a document, index each document in order to gather relative information, and then provide you with that data in a searchable database.

In addition to being used to index data from printed materials, OCR can also be used to ensure that the document files themselves are searchable. This is an enormous advantage over traditional media.

Flexibility and convenience

Having your documents scanned by a professional scanning service in order to capture your data provides you with enormous flexibility in terms of how you want your information organised, indexed, and saved. If there’s a particular file type your industry has a preference for, for example, it’s very likely that a professional scanning service can provide your documents in that form.

If you need your employees to be able to access this data, anytime and anywhere, it can be uploaded to a cloud storage service. If, on the other hand, you wish to restrict access to this data, you can opt for keeping it on a USB thumb drive or CDs, etc.

Scanning your documents to capture data is one of the best choices you’ll make in the transition to a paperless workplace.

Ways to Keep Employees Happy

resources data capture 

It is vital for businesses to keep their employees happy. Customers may be the heart of a company but members of staff are the cogs that keep the machine running smoothly. Keeping them content allows entire operations to be executed seamlessly. From employee surveys to creating a nicer work space, there are many ways to keep a workforce happy...

Adjust the Email Process

Small business employees are being constantly bombarded by emails. This is why they are always ‘switched on’ because they are relentlessly connected to email via smartphones. Employees feel compelled to answer emails because they don’t want to seem like they are ignoring the sender. Roughly half of small business staff says they receive too many emails, and one third believes that email overload affects day-to-day productivity.

In order to tackle this and ensure that staff are answering fewer messages after work, managers should mark the messages they want an immediate response to as urgent.

Consider Flexible Working

Flexible work schedules increases employee levels of happiness and helps reduce burnout. Businesses that offer employees the chance to work remotely are giving staff the chance to balance work demand and personal time.
The force that ensures flexible schedules work is trust. Employers trust that tasks will get done as they are needed, in a requested timeframe. This allows employees to do what they need to in their day-to-day lives such as going for a doctor’s appointment or taking a child to school. Studies show that more and more people are looking for jobs which allow flexible working.

Offer Employee Perks

It is important for employees to feel valued and feel as though their contribution is valued. Managers should acknowledge that perks are not substitutes for prime professional inspiration; they are a great way to release burdens off an employee’s shoulders.

Not all companies have to go to the lengths that Google does, offering lavish perks including free gourmet lunches and massages. Just a little something to show employees that they are valued is the perfect way to keep them smiling and working hard.

Consider Employee Surveys

Taking the time to ask a workforce what they think can pay off dividends in the long run. Employees are the heart of any business so it is important to find out how they think operations could be improved.

Employee feedback helps provide businesses with an understanding of experiences and identifies what drives employee satisfaction. It also enables business managers to identify the positive and negative areas of a business. Services such as data capture can help generate accurate and quantifiable measures of feedback. Relevant changes and policies can be implemented in real-time, allowing businesses to improve employee experience based on the data gathered from a feedback survey.

How do you think businesses can help make employees happy? Share your thoughts with us on social media!

Benefits of Using Audio Technology During Interview


Interviews are tough, especially when conducting more than one in a day. This can lead to papers getting lost or mixed up, ineffective notes and over time the interview can become clouded – interviewers will never remember everything no matter how many times they tell themselves otherwise.

Quotes Can Be Verbatim

When using audio technology such as a Dictaphone during an interview, the interviewer can focus on building a rapport with the interviewee. This makes for a much more relaxed interview and increases the chances of gaining some good quotes. Such quotes can then be used verbatim and decreases the chances of an interviewee claiming they never said something.

Eliminates Poor Note Taking

Poor note taking can lead to important points being missed. Audio recording gets rid of this risk and allows interviewers to take note of every single thing said during the course of an interview.

Makes For a more Engaged Interview

Using audio recording equipment allows interviewers to become more engaged with an interviewee by maintaining eye contact and actively listening in a way that encourages the interviewee to express their thoughts.

Gives Interview Clarity

Audio recording allows an interview to be rewound and listened to again to help gain clarity on a subject. Tone, pitch of voice and speed of speech can be assessed to add depth and dimension to a piece. Words are good for quotes however actions are a better indication of an individual’s true thoughts and opinions.

Files Can Be Used in Libel Cases

It is important for journalists and writers to keep accurate and up-to-date details of all interviews, quotes and contact details of an individual. If someone was to sue for libel then a defendant can use audio files as evidence in their defence. Having such evidence means that writers can report on events without worrying about someone claiming what was reported not to be a true account of what was said.

Can Be Integrated Into Digital Media

Sound files can easily be edited and cut down using software such as Adobe Audition. Such clips can then be used on a variety of other media including videos, presentations, radio shows and online – giving an interview a new dimension and angle.

Do you use audio recording in your work? Pearl Scan offers audio transcription services for legal interviews, medical research recordings, market studies and more. With any file format accepted including analogue and digital, files can be typed up into any file type needed including PDF and Microsoft Word. Why not give us a call today and see how our transcription service can benefit you?

The Importance of Customer Feedback

Customer Feedback

Customer feedback is essential for the development of any business. Customers represent the beating heart of any company as they buy a product or a service. Those who don’t have a customer feedback strategy in their bag of tricks are doing themselves a dis-favour. What can be gained from customer feedback? ...

Improves a Product

Listening to what customers have to say about a product, especially during development stages, can make or break the sales of something. When creating a product companies need to think what need they are trying to address and gaining customer feedback is one way to see if this is being done successfully. Intertwining product development and customer feedback can give companies a greater competitive edge against competitors.

Gives an Outside Opinion

When looking at how a company can grow and develop, some people on the project can be biased. Asking for customer feedback and review allows organisations to get an outsiders perspective about their brand. This can make for a greater identification of strengths and weaknesses, allowing a company to develop and grow based on the needs and attitudes of a consumer. Their opinion is the most important.

Identifies Market Trends

Feedback allows for the identification of new technology. Companies can gauge the reception of a competitor’s product and develop their own products to this. If something becomes an unprecedented success, companies know that they should create something that caters to the need of the audience. Likewise if something doesn’t take off as a company anticipates, then competitors know to either stray away from releasing something similar or make such a product better than before.

Improves Relations

Audiences like it when they feel like they have a voice; customers who feel involved with a company feel valued by them - especially if they make changes as a result of feedback. This increase of brand value and customer importance makes an audience want to come back to a company or service as they feel like their input is appreciated.

Does your company already use customer feedback to help it grow? Why not get in touch with us to discuss how our bespoke data scanning and customer survey scanning can benefit your organisation? Continue reading about data capture in our dedicated website.