Precise, cost effective solutions that make dealing with PODs as simple as it should be.
Digitising your proof of delivery forms saves time, money and improves efficiency.
Scanning Proof of Delivery (POD) Documents
Often, logistics companies and other organisations with high volumes of deliveries use the age-old method of storing paper-based proof of delivery sheets in a filing system. Although this has long been one of the few ways to store these documents effectively, there are now more beneficial ways of storing proof of deliveries.
The majority of businesses often use proof of delivery receipts to ensure that a product has been delivered to the recipient. Logistical, courier and delivery companies especially will store a large amount of Proof of Deliveries (PODs) in their office which can take up a lot of space.
Electronic proof of delivery
If PODs are stored on paper format, it can be difficult to quickly locate one particular receipt or delivery document. Paper files can be lost, misplaced or damaged and will gather dust in bulky filing cabinets. This is method of storing proof of delivery documents is becoming an old fashioned method of keeping these records in a digital age.
By having your PODs and delivery documents scanned and archived electronically you can have all of your purchase invoices stored onto a single disk or network. This electronic archiving gives you access to any relevant forms within seconds which is useful if a query on a delivery suddenly arises. A simple text search can bring up the delivery details and scanned PODs of any historic items.
Advantages of scanning delivery documents
- You can locate a delivery document in seconds using a keyword, number or date search.
- PODs can be made available to customers online which will improve your customer experience and service.
- Business and workflow processes in the office become more automated leading to improved productivity.
- Documents can be distributed between staff at different locations or accessed remotely.
- Management can review and authorise any documents that come into the office quickly and easily.
- You can reduce the space taken up by filing cabinets and document storage units.
Proof of delivery scanning solutions
We can collect any documents from your address, have them scanned, indexed, bar-code captured, OCR’d and returned in electronic format in a time frame to suit you. Whether it’s a large backlog of documents which requires archiving or smaller batches of delivery documents on daily, weekly or monthly bases, our process and customer care remains the same.
The scanning process
Fast and secure collection service
Our secure vans and team of collection co-ordinators can collect files from anywhere in mainland UK the same or the next day in required. We can also supply our secure A3 size boxes, which can hold bundles, folders, hanging files and any other document-type.
Removal of staples and paper clips
Prior to scanning, we go through the files and remove any staples, paper clips, tags etc. This ensures a smooth and accurate scanning process takes place and makes for better quality scans.
POD scanning process
We only use the latest scanners equipped with ultra-sonic, double-feed and automated colour detection and image processing tools. We scan to your preferred file format such as PDF, PDF Searchable, TIFF, JPEG etc. We scan paper as small as a till receipt up to A3 as well as large format drawings and plans in full colour, grayscale or black and white.
We can also use OCR software to convert your documents to fully text-searchable documents. This can be very beneficial when it comes to searching particular documents as your files will be completely searchable by their text and data.
File indexing and categorisation
Once scanned, we can then index each document by relevant data, for example, title, name, address, reference number, date etc.
ISO quality checks
All our services are fully accredited to ISO 9001:2000 quality assurance standards. And in addition to this, we have developed our internal quality-control procedures to ensure the files meet required industry standards.
The scanned data is normally supplied on CD, DVD or USB. When supplying confidential data, we normally encrypt the entire collection using high-level encryption.
Once you have approved the electronic files, your papers can either be returned to you or securely disposed of via environmentally-friendly document shredding. Alternatively, we can store them for a further required period.
POD search with OCR retrieval software
Once we have scanned, indexed and made your PODs fully searchable, we can then store them using our specialist software, Halogen, designed for searching and retrieving documents either locally or from our fully managed Pearl Cloud.
The software works by allowing you to search for certain criteria which will have been established in the indexing process. The categories usually include:
- Client name
- Delivery recipient
- Reference number
- Driver ID
- Delivery date
We can also index by any other required field. You can also do a comprehensive search of all documents by using the OCR option if the indexed fields are not enough. All of the above makes searching for, and finding, the right PODs easier than ever.
Best of all, Halogen is supplied with most orders free of charge.
All of our document scanning solutions here at Pearl Scan have been designed so they can be tailor-made to suit each individual client. For this reason, it can be difficult to give a price without discussing your requirements so please get in touch and we can explain which options will suit your company best and draw up a free, no obligation quote.