Pearl Document Scanning Blog

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What Can Digital Document Management Do For You?

document-management-easyWhat Can Digital Document Management Do For You?

Digital document management has already helped thousands of businesses across the globe to improve their efficiency and save thousands each year, so what could it do for you?

Moving Beyond Pen and Paper – Digital Document Management

You might think that your business doesn't need a digital document management system to improve the way it operates, but you're probably wrong. We've written this short guide to talk a little more in-depth about how digital document management can help you and your organisation.

digital-document-management-systemDo We Need a Digital Document Management System?

Firstly, let's start with the type of organisations that don't need a digital document management system:

  • Companies that primarily deal with, and have always dealt with documents, digitally. While this might sound a touch ironic, it is actually true. If you're an organisation that purely deals with digital documents, you don't necessarily need a digital document management system in place because all of your files are already digital. It isn't necessary to have a system in place as you can search through all of the files already on your computer system to find the ones you need.
  • Organisations that don't have many, or any, documents. Ok, this one's kind of a given, but if you have very few documents then there's no real reason for you to need a system like this. If you have, say, 50 physical documents that you need to access on a regular basis, having a digital document management system put in place could help but at a minimal level compared to a company that has thousands of documents.

That's about it. Pretty much every other kind of organisation out there can benefit from the use of a digital document management system for many different reasons that we'll go into later in the article.

digital-document-managementWhat Exactly is a Digital Document Management System?

For most of you reading this, a digital document management system is pretty much what you imagine it to be and a little bit more. Digital document management is all about having your documents available digitally on a hard-drive, over a network or via cloud hosting instead of storing the documents in a paper-based format. Getting the original documents digitised involves having them scanned and converted into a digital format. This format is usually PDF but can be other digital formats too. Thanks to scanning with OCR, the files can also be made to be completely text-searchable. The OCR software can read the writing on your documents and convert them to computer characters which are readable by your computer systems. This means that you will, in effect, have a digital document which is almost exactly the same as one that you would have typed up on your computer, but it has come from the original paper document. If OCR is not necessary, all files can be named or 'indexed' by particular fields or reference points on the documents, such as a number, client name, address or anything else that you would prefer to sort the files by. Using this kind of system enables your office to potentially become completely paperless but also provides a long list of benefits aside from this.

digital-document-management-benefitsWhat Are The Benefits?

Digital document management has a vast array of benefits and advantages compared to traditional paper-based document storage.

The primary reason most organisations use digital document management is to provide an improvement in efficiency. No matter what type of business you are, having your document converted to digital and having them put into an electronic system is bound to improve efficiency. Paper-based documents have always required manual searching but through digital document management you can now find your documents through a simple computer text search targeted towards the particular folder in which your documents are stored. This will return the results you're looking for in seconds compared to the time it would take you to look through all of your paper documents to find the document you need. This leads to major savings in money and outgoings since staff are able to get more work done in less time. This can also improve your staff's morale because of a more varied and satisfying work day and a simpler document retrieval system.

As mentioned earlier, getting your documents scanned and digitised will also potentially make your office paperless. The paperless office has a number of environmental advantages as well as monetary ones. Digital document management means less paper and less ink consumption. Printer ink is a huge contributor to global warming as it's notoriously difficult to recycle paper containing a lot of ink, which, let's be honest, a lot documents do. Using less ink and paper also means less ink and paper costs for the company which can often be a great money saver.

There is also the space saving option that digital document management can offer. Depending on the quantity of documents that you have as well as where they are kept, this can be a tremendous space and money saver.

At Pearl Scan we have offered digital document systems to large law firms who must keep their documents in storage for years and years, usually for legal reasons. This costs them considerably each and every month, but once the documents were digitised, they were able to access them instantly without retrieval costs and no recurring monthly fees. This saved them thousands, and sometimes over £100,000, each year. If you keep your documents on your own premises however, document scanning and digital document management can offer relief for your office space, space which can be used more effectively if you decide to dispose of the documents afterwards.

The simple fact is that digital document management has no disadvantages just plus points from all sides.

document-scanning-for-businessWhat Can I Expect From a Digital Document Management System From Pearl Scan?

A lot!

We are a little biased, obviously, but as well as all of the advantages mentioned above, you can also expect your documents to be professionally scanned with the latest scanning equipment. We're very proud of the work that we do and our scanning operators are trusted and experienced members of staff. Our scanning equipment can scan thousands of documents each day and our top class in-house developed software also enables us to process your documents quickly whether you're using our OCR service, or simply indexing the documents for easy searching.

Plus, depending on the amount of documents that you require scanning, we can often supply our document management software free of charge. Halogen. Our flagship product, has been designed for ease of use and initial easy transition in mind. In development we have considered what most computer users are used to and have integrated that into our software so it is as easy to use as possible. It is highly dependable whilst still being powerful and robust.

If you're interested in learning more about our digital document management services and digitising documents, get in touch today. If you would like to receive a free, no obligation, quote for your project, complete our online form by following the relevant links below.

