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Why document scanning is essential for preserving vital business data


We are living in an age where data is becoming far more valuable than any other tangible asset – especially in the world of business. When collected, stored and used responsibly, data that accumulates throughout the day-to-day process of any business such as client records, finance files and HR documentation keeps an organisation operating, while also giving CEOs instrumental insight and information to move their company forwards. Yet if it is lost then this vital business data can cause a vast array of problems for the very company that it is concerning. A recent example of this happened this year, as a social worker who stored a court bundle containing sensitive information on the roof of her car lost the files when driving off.  Digitising files using document scanning services is essential for preserving this crucial corporate data, making it a key process in any modern business strategy.

Document scanning

Document digitisation has come on a long way since it first became widely used, and now machinery and software has developed that makes it possible to scan all kinds of documents. Beyond the simple paper sheet, complex forms such as invoices, spread sheets and reports can be preserved digitally. Business data exists in various formats, and document scanning has the capabilities to cope with each one.

Host data on a cloud platform

Once scanned, the data is securely store on a cloud storage platform. At Pearl Scan, we use Pearl Cloud – our unique document storage and management system. Here, each scanned file is stored safely and securely, safe from environmental factors, loss or damage. Every document processed by Pearl Scan is converted to OCR (Optical Character Recognition) format, making them fully text searchable for easy retrieval. Even if a business’s entire archive is stored digitally via a document scanning service, no file will ever be hard to locate.

Confidential shredding services  

As well as actually digitising documents, part of the data preservation process for businesses involves proper handling of the original files once they have been transformed into virtual format. At Pearl Scan, we offer confidential shredding services to safely destroy sensitive or unwanted documents, while others can be kept in secure storage units for as long as the client requires.

Loss of data is a risk that, in modern times, no business can afford to take. Safeguard your documents with Pearl Scan – learn more about our document scanning service online. 

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