Our Scan to Archive is a simple and cost effective electronic archiving solution. It is tailored based for those documents, files and folders which are traditionally stored in the filing cabinets, storage rooms or sent to an archive warehouse.
Scanning and Conversion of Physical Archive to Fully Structured Electronic Archive
Our Scan to e-Archive is a simple and cost effective electronic archiving solution. It is tailor based for those documents, files and folders which are traditionally stored in filing cabinets, storage rooms or sent to an archive warehouse.
These documents may not be required for day-to-day running of the business but are required to be stored and made available upon request for legal, compliance, business process and customer services.
Some of these documents include:
- Account Payable & Receivable
- HR Leavers Files
- Medical Records
- Project Folders
- Customers Files
- Legal Case File
- Property Files
- Delivery Notes
Our Scan e-Archive model creates an exact digital copy of the original file indexed with the file label. Once digitally archived onto a disk, local network folder or on our hosted cloud, the originals are securely shredded after an agreed period with certification.
So for example, if you have a folder for Supplier’s Invoices, we will apply the following processes;
Firstly we will removal all document fasteners, staples etc. The documents will then be fed in the specialised document scanners and all documents will be scanned in the original order that these were stored in the folder creating one digital file [PDF] per file /folder. The PDF file will then be indexed [Named] by what is written on the label or spine of the folder. This index information is used for storage and retrieval purposes.
e.g. Suppliers Invoices_00001 – 00500_January 2014.PDF.
Additional features such as OCR (Optical Characters Recognition) can be added to make the files fully text searchable to allow individual documents to be searched by what has been printed on them such as name, address, reference number, date, description etc.
An option to our Scan to e-Archive Model is our free Halogen Archive Application which provides secure storage, user friendly retrieval and fast search functionality or the archive can be accessed via our fully managed Pearl Cloud system.
Our specialist software provides effective document management, storage and retrieval.
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.
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.