At the moment, a lot of people digitise documents at home such as bills and receipts to keep them safe and save space. There is a rising trend in software that allows you to store your personal files such as receipts, bills and other general household documents onto your computer in PDF form, literally filing it away so that the paper version can be disposed of. It has become an increasing fascination in home life, but what about elsewhere?
We don’t necessarily think about it, but the office is where we use more paper than anywhere else usually resides so it is a great idea to move the digital revolution to there. After all, we do these things to make our life easier and a lot of us spend most of our lives in the office so it just makes sense to continue it there. It can obviously be a much larger task to digitise your entire office’s documents, depending on the quantity that you have, but it isn’t necessarily as hard as you might imagine.
Document scanning companies offer the scanning, converting and indexing of files in bulk. Once document scanning companies were seen as companies offering what was deemed a luxury service whereas these days the service they offer is essential in improving efficiency, giving back much needed space and saving both large and small companies considerable money.
Here at Pearl Scan, we will take your documents and digitise them using high quality document scanning equipment, which can scan thousands of documents daily, and then the files will be indexed. Indexing a document is the process of naming it after a relevant item within the document itself. For example, reference number, client number or name. This makes the searching process a great deal easier and saves you searching through physical documents in order to find the file that you need when you need it. Thanks to document scanning services these searches can usually return instant results, saving valuable time for any company.
Digitising your organisation’s files through document scanning also produces a safer and future proof way of keeping your important documents safe. Should the worst happen and your documents were involved in a fire, there’s no coming back. If they are digitised and saved onto a network or even through a cloud service however, they can be easily retrievable at any time from any device with an internet / network connection. Multiple copies of the files can also be open at once without the need for printing.
Document scanning is one of those rare essentials for businesses today that has very few, if any, flaws. It saves time, money and space and gives back so much more. Paper will always be around in some capacity but it’s also important to realise that we’re moving away from it, just like we are in our home lives. It’s even more important in the office than it is at home because of all the ways that it can help business, both economically and environmentally.
FINAL TIPS: When choosing a document scanning company, do your homework. Check for the ISO 9001:2000 accreditations as well as the ICO certification for extended data protection. It also helps to visit the company if you can, especially if you’re looking at having a larger quantity of documents scanned. This is a big decision and one that should be treated as one but it will be worth it in the long run and the benefits will be on show for all to see.
Of course, we are bias and think you should choose Pearl Scan for your document scanning solution but the decision is up to you. If you would like some more information on the document scanning services we offer or if you would like to request a quote for your project, get in touch today to speak to a member of or friendly and experienced team.
In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.
Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.
We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.
The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.
Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.