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Document Scanning Money Saving Benefits

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Spending Money on Document Scanning Reaps Benefits Almost Immediately

The term 'you have to spend money to make money' has always been a sad truth. We would all like to live in a world where money just fell into our laps but that's just simply not possible. Nowadays, it can be increasingly difficult to make money due to the rising costs of running a business. So what can be done?

No matter what your line of business is, it's important to be able to spend money on the likes of equipment and stock in order to profit but, in times like these, it can be conceivable that bringing in new processes and systems might not be the wisest idea especially when a lot of organisations in both the public and private sector are hanging on by a thread.

However, we often emphasise to potential clients that spending money on services such as document scanning and document management systems is a win-win situation. It might not sound like something which would make a great deal of difference but the positives of document scanning and digital management are potentially huge, particularly if you are a business that deals with a lot of documents. When it comes down to it, having documents digitised and put into an electronic document management system saves time, space and money which are three major things that businesses are continuously looking to do.

Once files are digital, they can be accessed quickly and easily via a shared office network or hosted online through our Pearl Cloud platform, if you prefer. This means that less time will be spent walking around offices and searching through filing cabinets to retrieve the documents that are needed. Going digital adds some much needed organisation to the office and the way you deal with documents. It also means that it is much less likely that files will be lost or damaged.

Once the document scanning process is complete, you can start reaping the rewards immediately. Space can be saved by disposing of filing cabinets and any other office furniture which once held documents in paper form. Office space doesn't come cheap so if something is no longer needed then it needn't stay. The additional space can be used for other important tasks, more desks or just to give more space to the workforce.

All of which adds up to a good saving of money, and not just in the long run, but in the short term too. The majority of documentdocument-scanning-saves-money management systems, such as the ones we provide here at Pearl, are simple and easy to use but intuitive. Your organisation can immediately benefit from their use as staff, who have even the slightest experience of computers, can use the systems easily with no additional training required.

Systems like this have already been acknowledged for saving companies in sectors like the public sector, finance, legal and health, and they are simply not as expensive as you might imagine so this far from a budget busting solution.

For more information about the document scanning solutions we offer here at Pearl Scan, check out our website or get in touch today for a free, no obligation, quote for your scanning project. With all the benefits and no negatives, there's no reason not to.

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Digital Document Management and the Environment

green-document-management
Digital Document Management and the Environment

Recent searching trends would suggest that we're more interested in, or perhaps concerned by, the environmental impact our actions are having at home but also in business too. Businesses are increasingly looking at ways to cut down their carbon footprint from paperless billing to cycle to work schemes. Some companies even produce their own power through solar panels.

It is still possible to do some good and improve the environmental reputation of your company though, without going to quite such extreme lengths. Not a lot of people know but recycling and ink use is quite a considerable contributor to the poor state of the eco system that we current live in. For a start, there are the high transportation costs of paper, coming from South America and Asia primarily. There is also the effects of using printer ink, though small when you consider one printer, but much larger when you think of thousands of printers throwing out ink every minute of every day. Ink is also notoriously difficult to recycle, both in near empty cartridges and also in large amounts on paper. This is one of the silent killers that effects the environment each and every day.

So what can we do?

Well more than you might think actually.

Document Scanning

Those two words may conjure up images of nostalgia and family photos being scanned for later generations to enjoy, but there's so much more to document scanning these days. These new found advantages can benefit businesses in both an environmental way and an efficient way.

If your company uses and prints a lot of documents on a regular basis, document scanning combined with digital document management is an effective solution for you. To get your backlog of documents scanned and digitised you should really outsource to a professional document scanning company who can scan tens of thousands of documents on a daily basis. Following the document scanning process, any correspondence that comes in thereafter will be easily handled by your own staff.

Essentially, document scanning helps you to go digital and take steps towards that sought after paperless office. Your document library will all be digital and held either on a computer or server and hosted over a shared network or via web hosting. The environmentally friendly elements of this are great and the benefits for your business are fantastic.

Benefits for You

  • You'll see a vast improvement in productivity from staff who can now access documents instantly rather than having to wade through cabinets to find the files.
  • Files, they can be disposed of once you're digital, leaving you more office space
  • Digital document management systems are also usually very easy to get into and require no extra knowledge of computers than a basic user would know.

Benefits for the Environmentdocument-scanning-environment

  • You'll find that you use less paper
  • Less printer ink will be used
  • Less printers will be needed, full stop.

This can have a tremendous effect on both your business and the world around us, but it does of course require that many of us make the relatively easy transition.

There's no reason not to, now more than ever.

The environmental issues in the world might be little more than talk for many, but it's important to keep in mind how much small changes can improve things on a much larger scale. Helping the environment with document scanning is the first step you can take, but it's a major step in helping the world, as well as saving your company money.

Be the change you want to see in the world - Ghandi

If you would like some more information on the document scanning services we offer here at Pearl Scan, how we scan documents as well as the other great services you could benefit from, feel free to explore our website or get in touch today. For a free, no obligation quote, complete our online form by following the relevant links below.

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The Paperless Office
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Could You Be the Green Hidden Hero of your office?