We offer cost-effective, compliant and easy to implement multitude of document scanning, storage, data capture and document management services to help you to transition towards becoming a paperless office.
All businesses generate paper documents, however, not only too much paper can unnecessarily increase document management costs and waste potential space, nowadays having less paper is sometimes a requirement, whether by governments or your customers.
Minimising dependency on paper documents or going completely paperless involves number of steps, that can seem frightening at first, but here at Pearl Scan we have extensive knowledge and expertise to guide you through the process and provide any required services to achieve the paperless goals as effortlessly and seamlessly as possible.
We will start with a consultation and an in-depth analysis of your current situation, to evaluate what steps and services need to be undertaken, time frames and such.
Upon the evaluation, we will provide a thorough proposal, which will include recommendations best suited for your business, estimated timescale and costs.
When the plan is developed and agreed upon, we will start undertaking the process of transforming your organisation, with minimal disruption to your business.
During and after the implementation, we will provide any necessary support, training and maintenance services to ensure seamless paperless transition.
At Pearl Scan we provide various document scanning, storage and document management services – each can benefit any organisation looking to reduce paper usage. We can either develop and deliver a plan, based on individual needs and include the required services, or provide any service on its own.
Going paperless requires having digital files of all the important files. We can scan all types of documents – employee records, invoices, business cards etc.
We can securely and confidentially shred any documents that are no longer needed immediately or after an agreed period of time upon digitisation.
We have developed our own bespoke document management application – Halogen, which contains powerful features, while being easy to deploy and use.
Instead of having to deal with incoming mail yourselves, we can scan the incoming mail and digitally deliver it to your inbox, greatly improving efficiencies.
To remove the cluster from paper invoices we can scan and digitise backlog of those, after which we can collect and convert the invoices on agreed timely basis.
We can digitise and preserve archives of any volume consisting of any types of documents, while also conveniently indexing all the files to suit individual needs.
Scan on-demand is great solution for organisations looking to gradually adopt paperless document practices and is exceptionally suited for documents not accessed frequently.
Store to scan is a combination of document storage and scanning – we store documents free of charge and scan the recent files, while shredding expired ones.
Going paperless is not that difficult – depending on the size of your organisation, the scope and complexity of minimising paper usage can vary, but improved technological capabilities in combination with our paperless office solutions can make the whole process much easier than it seems.
A lot of it is the mindset – majority of people in the offices are used to work with paper documents stored in filing cabinets and drawers and the thought of no more paper documents may seem scary. However, once employees see the benefits and convenience of working with digital documents, the paper ones are rarely missed.
It is much more efficient and convenient – instead of spending time to look for a specific document in order to share it with someone, utilising a document management system can turn this time from hours to minutes. This in turn allows the employees to complete more tasks throughout the day.
Going paperless significantly returns the investment – although going paperless may seem as a needlessly expensive project to undertake, it always pays for itself through a variety of ways, such as allowing to utilise the space more efficiently, improving customer service, negating costs associated with printing and stationery etc.
Your data is fully secure and confidential with us. Our accreditations include ISO 9001, ISO 27001, ISO 14001, PCI, ICO Cyber Essentials and we are fully GDPR compliant.
Our flexible infrastructure enables us to fulfil going paperless solutions for organisations of any size and from any industry and, if needed, adjust during the project.
Our paperless office solutions are always designed around individual needs and limitations of every organisation, allowing us to provide flexible and competitive prices.
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.
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.