Pearl Document Scanning Blog

News and updates related to the document scanning industry.

4 simple ways to streamline your HR department

Streamline your HR departments with HR document scanning and management from Pearl Scan

Every manager and business owner strives to offer the facilities for their staff that enable them to streamline their processes and increase efficiency in the workplace. This is no different for HR departments across the country - an integral part of every organisation regardless of which industry it operates in. There are numerous ways to streamline a HR department (and HR files scanning is one of them!). Alongside investing in better HR document management procedures, here we have rounded up some simple ways to streamline your HR department, to reap the business benefits in the future.

Consolidate systems

A HR manager’s role may cover many duties including but not limited to: Payroll, staff training, recruitment, relationship management and more. Because of this, you may operate using various systems and packages on a daily basis, which increases costs, is time consuming and is detrimental to efficiency. Investing in one, central system or database that can help you to complete all of your duties will improve the workflow for your staff.

Reduce reliance on paper documents

Similar to the first point, relying on paper documents that are stored in various places around the office can also waste valuable time for your HR staff. Instead of using large volumes of paper documents and files, digitise and store them using a cloud based document management system. This will give your team access to all HR files whenever they are needed, at the simple click of a mouse.

Clarify your strategy

An effective team is one that is heading in the same direction, and using the same processes to get there. Without a clear strategy, time may be wasted due to staff using various disjointed methods to complete tasks, holding each other up and blocking other team members from getting their jobs done on time. Clarify your strategy in order to create a more streamlined environment for your HR staff.

Share ideas, but don't block them

Team meetings can be both a blessing and a curse for offices around the country - while they are a good way to keep up to date with your team, holding too many or too long meetings can prevent your staff from completing their tasks for that day. Hold a meeting once a week, at a set time so that people can plan their schedules around it. This meeting can be used to identify any problems your employees may be having, so that steps can be made to put them right.

Investing in a high quality document management system is one way to streamline your HR department, alongside these other techniques. Get in touch with a member of our team today to learn how to implement such a system.

Small businesses can benefit from document scanning too with Pearl Scan

Small businesses can benefit from document scanning too with Pearl Scan

The benefits that can be unleashed by making the move to paperless are being enjoyed by many offices across the nation, yet many small businesses refrain from implementing this move due to worrying about initial and ongoing costs needed to perform such a big operation. Document management innovators, Pearl Scan offer a revolutionary Scan on Demand service, enabling these SME’s and businesses with smaller budgets to enjoy all the benefits of going digital, without the need to commit to a large, costly scanning project.

Businesses that use the Scan on Demand scanning service will have their documents collected by the Pearl Scan team, where they will be kept in its secure storage facility. Then, when a need for document scanning arises, users simply need to submit a file request. The requested document is then located from storage, scanned and returned back to the client in digital format between 2 – 24 hours either by email or via the dedicated Pearl Cloud Document Storage and Retrieval portal. By doing this, businesses only need to pay for the scanning services they need as opposed to allocating big budgets to digitise the paperwork of an entire office.

Naveed Ashraf, Managing Director at Pearl Scan said, “The advantages that document scanning can bring to a business are not to be argued, yet some organisations don’t ever consider outsourcing their document digitisation needs for fear that the cost will be far too expensive. At Pearl Scan, our aim is to assist businesses, big and small, with our document management services, which is why we launched our Scan on Demand service.”

Ashraf continued, “This service allows companies to ‘pay as you go’ for their document scanning instead of investing in large document digitisation jobs. Scan on Demand allows SME’s to enjoy the benefits of high quality document scanning at an affordable price.”

Pearl Scan understands the importance of security when working with businesses across the country, and once a document has been scanned the document management providers can securely shred and dispose of the file if required. All sensitive data remains private and secure with Pearl Scan.

Pearl Scan has been helping businesses since 2003, and now offers a huge range of document scanning, data capture and management capabilities, suitable for businesses of all sizes.

Should you outsource your document scanning?

Should you outsource your document scanning?

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 the Pearl Scan Group today where we will be happy to help you with all your document scanning solutions.