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.

Risk-free Documentation Management

Dated files leave no risks of document destruction and managing retention periods, reduce risks and provide peace of mind, we’re ready to help today.

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Why Choose Pearl Scan?

In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

ISO 9001ISO 14001ISO 27001Investing in PeoplePCIIRMS

Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.

We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.

The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.

Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.