PearlScan

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 document scanning requirements, this can involve the data to be scanned, categorised and formatted in a specific way for various industries and third party document management software requirements.

The physical and virtual data security and confidentiality of the data is at the forefront of our operations, all our staff is fully vetted to DBS/CRB, comply to GDPR requirements and we are fully accredited to major industry’s accreditations; ISO 9001, ISO 27001, ISO 14001, PCI, Cyber Essentials and IIP.

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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What do we typically scan?

Using our expertise and state of the art high volume scanning equipment we can scan and convert documents of all types such as HR files, AP invoices, Lever arch folders, Ring binders, Client folders, Medical records, Planning and Building control application files and daily post.

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Typical scanning formats

We are able to provide the scanned data in file formats such as PDF, Text Searchable PDF (OCR), TIFF, JPEG, etc. Additionally, we can provide data in formats which are compatible with third party document management, HR, ERP and CRM systems.

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Digital data storage and retrieval

Once scanned, most of our clients will request the data to be supplied on a CD, USB, Hard-drive, FTP or via our managed Pearl Cloud system. The scanned PDF files can also be copied over onto your local network share or a server for an easy access.

Shredding

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

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.

What do you need to scan? Following is an example of documents we typically scan

  • 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.
  • Oil & Gas. Project folders, invoices, drawings, microfiche and rolls of microfilm etc.
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Archive scanning

Documents which are no longer accessed on frequent basis but are required to be stored for either legal, statutory or compliance reasons can be scanned to digital format for a long term storage.

Regular scanning

These days most of our clients are looking to go paper lite or even paperless and need us to collect and scan their  documents on a regular basis which can be weekly, monthly or as required.

Historical scanning

Historical documents that overtime have become fragile and deteriorated can be carefully scanned to digital format by our experienced team and preserved for life. We use our specialist equipment to digitise old documents and material.

Bulk scanning

Our document scanning facility has the current capacity to scan and process around 10 million documents per month. Our infrastructure allows us to manage the entire process from collection of documents to secure delivery of data in the most cost effective way.

Optional on-premise scanning

Documents which can not leave your premises can be scanned at your site by our experienced document scanning and processing team. We will set up our dedicated mobile scanning operation at your site providing you with additional peace of mind and data security.

Our onsite document scanning services are available to clients throughout the UK and Europe.  All our staff members are fully vetted to CRB/DBS checks, as well as have signed the secrecy act and non disclosure agreements.

Find out more


Why Choose Pearl Scan?

Audits

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     

Experience

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.

Security

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.

Innovation

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.

Scalability

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.