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Pearl Document Scanning Blog

News and updates related to the document scanning industry.

Document scanning keeps sensitive data safe from external errors

Data has fast become one of the most valuable assets for businesses, and whether it is a sensitive folder containing important information or simply documents that help a company operate on a day-to-day basis, it is important to keep them safe. While storing such files in physical formats can hold risks due to factors that can’t be controlled, implementing a document scanning solution keeps all data safe from external errors.

Ealing council recently fell victim to using out-dated file storage formats, as a court bundle of sensitive information was lost by a social worker. Storing the files on her car for just a moment, they were quickly lost, damaged and destroyed when she drove off without retrieving them. If these documents were stored in a digital format such accidents would not be a concern, and even if paper files were still used, document scanning would act as a digital back up of these sensitive papers ensuring no data was lost.   

Naveed Ashraf, Managing Director at Pearl Scan said, “So many companies continue to rely heavily on physical storage formats such as paper, microfiche, books and more, yet they are so exposed to risks and accidental damage. Using a document scanning service, combined with a secure digital document management platform can safeguard a businesses data, giving ultimate peace of mind. Environmental factors such as weather damage, bad storage conditions and accidental loss are no longer a worry with document digitisation.”

Pearl Scan is an expert in document scanning solutions, helping businesses in a wide range of sectors across the country improve their workflows and increase efficiency while keeping their data secure. Offering a wide range of services and solutions, Pearl Scan can cater to small, on-demand scanning requirements as well as larger on-going scanning projects, enabling organisations of all sizes to enjoy the benefits of document scanning. 

Scanning archive files integral to preserving vital human history

The importance of keeping historic files safe is something that has been understood for centuries. As a result, there are many expansive libraries across the world that act as archives for these crucial files, manuscripts and photographs. However, in order to keep these ancient, delicate documents safe they must be stored in increasingly strict conditions. As this becomes more difficult, with these files becoming even more delicate over time, document scanning and digitisation could hold the key to passing this information on for decades, preserving such files forever.

Its potential is now understood by the masses, as was shown by a recent Kickstarter campaign by Stirling University. After an archive of books, photographs and notes taken by black rights freedom fighter, Peter Mackay - containing 30 large crates of documents he created during his time liberating people in colonial Africa - was gifted to the institution, it launched a crowdfunding campaign to raise the funds needed to digitise such files. Noting them to be of ‘international importance’, and maintaining them seen as ‘invaluable’, storing them in digital format using document scanning is seen as the best way to keep such records safe, and available to be viewed by the public.

Naveed Ashraf, Managing Director at Pearl Scan said, “For many years, keeping historic files in dedicated storage facilities in a controlled environment has been the only option. However, as these files become older, the challenges increase when looking to preserve them. We find documents from hundreds and thousands of years ago fascinating now, imagine how incredible they will be to human civilisation a thousand more years from this day! In order to give them this privilege, we must adopt a new approach.

“Document scanning is capable of capturing information from even the most sensitive documents without causing damage. Once done, this data can be stored in virtual format, meaning there are no limits to who can view it. Rather requesting special permission to handle delicate files, using document scanning could make these important files available to anyone, anywhere across the world who wishes to view them – just imagine the possibilities that could bring!”

Scanning archive files is fast becoming the ‘go-to’ method for institutions and individuals across the world when faced with the responsibility of storing history-critical data. Document scanning experts such as Pearl Scan provide the facilities and capability to do so.

Pearl Scan reiterates the importance of digitising the building industry

Pearl Scan, one of the UK’s most established companies dedicated to document scanning and management, has stressed the importance of technology when it comes to the building trade, emphasising how adopting digital processes can help the sector grow and develop further – and as a result, have a positive effect on the economy.

The building industry is, by default, hands-on. But technology can play a large part in the sector, helping it to move forward and develop like never before. Nowadays it is commonplace to find out information, such as building plans, deeds and planning applications online, but there is much more that can be done, according to Pearl Scan’s managing director.

Naveed Ashraf, Managing Director, Pearl Scan Group, says, “In the past, the best way to retain planning application records was to store them on microfiche, but as technology has advanced at a greater speed than many anticipated, it has become clear that microfiche storage no longer addresses business processes – and actually waste valuable resources.

“Over the last five years, local authorities have really embraced the digital age, making the use of social media to open up a two-way form of communication, investing in websites in order to inform local residents about the issues that affect them, and of course making information freely available to those who request it. But despite these developments, more can be done to help streamline the way it is run behind the scenes and speed up the time it takes for planning investigations to be conducted and shorten the time between application and a decision being made.”

It’s no secret that the country is facing a chronic housing shortage. Latest figures suggest that the country will have a housing deficit of 1m by 2025, due to both a slowdown in the building industry and an increase in the population. And despite the government pledging more money than ever before into the building trade, it could actually be technology that helps to lift the fledging industry by increasing the speed of retrieval and providing more effective service to construction and investment companies.

Pearl Scan specialises in the digitisation of microfiche and paper documents.