Simple, cost effective and quick to implement. While it has become something of a buzz term, the paperless office is actually a highly plausible future for the way our offices work.

Paperless Office Solutions

Though systems continue to improve all the time, we are now in a position where we have come to rely on computer systems as much as we do paper. New laws and legislation within the last few years also mean that more and more documents are legally recognised, meaning that we are considerably less reliant on paper based files.

The advantages with going paperless There's plenty

  • The time that you and your staff will save sorting through and searching files for vital information that you need.
  • This in turn leads to cost saving as staff will be able to complete other tasks around the office with the time that you have gotten back.
  • Employee morale will rise because of a more varied work day and this has a major effect on >efficiency which is another major effect of the paperless office.
  • More can be done in much less time.

Going paperless It's so much easier than you think

It is quite simple; just work with the alternative which will be a digital version of the paper that was once there. That’s a pretty easy process you would think, but it’s also a mindset built up over a short period of time. For example, you might find yourself looking around for a particular document that you need information from in a filing cabinet or drawer; this is normal practice, it’s just what we’re used to.

Once established, an electronic document management system (which isn’t as complicated as it might sound), can become your company’s very best friend and once your staff are used to the transition, which can depend on their level of expertise with computers, which will usually take a very short period of time. If you’re used to sharing a document with a fellow staff member by printing it and passing it on, then just email them the PDF using our document management software. Quicker, easier and saves on paper. And once the system is in place, you might wonder why you never thought about being paperless before. We go into our paperless office solutions in the other tabs you’ll see above.

Environmental effects of paperless office solutions Paperless office solutions are known to help environmental efforts in a number of ways. They include:

Less paper usage:

Despite efforts by many organisations, both charitable and government, there is still a great deal of deforesters out there extracting trees and not properly replenishing the land with new growth. This means that there are less trees, which means less oxygen in the environment as well as no habitat for local wildlife in order to survive, leading to extinction in a lot of cases. The paperless office helps you to reduce your paper usage to help fight against deforesters. Your paper may very well come from an ethical company that replenishes it’s supply of trees with new growth, but it’s very difficult to actually find this out, and why take the risk? You’ll be helping the eco-system out either way.

Reduced ink usage:

Ink is now infamous for the effects it has on the environment, both the fumes of production, the actual usage of the ink and the after effects of the plastic casing being very difficult to recycle.

Interesting fact:

Green ink is the most harmful to produce and use. Sort of ironic.

How we begin your paperless process

Well to put the paperless office in place, we simply need to scan and convert your document library into digital documents which can be accessed on any computer, anywhere when connected to your network. There are a couple of ways this can be achieved:

Offsite document scanning:

This would consist of us picking up your documents from you and bringing them back to our central hub for the document scanning and conversion. We have worked with our couriers for what seems like decades, so we know that your files will be in safe hands, both on the way to us and once they get here too, thanks to our Red Care security systems, multiple surveillance cameras both outside the building and in, as well as our padlocked, shuttered and alarmed doors of which there are 2-3 doors on each entrance to the building before you are in the scanning area and storage facility.

Onsite document scanning:

We recommend onsite document scanning for those who do not want their documents to leave their property, whether you don’t feel right about sending them to an external company or for further security reasons.

We also offer great software solutions so that you can truly feel the benefit of going paperless. Halogen our document management software, has been developed in house and is made to be as simple and easy to use as possible whilst offering many features such as the ability to edit documents, search through entire files and email and share the data with others.

See our document management solution

Get in touch today to start going paperless in your office

Read about Halogen

Ask for a demo

Our specialist software provides effective document management, storage and retrieval.

Pearl Cloud Unique Cloud Storage for your documents

Pearl Cloud is a storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.

Learn about Pearl Cloud

Halogen Free document management software

This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

Learn About Halogen

Paperless office related articles

The paperless “office of the future”- 40 years on

In previous blogs, we have mentioned ‘the paperless office‘ time and time again but it is believed that the phrase was first used in Business Week’s article all those years ago.

Read more

Paperless companies saving millions

Following American Airlines’ success last year using iPads rather than piles of documents in their cockpits to reduce their pilot’s baggage by as much as 35 lbs.

Read more

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 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


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.