Pearl Document Scanning Blog

News and updates related to the document scanning industry.

Making sense of document scanning jargon

When it comes to technology, there’s always going to be terms you don’t understand and phrases that make you investigate further. And when talking about documents scanning, that couldn’t be further from the truth.

The world of document scanning and data capture can seem complex due to all the tech-heavy words and phrases that pop up everywhere. So in order to make sure you know exactly what we’re talking about at all times, we’ve put together a list of the most common phrases we use on a day to basis, and explained what exactly they mean in order to help you make the right decision when it comes to digitising your business.

The Cloud

‘The Cloud’ or ‘cloud computing’ is a general term for hosted services on the internet. It enables businesses and individuals to store files, folders, videos, images and other file formats on a secure platform and allow them to access these from anywhere in the world with an internet connection.

Clouds have become extremely common over the last five years, with an estimated $38 billion spent on cloud computing.

XML

Let’s start with the basics; XML stands for eXtensible Markup Language. It was initially designed to store and transport data and be read by both humans and machines. Just like HTML, XML doesn’t do anything, but instead of changing the way it looks – like HTML – XML focuses on what the data is.

XML can be complicated to understand. Here’s a good explanation to get you started.

JPEG

JPEG may be a popular file type, but it is much more than that. It is a commonly used method of lossy compression for digital images. A JPEG file format is created by choosing from a range of compression qualities. If you create a JPEG – or convert an image from another format to a JPEG – you are asked to specify the quality of image you want.

JPEGs are universally accessed and read by many image programmes.

DPI

DPI stands for dots per inch. Essentially DPI refers to the physical dot density of an image when it is printed. It’s worth nothing that they are different to PPI (pixels per inch), as they are often mixed up.

All of our scanning solutions boast an output of 300dpi as a minimum.

CSV

Standing for comma separated values, it is a file type which allows data to be saved in a table structured format. They can be used with any spreadsheet programme – including Microsoft Excel and Google Spreadsheets – but differ because they only have a single sheet in a file and cannot save formulas, cells, column or row styling.

Hopefully this mini glossary has helped to make sense of the ever changing technology world, as well as made our processes easier to understand.

As always, if you have any questions when it comes to document scanning, data capture or even about us, we’re always here to help. Get in touch now.

OCR scanning is the final piece in the paperless puzzle

Of all the phrases used in the world of business, ‘paperless office’ is one that remains prominent and discussed by leaders in the sector. Unlike other ‘buzzwords’ this is not a throwaway term, with many predicting document scanning technology it is set to transform the working world. However, while this may be true, there are some that remain cynical about its relevance or practical use beyond theoretical discussion. OCR scanning services are the final piece in the paperless puzzle says Pearl Scan, proving why, when used together, document scanning technology is revolutionary.

OCR (Optical Character Recognition) is the process of converting physical documents into editable, searchable, virtual files. With OCR scanning services, information is then imported into Microsoft Word, JPEG, TIFF and PDF documents in a fully text searchable format. Printed tables, bank statements and more can also be easily transformed into Microsoft Excel spreadsheets. OCR technology takes scanned data and prepares it for practical use. With just one process, information captured from paper documents can be transformed into valuable, operational data.

Naveed Ashraf, Managing Director at Pearl Scan says, “So many offices are using document scanning services now to enjoy paperless working environments, yet there is still some confusion into the capabilities of this technology. Understandably, there are concerns over the compatibility of these new, virtual files with existing technical infrastructure and processes that are used. OCR scanning services solve these problems, seamlessly integrating all newly digitised files with current virtual working systems.”

Pearl Scan offers OCR scanning services alongside all of its other specialist scanning solutions, enabling its clients to utilise document scanning technology and enjoy the business benefits that it brings. Whether using a bulk document scanning service, invoice scanning automation, digital mailroom services or HR document management, Pearl Scan uses OCR scanning and conversion to give its client quick and easy access to the data that is captured.

Document scanning services are revolutionising the way businesses operate, saving them money, time and space and with OCR technology, a fully functioning paperless office can be easily achieved. 

5 ways invoice scanning automation helps your business

If you regularly read finance, business or leadership blogs, you are likely to have come across the term ‘invoice scanning automation’. Using the latest document managing technology, coupled with advanced document scanning systems, this is the process of scanning invoices as they arrive, or scanning a bulk batch of a business’s existing invoices and storing them electronically, rather than keeping them and processing them in their physical paper format.

Are you considering investing in an invoice scanning service for your organisation? Read on as we list the many reasons why it can help your business.

Reduce document storage costs

Storing documents in a physical format, even small invoices, costs a business money. Instead, storing these files digitally using an invoice scanning service reduces these unnecessary outgoings.

Improve accuracy of data entry…

Even the most careful accounts payable team member can make errors when inputting invoice and purchase order data, especially when needing to input huge amounts of figures every day. With invoice scanning automation each file is processed with OCR technology, quickly transferring the data into text-readable formats which can be presented in systems such as Microsoft Excel. With accurate data, information is safeguarded and the risk of avoidable, costly mistakes is reduced.

…and save time on data entry tasks

As well as ensuring the accuracy, time is saved when switching from manual data entry and processing to an automated option, leaving more time to concentrate on business critical tasks.

Increase productivity and efficiency in the workplace

Once scanned, indexed and categories using OCR technology, a business’s library of financial data is available at a simple text search. Any queries can be solved much quicker, reducing the need for wasting time searching for the invoice in questions, giving accounts payable staff instant access to the figures they need and ultimately increasing productivity.

Gain control over your finances

When using invoice scanning automation, all accounts payable information is available in one, virtual platform. Using this, it is easy for management and accounts staff to gain better control over a business’s finances, making it quick and simple to get an accurate overview to identify any discrepancies and opportunities that may cost, or make your business money.

There are numerous reasons why invoice scanning automation makes a great investment for any business looking for ways to boost productivity, save costs and streamline their accounts departments – this is just the start.

To learn more about our invoice scanning service, contact a member of our friendly team!