With an ageing population and a need to ensure the highest standards of compliance are maintained at all times, Pearl Scan have been developing solutions with Care Homes across the country to scan and archive the care files.
Care Record Scanning and Archiving
We understand that the care files are to be stored for at least 75 years and can be requested by
the person as a disclosure as well as for any legal matter. Making it a business critical issue to deal
with for the chief executives and the managers.
Typically these records are stored in boxes onsite or offsite for years to come and occurring ongoing
risks, liability and storage cost. Pearl Scan has developed a digital scanning and archiving model,
which is the most economical and practical digital document storage and archiving method. It
provides secure, confidential and simple to use retrieval of documents to the managers, cases
workers and administrator staff from their desktops.
The process is very simple
- Firstly all we need to know is roughly how many boxes or files you are currently storing and
we can provide a cost estimate.
- We will then transfer paper records from your office to our secure document processing
- Provide an electronic copy of all records typically within 1 week of collection.
- Retain physical copies of the files for 6 months and then securely destroy the documents.
Easily Find Your Documents
Each individual record will be searchable by Name, Date of Birth and any other client identification reference you may operate, as well as being equipped with Optical Character Recognition, allowing you to search for information by a keyword, alleviating any historic misfiling issues.
Annual Refresh Service
When we speak to prospective Residential Care Customers we understand that storage is likely to become an increasing issue as records mount. By tackling this early we can ensure that upfront costs are kept to a minimum and provide an annual refresh service to update the archive at a minimal cost.