Protect Perishable Records with Document Scanning Solutions

brooklyn fire daily news pic
At the end of January, a fire ripped through a Brooklyn warehouse destroying FOUR MILLION boxes of city and state records. This terrible incident just emphasises the need for a more secure document storage solution.

Fire accidents involving the loss of files and documents aren’t restricted to the US either; last weekend a fire destroyed a care company building in Wednesfield, near Wolverhampton, ruining the files stored in the building too. This is definitely a message to businesses up and down the UK to protect important files and records before disaster strikes and you no longer have the choice.

What Can Be Done?

These news stories have highlighted the vulnerability of paper copy storage and we have spoken in the past about how susceptible to the elements this kind of storage can be. But while you you can have some level of pre warning over the weather, a fire can strike in seconds and leave everything destroyed before you can save anything. So, there is only one solution that can offer reliable document safety and that is digital document storage. With a digital document storage system, you can have peace of mind that the information on your files is secure in a number of ways.

How Will Going Digital Save My Documents?secure scan on demand

Going digital with document storage offers a range of advantages over hard copy storage.

  • Digital files can be backed up to ensure that even if the original document is accidentally destroyed or lost, there are extra copies.
  • File encryption will also ensure that regardless of where the documents are stored, only the relevant parties can view the information. This will avoid incidents like after the Brooklyn warehouse fire where remnants of the burnt records could be seen by anyone around the building including personal information and private data.
  • Digital records can be stored in online cloud storage to reduce any worry of the safety of computer hard-drives should a fire break out.
  • With less flammable paper held on your premises, it is likely that in the event of a fire, there will be less materials to fuel it with potentially less damage caused.

Digital documents protect from bad weather, fire, theft, loss and damage; it’s a no brainer!

How Pearl Scan Can Help

You don’t want to find out all of your company records have been destroyed, especially when there is a simple solution. Records scanning from Pearl Scan offers the document safety and security you need with minimal disruption. We offer a bespoke yet affordable service which you can tailor to suit the needs of your company and have your digital documents exactly how you want them. The document scanning process is simple; check out this useful infographic for a rundown of how we digitise your documents.

Implementing a digital document management system with Pearl Scan offers document security and so much more including costs savings, space savings and increased office efficiency. For more information on our record scanning service, check out our blogsbrowse the website or get in touch today for a free, no obligation quote for your scanning project.

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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.”

The Paperless "Office of the Future"- 40 Years On

In 1975, almost 40 years ago, Business Week published an article in which some startling predictions about the office of the future were made.

In previous blogs, we have mentioned 'the paperless office' time and time again but it is believed that the phrase was first used in Business Week's article all those years ago. A number of researchers and professionals were interviewed on how they saw the office of the future looking. Predictions centred around computers and the rise of electronic business. George E Pake, who was head of Xerox Corp.'s Palo Alto Research Centre, stated that by 1995, twenty years into his future, there would be "a TV-display terminal with keyboard sitting on his desk" and then explains

"I'll be able to call up documents from my files on the screen, or by pressing a button...I can get my mail or any messages. I don't know how much hard copy [printed paper] I'll want in this world."

Looking back, this seems like a shockingly accurate prediction considering the use of personal computers had only just come into playmailroom and were certainly not commonplace, not to mention the lack of modern day programs on them. As of 2012, there were 3.3 billion email addresses registered so we can see Pake's insight into the modern world and the direction technology was taking in 1975. His statement about a paperless world also shows a great deal of revolutionary thinking.

Vincent E. Giuliano of Arthur D. Little, Inc. also made his opinion on paperless offices known, stating that the use of paper in business should decline by the 1980s and most record-handling would be electronic by 1990.

There are strong arguments from both sides as to whether these particular predictions bore fruit; however; one thing is for sure, they were looking in the right direction. It may not have happened by 1990 as predicted but we do now handle a lot of documents in digital form. In today's offices, and everyday life in general for that matter, the world is getting more and more digital. Every minute more than 204 million emails are sent whether that is between offices or just everyday people. We like to have information at our fingertips and, with it being sent in email form, we now have the option to view on many different platforms. Whether that be on a desktop computer at work, a mobile phone on the street or an iPad on the train, they can be accessed (almost) anywhere. The number of networked devices is also expected to rise to double the population of the world making it easy to connect with anyone, anywhere at the touch of a button. In most cases there seems to be no reason to send a paper document which uses up resources and money when it is quicker and cheaper to go paperless and send an email.

Assuming that Pake and Giuliano hadn't mastered time travel, we can't be sure what brought them to their conclusions, whether it was the cost effectiveness of digital document management, the opportunity to free up much needed space in the office or its time saving results, but the paperless office seems to have been a long time coming.

The paperless office may not have arrived yet but many successful and well-known businesses are seeing the importance of reducing their paper usage. They are completing document scanning on files upon files of information so it can then be stored on a database for easier access.

Admittedly, the transition from paper to digital has taken a lot longer than predicted in 1975 for many reasons. Some offices are still reliant on paper forms of important information and see scanning as an expensive option but document scanning companies, like us here at Pearl Scan, offer paperless office solutions to make the switch much easier and cost effective for companies who are ready but either don't have the resources to do it themselves or just see the benefit of hiring out an experienced company.

Don't wait for your office of the future, make it your office of today.

Feel free to read more about the many benefits of the paperless office or the benefits of hiring out document scanning services.

If you are interested in reducing the paper usage in your office by having your documents scanned and a digital document management system implemented, call us today.