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Form Data Capture

Our Form Data Capture Service is designed to help organisations efficiently and accurately capture data from a variety of forms, including medical forms, surveys, questionnaires and more.

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Form Data Capture Services

Our service utilises advanced technology and skilled human expertise to capture data from forms in a range of formats, including paper, electronic, and online forms. We offer customised solutions to meet the specific needs of each client, ensuring that all necessary data is captured accurately and completely.

Our Form Data Capture Service includes the following key features:

  1. High-Quality Scanning: We use high-quality scanners to ensure that all data is captured accurately and clearly, regardless of the format or quality of the original form.
  2. Advanced Data Capture Technology: We utilise advanced technology, including Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR), to capture data from forms accurately and efficiently.
  3. Customisable Solutions: We can create customised solutions to meet the specific needs of each organisation, ensuring that all necessary data is captured accurately and completely.
  4. Quality Control: We have a rigorous quality control process in place to ensure that all captured data is accurate and complete, and we provide regular progress updates to keep our clients informed throughout the project.

By using our Form Data Capture Service, our customers can streamline their data capture processes, improve efficiency, and reduce the risk of errors.

a person capturing data data onto a computer system
Data Capture and Scanning Services for All Types and Sizes of Forms

Survey Form

Surveys form scanning and capture services can provide valuable insights into the attitudes, behaviours, and preferences of a target audience, and help inform decision-making and improve processes.

Questionnaire Form

Our Questionnaire form scanning service helps to gather structured data and opinions in a standardised manner, and are used to collect data about a range of topics such as customer satisfaction, market research, health status, and more.

Medical Form

Our medical form data capture service is an important tool for collecting patient data in healthcare settings. They can include a range of information such as patient medical history, symptoms, and vital signs.

Customer Feedback

Customer feedback form scanning services can help our customers to identify areas for improvement, understand customer preferences and behaviour, and make data-driven decisions to improve customer satisfaction.

Market Research

The data from these forms is used to gather data from a target audience about a product, service, or industry. They can include questions about customer preferences, buying habits, and attitudes towards a particular brand or product.

Gift Aid

Gift Aid forms are used to collect information from donors who are eligible to add Gift Aid to their donations to a charity or non-profit organisation. The forms allow the charity to reclaim tax on the donations made by the donor.

Our scanning services offer flexible and scalable solution for all types of forms.

Our form scanning and capture department can handle any volume of forms, and provide data in various industry-standard file formats such as PDF, CSV, Excel, XML, and Database, etc.

Low Cost Form Data Capture Services

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Here is a step-by-step guide to our form data capture service:

Our form data capture service involves the following step-by-step process:

  1. Drafting and Design: We can work with you to create a user-friendly design for your survey, questionnaire, or exam paper. If you already have a design, we can review it to ensure it meets our technical guidelines.
  2. Printing and Distribution: We can handle printing and distribution of the forms, whether in paper or electronic format.
  3. Data Capture: Completed forms are delivered to our scanning and data capture bureau or collected from a specified location. We use advanced technologies such as OCR, ICR, OMR, and barcode scanning to capture and extract the data accurately.
  4. Data Extraction: Extracted data is supplied in the format of your choice, such as Excel, CSV, or SPSS.
  5. Secure Storage or Destruction: We can securely store the original forms for the required period or shred them to BSI standards.

With our comprehensive form data capture service, you can streamline your data collection process and benefit from accurate and reliable data for your business.

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Delivering Highest Level of Data Accuracy

We understand the importance of accurate data capture from forms. To ensure the highest levels of accuracy, we use a combination of advanced technology and skilled human expertise.

Here are some of the ways we ensure form data capture accuracy:

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Advanced Data Capture Technology: We use advanced data capture technology, including Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR), to accurately capture data from forms.

Customised Solutions: We create customised solutions tailored to meet the specific needs of each client, ensuring that all necessary data is captured accurately and completely.

Quality Control: We have a rigorous quality control process in place to ensure that all captured data is accurate and complete, including error checking, exception handling, and manual corrections.

Skilled Data Entry Operators: Our skilled data entry operators are trained to handle even the most complex forms, ensuring that all data is captured accurately and completely.

