Document scanning services London Document Scanning, Digital Archiving and Data Capture

For the past 16 years we have been providing expert document scanning services in London. In addition to document scanning we have extensive knowledge and experience in data capture and digital document management and our scanning bureau is able to provide bespoke solutions based on our clients’ individual requirements.

Secure collection

For your convenience we can securely collect any documents you want to be digitised and after we have finished processing them in our scanning facility, we can either safely return the originals or shred them.

Any documents

We have the expertise and equipment to digitise any types of documents, such as HR files, AP invoices, medical records, daily post, books, business cards, survey forms, legal documents and more.

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If you require to import scanned data into an existing document management system such as Microsoft SharePoint, Invu, Alchemy, SAP and Sage, etc. our in-house ICT department will ensure smooth transition of data

Document Scanning Process

The document scanning process What we do with your documents

  • Collection

    We provide a secure collection of your documents from anywhere in the UK within 24 hours or as convenient for you as well as we can supply storage boxes and assistance with removing and boxing up your files.

  • Conversion

    We scan and convert all types and sizes of documents to a digital format of your choice such as PDF, PDF Searchable, TIFF, JPEG, Microsoft Word and Excel.

  • Delivery

    We deliver your digital data on a secure storage medium of your choice such as CD, DVD, USB, secure FTP or fully managed Pearl Cloud document management system.

The Process in Depth

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We can help with any document scanning enquiries in London

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General documents scanning

All general office documents are scanned to fully organised digital files and folders. Once scanned the data is supplied via our secure download portal, CD or a USB drive etc. The original documents can be returned, shredded or securely stored in our archiving facility for the required period of time.

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HR files document scanning icon.

HR files scanning

Document scanning for the HR and Shared Services departments including all employee records, training, health & safety and payroll files. We also provide specialist document sorting, scanning, categorisation, full indexation of individual documents and digital document management in accordance with the GDPR requirements.

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Suppliers' invoices scanning

Creating a digital archive for the accounts payable documents by scanning suppliers’ purchase invoices, expenses, delivery notes, receipts, bank statements and year end files, etc. As well as providing e-invoicing and automated accounts payable solutions.

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Book icon.

Books scanning

Scanning and digitisation of all types and sizes of bound books, magazines, and newspapers to digital format such as PDF, text Searchable PDF, TIFF as well as conversion to e-Book readers’ formats for the likes of Amazon Kindle, Sony and Apple etc.

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Legal document icon.

Legal documents scanning

Specialist scanning services for the law firms and corporate legal departments. This includes document sorting, scanning, metadata capture, bate stamping, categorisation of various documents types for digital document storage and access, distribution, e-bible, e-discovery and disclosure requirements.

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Medical records scanning

Scanning and digital archiving of medical records for the NHS, GPs, opticians, private medical centres, dentist and corporate occupational health departments. The documents are scanned and stored in a digital format such as a PDF and each files is indexed by the required file storage and retrieval criteria such as patient name, date of birth and NHS number etc.

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Microfiche & Microfilm scanning

Conversion of all micromedia formats such as roll of microfilms, 3M cartridges, microfiche jackets, aperture cards and 35mm slides to TIFF or PDF digital formats for easy storage and retrieval.

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Surveys, forms and questionnaires scanning and data capture

Forms and surveys scanning

Scanning and intelligent capture of all types of structured and non-structured forms including surveys, questionnaire, exam papers, application forms, vouchers, coupons and research documents. The data is capture and extracted to a structured format such as Microsoft Excel, CSV, XML or SPSS etc.

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CAD conversion

Conversion of architectural, electrical or mechanical drawings and plans to fully editable CAD formats such DWG or DXF.

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Business cards scanning

Scanning and data extraction from all types of business cards to any address book format such as Outlook, SalesForce and Google as well as to CSV, XML or Microsoft Excel files.

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Going paperless significantly reduces document storage costs

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Document management

If you are looking to transform your organisation and go paperless, our professional digital archiving and digital document management solutions are designed for that reason. Our experienced team will draft the perfect option for your organisation, whether you are looking to digitise management practices gradually or in one go. Additionally, we offer complimentary, in-house built Halogen document management system, which is designed around simplicity and intuitiveness.

Document shredding

We can shred your documents as part of our scanning services or as a standalone service, depending on your needs. Additionally, we can collect and shred your documents on a regular agreed basis. For customers with confidential and sensitive documents we provide mobile shredding services, both as a one-off job or on a regular basis. All of our shredding services are completed in accordance with BS EN ISO 14001 standards, for which we are fully accredited.

On-site scanning

If you are unable to remove certain documents from your premises, due to confidentiality, legal or other reasons our experienced and fully vetted scanning team can scan and digitise your documents on your premises, providing peace of mind.

OCR processing


Depending on our clients’ needs, we can apply OCR technology and convert the documents into digital formats, such as text searchable PDF, Microsoft Word and Excel, XML or CSV, which provide editing functionality for the scanned files.

Comments from our clients

Scanning legal files to PDF format - You have done a fantastic job and I can't believe all of those 8 lever arch files have been condensed into that tiny USB. Thanks very much for all your help and I will definitely be in touch if we need any more scanning done in the future.

Fortius Clinic

Business card data conversion - An efficient, speedy and very friendly service. They arranged the pick-up and return of the business cards and once all scanned the file was sent to me without any delay. If you’re looking for someone to scan your business cards I can highly recommend Pearl Scan Solutions.


Captured data transferred to MS Excel spreadsheet - We were delighted with the professionalism of Pearl Scan and the speed of the job. The communication with them throughout the project was excellent and we would definitely use them again.

Dog’s Trust

Data Protection

All of our staff members have signed a secrecy act, adhere to GDPR requirements and are fully vetted to DBS standards.


Our infrastructure allows us to satisfy scanning job requirements of all types and sizes, while offering a dynamic pricing model.

Fast turnaround

Due to our scalable infrastructure we can accommodate document scanning projects requiring urgent attention.

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.