Document scanning services Working with multiple industries and departments

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. Whether you have a single or hundreds of boxes that require straight forward Scanning to PDF format or a more complex document sorting, scanning and processing service, our experienced team of scanners will work with you to ensure that our document scanning solutions provide you with seamless conversion of your documents to digital format while ensuring cost effectiveness.

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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Secure and advanced document scanning and management solutions

Digital Formats

We tailor our document scanning services for each of our client to achieve efficiency and cost effectiveness. Typically scanning documents to PDF is amongst the popular formats that our clients request as well as we can scan your documents to other formats such as TIFF.


OCR (Optical Character Recognition) is a technology that we can apply to scanned images which converts printed documents to text searchable PDF format. This enables searching of documents by their contents while providing search flexibility and reducing retrieval time.


After an agreed period and upon clients approval, the original documents are shredded in accordance with the BSI standards and a certificate of secure document destruction is provided upon completion. Where shredding of documents is not required, we can either return or store these for the required extended period.


Both physical and virtual security is at the heart of our operation enabling our clients to have a peace of mind secure and confidential scanning services. We are proud of our accreditation and aim to continuously improve our processes and services to enhance our customer satisfaction.

Our document scanning bureau frequently scans the following categories of documents;

  • Purchase Invoices. Suppliers’ invoices, statements, debit / credit notes, expenses, audit reports etc. for the accounts payable department.
  • HR Files. Employee files and payroll records.
  • Medical Records. Patient files, GPs’ Lloyd George envelopes, dental records, mental health, occupational health.
  • Legal Documents. Client files, commercial documentation, conveyancing files, tenancy files, litigation documents, case files, intellectual property rights, permissions files.
  • Logistics and Operations. Collection, delivery and dispatch notes; site files and plans; health & safety files.
  • Local councils. Planning and building control files, maps and plans, housing and tenancy files.
  • Schools and Universities. Pupils’ and students’ files, payroll, HR files, archives, students’ registration cards.
  • Manufacturing. Clients’ files, production records, technical drawings and maps, audit reports.
  • Digital Mailroom. All incoming post converted to electronic mail. Delivered safely and securely to be read on your monitors or electronic screens.

One stop document scanning solution All types, sizes and volumes of documents

We can help you transform your organisation and overcome issues around document storage, management and compliance.

Get in touch

Call us on 0161 832 7991 or fill in a Form as below for a free and prompt quotation.

Get a Quote

Start your scanning project today

Our specialist software provides effective document management, storage and retrieval.

Pearl Cloud Unique Cloud Storage for your documents

Pearl Cloud is a storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.

Learn about Pearl Cloud

Halogen Free document management software

This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

Learn About Halogen

On-site document scanning services

Our on-site document scanning and digital conversion services are tailored for those scanning projects where the documents cannot be removed from client’s premises due to any data confidentiality or operational requirements. Instead of collecting your documents and processing them at our document scanning facility, we will setup a scanning operation at your site which will include bringing our mobile document scanning equipment and experienced document scanning staff to digitise your documents.

All our staff is fully vetted to the DBS/CRB accreditation and experienced in handling variety of documents. Our clients have the choice to have their documents scanned directly onto their servers or use our mobile encrypted devices to transfer the data over onto the required data location.

Upon completion of the document scanning process, any temporarily held data on our mobile storage devices is safely removed and equipment is decommissioned from the client’s premises.

There are certain benefits that come from scanning documents at your own offices, keeping in mind that the cost of on-site document scanning is usually much higher than off-site scanning.

  • 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.

Read more about on-site document scanning here

Document scanning services to accommodate your existing system

If you already have an existing document management system such as Microsoft SharePoint, Drop-Box, Office 365, Google Drive or EMIS etc. we also can supply the scanned data in the format which is compatible with your existing system.

Find out how we can help you

Do not hesitate to contact us to see how our document scanning solutions can help your business now.

Contact Us

Comments from our clients

Pearl ensured that the project ran smoothly and accommodated over and above the original scope in documents to be scanned. The quality of the finished scanning was good and delivered in a format that could be used. The process was painless and delivered well by the development manager, with time well spent in the initial stages to understand formats and outputs. I would highly recommend Pearl Scanning.

Combat Stress

Grateful that we were kept updated with the progress. In addition, as we were unsure of our initial requirements they were able to talk through the options and assist in ensuring we weren't going to end up paying more than we needed to! Great service, that we'll certainly use again!

Digital Barriers Services Ltd

Thanks for completing the job on time and with so much care and attention. These are our archive documents that told the Anglian Water story from over 40 years ago; it was really important that they were scanned well and returned to us in the same condition. Pearl kept me up to date with progress of the project and return dates.

Anglian Water Service

Read more of our clients comments!

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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.