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

Patient Online- Digital Records Scheme

medical scanning banner1
A new scheme from NHS England involving the digitisation of patient records promises to benefits both patients and healthcare organisations across the country.

According to the official definition, Patient Online is

“an NHS England programme designed to support GP practices to offer and promote online services to patients, including access to records, online appointment booking and online repeat prescriptions.”

This program has come about as a result of the digitisation of patients’ records to make it possible for them to be viewed in that online format. While a great deal of services are already offered digitally such as online appointments and prescription ordering, it is hoped that by this coming month (April, 2015) patient records will be fully digitised.

Advantages of Medical Record Scanningview medical records online

  • Access- Patients will be able to access their GP records from any device with access to the internet at any time.
  • Time- As a result of patients being able to directly access their records online, there will be a significant amount of pressure released from GP surgeries leaving them time to deal with necessary appointments.
  • Security- Despite the increased access, patients don’t have to worry about the security of their data because digital files offer a great deal more security than their paper counterparts.

What Does This Mean For The Healthcare Sector?

With the right system in place, this new scheme could bring some major benefits for patients and the healthcare sector as a whole. According to this NHS England video there has been no negative feedback so far from the digital switch so everything is on course to boost the reputation of healthcare services without compromising on patient care.

What do you think about the digital record scanning? Can it improve the healthcare system in your area?

Services to Scan Medical Records

Here at Pearl Scan, we are dedicated to helping healthcare organisations benefit from implementing digital records management. Our medical record scanning service has been trusted by a large number of reputable companies in London, Manchester, Birmingham and across the UK and we offer a secure nationwide collection service so, regardless of your location, we can help.

We provide a fully bespoke scanning service as well as optional OCR processing and also the use of our specially designed document retrieval software, Halogen or you can store patient records in our secure cloud platform, Pearl Cloud. If you are interested in finding out more, give us a call to discuss your requirements.

Check out these related articles too:
Patient Data Security Improves with Medical Record Scanning
Digital Records Management for the Healthcare Sector
Increase Efficiency and Productivity By Scanning X-Rays
Paperless NHS by 2018

Half of Courtrooms in the UK Are Now 'High-Tech'

Pearl Scan offerring legal document scanning services for organisations throughout the UK, including Manchester, London and Birmingham.

Thanks to legal scanning, 50% of UK courtrooms now work completely digitally and they're reaping some big benefits too!

Back in June last year, the Government announced its plans to have courtrooms in England and Wales fully digital by 2016 and they seem to be halfway there. It was believed that the ‘outdated reliance on paper’ in the criminal justice system was slowing down the efficiency of cases as well as costing the Government unnecessary funding so they set about the reducing the 160 million sheets of paper used on average by the Crown Prosecution Service.

In the past few years, the rules on paper documents in court have changed to enable a quicker, more efficient and cost saving solution and wifi has been installed into a large number of courtrooms to aid digitised hearings. Legal admissibility is no longer a problem as digital documents are now accepted as evidence in a court of law and can be transferred between relevant parties via email to save time. These steps by the Crown Prosecution Service have been made to turn the criminal justice system into a ‘digital and modern public service’.

Benefits of going digital

Courtrooms making the transition to digital can benefit in a number of ways;

legal document scanning throughout the UK, including Manchester, London and Birmingham
  • Files and documents can be shared instantly through email and shared platforms.
  • Money can be saved on paper, ink and printing.
  • Time will be saved with instant retrieval of digital documents. Learn more about our free document retrieval software that we offer to clients, here.
  • There will be no need for hearing to be adjourned due to not having the correct documents as they can be found there and then.
  • There will be a reduced burden on administrative duties.
  • Sensitive data can be held more securely through password protection and file encryption.
  • There will be better overall efficiency of court proceedings.

What do you think about the Government and Crown Prosecution Service's steps to convert the criminal justice system to digital?

Pearl Scan legal scanning service

Pearl Scan can scan documents from the legal sector.

Here at Pearl Scan we provide document scanning services to companies in the legal sector wishing to benefit from cost savings, time savings and better efficiency. Our legal scanning services are completely bespoke and can be tailored to suit the needs of each individual client.

Our e-Discovery and e-Disclosure service can help you to keep track of all of the documents involved in your case through digital document management and we provide consultancy throughout the scanning process to help you to get the most out of your documents.

For more information about the range of legal scanning services and document management solutions we offer, check out our dedicated site or get in touch today and you can also request a free, no obligation quote for your legal scanning project by following the relevant links below.

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The oldest law in England - Now available online

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