Pearl Document Scanning Blog

News and updates related to the document scanning industry.

Surveying and scanning

Surveying and scanning

Surveying and scanning

Surveys are great ways for businesses across all industries to uncover answers to specific questions about their products and services – direct from customers and potential customers. Survey questions are usually extremely varied to cover a wide range of topics, and can be asked in an array of formats, including multiple choice, ranking, and simple yes/no. In order for businesses to get the most out of these surveys, questions need to be planned out strategically and structured in a way that encourages the respondent to answer.Things you need to consider include:

  • The main goal of the survey
  • How you plan to apply the survey data
  • The decisions you will make as a result of the survey data

Although surveys are vital to the continuing success of businesses everywhere, the time and cost implications associated with conducting market research manually has meant that, in recent years, manual surveys have taken somewhat of a backseat in order to make way for digital and online surveys. Although digital surveys serve a purpose – particularly for online transactions, response rates are often low, and answers can be vague or simply missed out. Paper-based surveys however can help increase response-rates by giving all targeted participants an equal opportunity to take part.

Conducting market research takes time and careful planning, however collating all respondent data and entering it into a database is extremely time-consuming – not to mention the various implications of having to store all the responses in organised folders. Survey scanning can solve all these problems. It not only copies the information onto a document, but uses sophisticated data capture software to capture the responses and feedback. The data is then separated out, allowing it to be exported to spreadsheets, onto CRM systems, into Access and Outlook, or in almost any format you desire.

The most cost-efficient and accurate way of capturing and gathering the data from questionnaires, surveys, forms, and exam papers, survey scanning can save businesses vital and energy time that can be spent elsewhere.

Pearl Scan have been helping companies overcome this for more than 10 years. Businesses from a whole host of sectors, marketing research agencies, medical trusts and universities have all benefitted from our survey scanning solutions.

A data capture specialist will work with you to study your survey, form or questionnaire, assessing:

  • Structure
  • Layout
  • Formatting
  • Question types (for example whether it’s a closed or open-ended question)

We can also produce statistical analysis reports both in Excel or PDF formats which can be simple or as elaborate as you wish.

Scanning: The Easy Way to Capture Data

Data Capture services

Scanning: The Easy Way to Capture Data

Digitising information and going paperless is no longer a futuristic ideal. It’s happening as we speak. But as with all transitions, having a good strategy is paramount. If you’re taking steps to reduce the use of paper in your organisation, scanning is the easiest and most effective way to catalogue your documents and the information they contain.

Scanning is faster, less expensive, and often more accurate than other types of data capture. Manually entering data is simply not a reasonable strategy if your organisation has many documents that need to be digitised. Even if you choose to employ the services of a third party data entry company that utilizes manual keying of information, you’ll likely find it’s more expensive and takes longer than utilizing the services of a professional scanning company like Pearl Scan.

Innovative technologies

Many people are unaware of just how sophisticated scanning software has become in recent years. Optical Character Recognition and Intelligent Character Recognition have become exceptionally effective, which means that having your documents scanned isn’t simply a process of transforming them into digital images.

On the contrary, top of the line scanning services can not only scan your documents, but they can also capture the data those documents contain. For example, Pearl Scan is able to scan a document, index each document in order to gather relative information, and then provide you with that data in a searchable database.

In addition to being used to index data from printed materials, OCR can also be used to ensure that the document files themselves are searchable. This is an enormous advantage over traditional media.

Flexibility and convenience

Having your documents scanned by a professional scanning service in order to capture your data provides you with enormous flexibility in terms of how you want your information organised, indexed, and saved. If there’s a particular file type your industry has a preference for, for example, it’s very likely that a professional scanning service can provide your documents in that form.

If you need your employees to be able to access this data, anytime and anywhere, it can be uploaded to a cloud storage service. If, on the other hand, you wish to restrict access to this data, you can opt for keeping it on a USB thumb drive or CDs, etc.

Scanning your documents to capture data is one of the best choices you’ll make in the transition to a paperless workplace.

Staying Data Compliant in the Corporate World

Banner blog data capture


Businesses in all sectors have a colossal amount of data which needs keeping on file by law – but what happens when you run out of space? How long do you need to keep records to stay compliant? Data retention can be a bit of a grey area, so read on for our advice for businesses when it comes to staff records, customer details and other sensitive data.

All UK businesses need to abide by The Data Protection Act 1998, which you’d expect would set out plainly how long it is necessary to keep details for and when it is a legal obligation to safely destroy information. However, the legislation itself is rather vague:

Personal data processed for any purpose or purposes shall not be kept longer than is necessary for that purpose or those purposes

The Data Protection Act doesn’t actually suggest a length of time for which sensitive information should be retained or a reason for it to be destroyed. Therefore, it is up to each individual business to decide when it is no longer necessary to keep important documents – we recommend considering not only your legal obligations but also the needs of the business.


The general advice for companies is to keep all records for six years, as this will cover the time limit for anybody bringing civil action against you. Certain documentation about your staff, such as pay roll and sick pay records, only need to be kept for three years after the tax year they relate to.


Data retention is an integral part of staying compliant and meeting government regulations, so businesses need to establish a consistent data retention policy. In addition to creating the policy, employers should also make sure they train key members of staff in data retention, and make sure they understand their legal obligation when it comes to this task.


Data archive management is also a crucial element for filing, storing and accessing records. The problem with keeping so much information on file in the office, is it becomes incredibly difficult to find the right document if you don’t have a strategic system in place. Whether the tax office is calling or an employee need some backdated information, you might only need one tiny record – but how to find it in the mountain of paperwork?


The answer is a digital archive. Scanning all of your business documents and switching to a paperless office makes searching for records so much easier. Don’t waste time searching through countless filing cabinets – simply type in a name or a date and access to the correct file is almost instant. Not to mention you can clear the office and have much more space in your working environment!

Speak to us today about how going digital can improve efficiency for your company, especially when it comes to retrieving data on demand.

 

Document Scanning by Pearl Scan


The Scan-do Peopletm

For more information feel free to give us a call: 
Nationwide: 0845 22 55 923          London: 0207 183 1885
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