How document scanning can achieve efficient and cost-effective ways to stay GDPR compliant

An image displaying the words GDPR - it's time to comply. As a professional document scanning company, we can help every orginastion in Manchester, London, Birmingham and throughout the UK to comply by offereing efficient and cost effective document scanning services.

How document scanning can achieve efficient and cost-effective ways to stay GDPR compliant

As the UKs current Data Protection Act will be replaced by the General Data Protection Regulations (GDPR) in May 2018. Steps and procedures will have to be taken properly as the GDPR will come with a new set of data protection rules. Even though GDPR was designed to eliminate the likes of sever online hacks and cyber-attacks at vulnerable database data storage, paper documents are as important to the safeguard of your company’s data.

How will your manual document management systems be affected?

Paper files are much less private than digital documents, filing cabinets can be accessed by anyone and so you cannot be certain that customer data is not falling into the wrong hands. Not complying with the GDPR will result with fines of up to €20 million or 4% of your global revenue, which can soon add up.

Not complying with the GDPR will result with fines of up to €20 million or 4% of your global revenue, which can soon add up.

Paper documents are often duplicated making it difficult to know whether data has been destroyed completely or if copies are lying around. Document scanning can avoid this issue as it can ensure a single copy of your customers data which can be destroyed if necessary.

Paper document types

The majority of organisation across the UK will have paper documents that have been duplicated numerous times over the years and this is the problem that the organisations will have with paper documents. The solution is to convert your paper document to into digital files through a UK document scanning company. It will reduce the numerous copies you might have of same file and create a secure digital archive storage of documents.

The paper files can also be shredded, not only will it comply with GDPR but also freeing up masses of space in your office departments.

When a user requests for their data to be deleted from your data base. Deleting that one digital file can confidently reassure yourself that your company will be complying with GDPR and not have any copies of the that particular data related to the user.

As "Data Subject" is information related to a natural person the following types of paper documents will need to comply with GDPR:

  • HR record documents.
  • Client data
  • Medical files
  • Personal data

By scanning documents into an online system or opting for secure document storage your documents can be found easily and quickly to ensure that they legally compliant. A digital archive system can protect the data with secure passwords so that only authorised personnel can have access.

The idea is to give everyone the confidence that their data will be secure managed.

We have been and continue to be specialists in converting paper documents into digital data.

Expert advice can be given for the best solution on how you can comply with GDPR. Contact us today if you would like more information on scanning documents to digital files to comply with GDPR

Analyse market research in record time, digitally

In order to understand the needs of existing and potential customers, businesses need to undertake market research. Although this is universally-known and understood, the fact is that that many businesses simply do not undertake market research as often as they should – if at all. However not doing this regularly could impact each business exponentially.

Why is customer feedback so important?

Customer feedback can have a significant impact on how your company is perceived right now, while also helping to develop it in the future. Customer feedback helps to measure customer loyalty and your business objectives where consumers are concerned. However more than that, customer feedback can also help you to identify gaps in the market, your offering or services. In turn, this can help to drive forward expansion plans in order to meet the needs of your customers – or potential customers.

What can be done with customer feedback?

Armed with what your customers think of your business and its services, as well as suggestions for improvements, the possibilities are only limited to what you can achieve. If you notice a demand for a service you don’t offer for example, then you could explore the remit. Likewise if you find a service you offer isn’t really valued, reducing the importance of it and putting your resources into more fruitful areas can help your ROI.

How can Pearl Scan help?

We’re not going to lie; conducting customer feedback and analysing the results can be time consuming. But it doesn’t have to be. We can scan all of your completed customer feedback forms and questionnaires and present the results to you in an easy to understand formats for you to decipher and use to your advantage with minimal hassle.

How does it work?

We’re all about options at Pearl Scan. You can either send us your forms in a large batch, send them in bits and bobs as needed or as they come in, or you can take advantage of our complimentary collection and delivery service. For those who are running a campaign where surveys are being drip-fed, but results need to be recorded instantly, a dedicated PO Box can be set up for you for between six and 12 months.

Despite companies understanding the importance of feedback, the fact that most do not undertake it could spell disaster going forward. There’s no denying that we are facing a tough time ahead in the business world, so understanding your customers and their demand is key to ensuring you are on the right path to succeed.

Digitising books quickly forming online ‘library’ of the future

Public libraries were once an incredible resource, making it possible for anyone to gain knowledge, broaden their mind and learn something new at an affordable price. However, far from being the bustling, energetic hubs that they used to be, users are decreasing in numbers, as are the number of libraries in existence. But the thirst for knowledge still lives on and the industry must adapt, with the help of book digitisation, to feed the brains of the future.

Naveed Ashraf, Managing Director at Pearl Scan expanded, “The widespread use of the internet means that almost anything, ranging from recipes for baking to finding out historic facts can be found fast, and for free. However, unlike at public libraries there is no vetting process to ensure the quality of this information. Although people desire free knowledge, they also seek it from reputable sources, meaning there is a need for the library system, but it must be modified.”

The true state of the public library was revealed in recent figures released by the Chartered Institute of Public Finance and Accountancy. Public usage had fallen by 16% and spending by 14%, with 343 libraries closing in the past five years. However, in an age where information can quickly be found with a simple Internet search, the act of heading to a library becomes redundant. In order to ensure that the valuable insight, creativity and knowledge stored on the shelves of the classic library is not lost, digitising books and storing them online can put this information in front of curious eyes, forming the online library of the future.

Naveed Ashraf continued, “If public libraries had an online presence and scanned their books ready to be viewed on their website, their online platforms could become as readily used as large search engines such as Google and Yahoo.”

Pearl Scan has been a leading name in the world of document scanning for over a decade, developing its services in line with the changing needs of its clients. Outsourcing an initial book scanning service from a provider like Pearl Scan could quickly and effectively see any public library ‘go digital’, making the knowledge they store available using modern, relevant methods.

To find out more about Pearl Scan and its archive book service, visit: