Protect Perishable Records with Document Scanning Solutions

May 23rd, 2017

At the end of January, a fire ripped through a Brooklyn warehouse destroying FOUR MILLION boxes of city and state records. This terrible incident just emphasises the need for a more secure document storage solution.

Fire accidents involving the loss of files and documents aren’t restricted to the US either; last weekend a fire destroyed a care company building in Wednesfield, near Wolverhampton, ruining the files stored in the building too. This is definitely a message to businesses up and down the UK to protect important files and records before disaster strikes and you no longer have the choice.

What Can Be Done?

These news stories have highlighted the vulnerability of paper copy storage and we have spoken in the past about how susceptible to the elements this kind of storage can be. But while you you can have some level of pre warning over the weather, a fire can strike in seconds and leave everything destroyed before you can save anything. So, there is only one solution that can offer reliable document safety and that is digital document storage. With a digital document storage system, you can have peace of mind that the information on your files is secure in a number of ways.

How Will Going Digital Save My Documents?secure scan on demand

Going digital with document storage offers a range of advantages over hard copy storage.

  • Digital files can be backed up to ensure that even if the original document is accidentally destroyed or lost, there are extra copies.
  • File encryption will also ensure that regardless of where the documents are stored, only the relevant parties can view the information. This will avoid incidents like after the Brooklyn warehouse fire where remnants of the burnt records could be seen by anyone around the building including personal information and private data.
  • Digital records can be stored in online cloud storage to reduce any worry of the safety of computer hard-drives should a fire break out.
  • With less-flammable paper held on your premises, it is likely that in the event of a fire, there will be fewer materials to fuel it with potentially less damage caused.

Digital documents protect from bad weather, fire, theft, loss, and damage; it’s a no brainer!

How Pearl Scan Can Help

You don’t want to find out all of your company records have been destroyed, especially when there is a simple solution. Records scanning from Pearl Scan offers the document safety and security you need with minimal disruption. We offer a bespoke yet affordable service which you can tailor to suit the needs of your company and have your digital documents exactly how you want them. The document scanning process is simple; check out this useful infographic for a rundown of how we digitise your documents.

Implementing a digital document management system with Pearl Scan offers document security and so much more including cost savings, space savings, and increased office efficiency. For more information on our document scanning service, check out our blogsbrowse the website or get in touch today for a free, no-obligation quote for your scanning project.

Related articles:
Safeguard Your Documents Against the Great British Weather
Document Storage Safety
UK Flooding and The Importance of Digitisation

Why Choose Pearl Scan?

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.

ISO 9001ISO 14001ISO 27001Investing in PeoplePCIIRMS

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.