Regular Progress Updates: We provide regular progress updates to our clients throughout the project, ensuring that they are kept informed of our progress and can provide feedback or make corrections as necessary.

By using a combination of these methods, we ensure the highest levels of form data capture accuracy, providing our clients with the data they need to make informed decisions and improve their business processes.

Ensuring Data Confidentiality

At Pearl Scan, we understand how important data confidentiality is, especially when it comes to handling sensitive information like medical records, financial documents, and personal data. That’s why we take every possible step to ensure that your data is kept confidential and secure.

We operate from secure facilities that are monitored and protected by advanced security systems, and our staff are highly trained in handling confidential and sensitive data. We also sign non-disclosure agreements with all of our clients to guarantee the protection of their confidential data.

When transferring data, we use secure methods such as encrypted file transfer and secure cloud storage to ensure that your data remains protected throughout the process. We also ensure that all data is securely disposed of once the project is complete, either through secure shredding or by returning the physical copies to our clients.

We are fully compliant with data protection regulations, including GDPR, and take all necessary measures to ensure the protection of your data. With our commitment to data confidentiality, you can trust Pearl Scan to handle your sensitive information with the utmost care and security.

Enhance Your Experience with Our Supplimentry Services
Free Consultation

We offer complimentary consultation services to thoroughly assess your form design, in order to enhance user response rates and facilitate form data capture automation.

Form Design

We have the expertise to assess your existing form design or propose a new one that aligns with your brand identity. Our goal is to enhance user response and data accuracy by restructuring the form and creating a more intuitive layout.


With our bulk printing service, you can save valuable time and money, while ensuring that all categorisation and personalisation are executed with maximum efficiency and accuracy.


Our form fulfilment service provides a comprehensive solution to the complex task of assembling and delivering forms to their intended recipients. Our services are designed to save you valuable time and resources, particularly when dealing with large volumes of forms or complicated distribution requirements.

Comments from our clients

Pearl Scan were a godsend. we needed a few thousand surveys digitised and they didn't let us down. Their service was easy to use and the quality of the work was excellent. We will definitely be using them for all our future surveying needs and will be recommending them to our partners.

Institute for Strategic Dialogue

Data capture from questionnaires to Excel format - They were a great team to work with, and deadlines were always met and even exceeded! Pearl are always professional and all of the data provided was to a high quality.

Event Marketing Solutions

Data captured from microchipping forms onto Excel spreadsheet - We were delighted with the professionalism of Pearl Scan and the speed of the job. The communication with them throughout the project was excellent and we would definitely use them again.

Dog’s Trust

Nationwide document scanning services


We offer form collection services across the UK and Europe, using our own unmarked and fully tracked fleet of vehicles to ensure maximum security.

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Fast Turnaround

We have the capacity to digitise large volumes of documents to accommodate urgent and demanding scanning requirements.

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We can meet any form scanning and data capture requirement, no matter the volume, complexity, or location.

How Our Customers Benefit from our Service
Avoid Capital Investment

Our services eliminate any capital investment that you may need to make to acquire new scanners and software.

Save time

Our automated form data capture services can help to save time by reducing the need for manual data entry.

Accurate results

Our quality assured process ensures data integrity and accuracy throughout the whole process and eliminates errors.


With over 20 years of experience, we have successfully delivered data capture projects to some of the world’s most renowned organisations

Advanced technology

Using state-of-the-art automated technology, we capture data from forms with unparalleled accuracy. Our sophisticated software, coupled with advanced scanning equipment, ensures that data is captured and processed quickly and efficiently.

Scalable solutions

Our bureau allows you to scan high volumes of forms and surveys, meaning our clients can scale up and down as required.

Eliminates training needs

The services eliminate the need to train internal staff or hire new staff members.

Complimentary services

As well as scanning and data capture services, Pearl Scan also provides complete planning, re-design, printing and distribution services throughout UK and Europe.

Statistical analysis

Once the data has been captured, if required, our bureau can create a statistical analysis report in order to help you understand the findings.

Contact Us Today to Get Started!
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