Pearl Document Scanning Blog

News and updates related to the document scanning industry.

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

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.

Document scanning experts can help councils hit green targets

Document scanning experts can help councils hit green targets

The UK’s push to go ‘green’ has been prominent for many years. However despite changes to everyday lives, such as the introduction of the plastic bag charge and recycling bins now being standard, the country is still behind where it could be with regards to meeting green targets.

Pearl Scan, one of the UK’s finest providers of scanning solutions, is highlighting how councils can help improve the green initiatives within their local area by leading the way and encouraging businesses within their county to take heed of their wastage and reduce their carbon footprint.

Naveed Ashraf, Managing Director at Pearl Scan Group said, “Councils are looked up to by all kinds of businesses in their area, so are in the ideal position to pioneer green initiatives in order to encourage them to follow suit and create a more eco-friendly county.”

Councils are the ideal organisations for pioneering green initiatives. Boasting reams of paper files, invoices and spreadsheets across departments, they can significantly reduce their costs by switching to digital means, while also improving productivity and staff morale.

Despite the UK’s push to become more energy efficient, according to latest figures, the country is still lagging behind the targets set out. Last year, the Committee on Climate Change highlighted that the UK is in danger of missing its EU-imposed 15 per cent renewable energy target by 2020.

Naveed, continues, “Obviously by 2020, we may not be in the EU, but that doesn’t mean that we should stop our green efforts. The country has come on in leaps and bounds over the last five years or so, and now more than ever, people are realising how much wastage they were contributing to. We must keep putting the pressure on and all do our bit to ensure the future of the world.”