Should you outsource your document scanning?

August 11th, 2016

Companies across the world are using document scanning solutions to help them reduce the amount of paper they use on a daily basis for a number of different reasons. Some want to free up space in their office that is currently consumed by huge piles of paper. Others are looking to find a way to easily locate historic documentation; even with the most organised filing cabinets or archiving system, finding specific paper files can be very time confusing. Finally, when scanning a document to PDF it is preserved digitally forever and will not deteriorate, get lost or get damaged as a paper file will.

Whatever your reason is for looking to implement a document scanning strategy, you are faced with a decision to make. Should you invest in the appropriate equipment to scan and store files digitally in-house, or should you outsource your document scanning solutions to an expert provider?

In-house document scanning

Some choose to keep their document scanning in-house to try and keep costs down, or because they are concerned about the privacy of their sensitive data. By going down this route you will need to invest in proper infrastructure set up and training, as well as maintaining this new system you have implemented continuously. Going down this route can result in high costs, as well as time spent on training staff up to a high enough level so they are able to cope with the specialised task of managing a document scanning system.

Outsourcing scanning services

Outsourcing your scanning services to an expert company means that you can experience the benefits of document scanning immediately, without the need for lengthy and costly set-ups in-house. Allowing another company to store your documents in a digital format will ensure that you are left with a high quality end product. Because external document scanning companies are experts in their field, they will also be able to apply additional extras such as indexing, categorisation, and OCR, leaving you with a much more useful digital data base. Many companies offer an end-to-end solution, meaning they will take care of properly disposing of your paper documentation once it has been scanned, ridding your office free of clutter for good!

Although at first it may be tempting to think about setting up a scanning system in-house, outsourcing this task to knowledgeable experts can ultimately save you time and money in the long run, as well as giving you better quality digital files. 

Whether you have a large, on-going scanning requirement, or need a small ‘scan on demand’ service, contact Pearl Scan today where we will be happy to help you with all your document scanning solutions.  

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.