Document scanning services

We have over 16 years of experience providing professional document scanning and digital archiving services within the UK and Europe, and have managed small to large volume scanning projects for the both public and private sectors.

Our typical scanning projects span from something as simple as scanning to PDF format to more complex scanning requirements where the data is to be scanned, categorised and formatted in a specific way for various industries  and third party document management software.

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Any documents

Using our expertise and state of the art high volume scanning equipment we can scan and convert documents of all types and sizes.

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Any formats

We are able to provide the digital data in all of the popular formats, such as PDF, PDF Text Searchable, TIFF, JPEG, etc. Additionally, we can provide data in formats which are compatible with third part document management or CRM systems.


The physical and virtual data security is at the forefront of our operations and fully accredited to the major industry’s accreditations.

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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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Once the scanning process is completed and data has been delivered, the original documents can be shredded in accordance with the BSI standards. Documents are only shredded upon client’s approval and after an agreed period of time. However, if the shredding is not required, we can either return or store the documents for a longer period.


OCR (Optical Character Recognition) is the process to convert non-searchable images to searchable ones, such as text searchable PDFs  also known as content searchable documents. OCR greatly reduces the time spent to find documents while providing flexible document search & retrieval functionality.

Document scanning solutions for all industries

  • Purchase Invoices. Suppliers’ invoices, statements, debit/credit notes, expenses and audit reports.
  • HR Files. Employee files and payroll records.
  • Medical Records. Patient notes, GPs’ Lloyd George, dental records, mental health and occupational health.
  • Legal Documents. Client files, intellectual property rights and permissions files.
  • Logistics and Operations. Collection, delivery and dispatch notes, site files and plans and health & safety files.
  • Local councils. Planning and building control files, maps, plans and housing and tenancy files.
  • Schools and Universities. Pupils’ and students’ files, payroll, HR files, archives and students’ registration cards.
  • Manufacturing. Clients’ files, production records, technical drawings and maps and audit reports.
  • Digital Mailroom. All incoming post (Including invoices and general office documents) via paper and digital.
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Security and confidentiality of data

Our document processing facility has been custom built around security and confidentiality of the data, accredited to ISO 27001, ISO 9001, Cyber Security Essentials and PCI certification. Equipped with the state of the art 24/7 CCTV security and Red-Care systems, the site is monitored by professional security personnel.

Our staff is CRB/DBS checked and conforms to GDPR (General Data Protection Regulations) and secrecy act to ensure that the data is kept in confidence at all times, providing our customers secure, confidential and peace of mind data processing service.

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We can also scan at your premises

We provide on-site document scanning and digital conversion solutions for clients who possess documents that can not be removed from their premises, due to data confidentiality concerns and operational requirements. Instead of collecting your documents, we can set up a document scanning operation at your premises using our mobile document scanning equipment.

  • View the progress of the scanning in real-time.
  • Enjoy peace of mind in knowing your documents are kept securely in your office.
  • Scanned documents are available for use as soon as they are digitised.

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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.