Document Scanning Process
Our professional document scanning services help our clients to reclaim their office space while cutting costs and improving efficiency.
Document scanning process
Our document scanning services are tailored for both small and large organisations in the private and public sectors. When working with us, our clients enjoy the benefits of having flexibility, scalability and quick turn around. We aim to provide a seamless scanning service and keep you informed throughout the journey of your documents.
Preparation and scanning
Collection
Fast, secure and nationwide – whether you have a box to collect or would like us to organise a collection of hundreds of boxes, our logistics team will work with you to arrange the collection of your documents at the most convenient time for you and in the most cost-effective way possible.
If you need additional assistance to have your files, boxes etc. removed from filing cabinets and catalogued or from third-party storage supplier’s facility, this can also be arranged for you as well as if you require any boxes, packaging material or special fragile items such heritage material, books, large maps or documents to be collected in security marked lockable containers.
Staples
Prior to scanning documents, we go through the files and remove any document fasteners, such as staples, paper clips, treasury tags and post-it notes. All documents, including the attachments and receipts, are kept in their original order to ensure a smooth and accurate scanning process takes place and to guarantee the quality of all documents scanned.
Scanning
We use the latest document scanners equipped with ultra-sonic double-page-feed detection, automated colour detection and image optimisation technology to ensure optimum scanned image quality.
The document can be scanned either black and white or like-for-like as per originals, our document scanning equipment can handle document sizes as small as a trains ticket to A3, any large documents such as maps, plans and technical drawings are scanned on our wide-format scanners.
Documenting
Indexing
Once the documents have been scanned, we can then index each file, folder or a document by the required index criteria (metadata) for example, title, name, address, reference number, date etc. to enable better storage and search capabilities.
OCR processing
We can apply OCR processing in order to convert your scanned documents to fully text-searchable scans (images). This can be very beneficial for searching particular documents by their contents (keywords etc.); while the OCR search used together can also help to locate any misfiled documents.
Quality control
Rigorous quality control checks are applied throughout the document scanning and capture processes, as well as a separate dedicated department allocated to perform quality checks in accordance with our in-house procedures manual, and third-party audited EN BS ISO 9001 and EN BS ISO 27001 standards.
Finalising
Data encryption
To ensure extra layer of security, the data can be encrypted at the highest available level of encryption.
Data delivery
The final scanned data can be supplied either on a Disc, USB Drive or downloadable from our Sftp.
Shredding
After an agreed period of time and approval of the scanned data, the originals can be securely shredded. A shredding certificate is provided upon completion of the shredding process.
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.