It’s not difficult to imagine why most law firms pay fees to store roomfuls of paper files. Choosing to scan, store and manage these documents digitally reduces the need to pay for the physical storage, while having instant access to documents from a digital filing system.
Legal document scanning services throughout the UK Switch from physical storage to digital
Pearl Scan Legal, a dedicated department of Pearl Scan aimed at providing professional document scanning services to the legal sector. In recent years, our legal document scanning services have become extremely popular with law firms in the UK due to our quick turn around and competitive pricing model. Choosing to outsource the scanning of the documents to us, law firms can streamline their workload, improve operational efficiency and save considerable amount of time and money.
Tailored legal document scanning service Fast and low cost scanning of legal files
Here are few examples of our typical legal document scanning service;
- Client files scanning
- Case files scanning
- Disclosure document scanning
- Metadata indexing
- Logical unitisation and coding
- e-Bible
Our legal document scanning features Pick and choose as needed
Next day collection service
We can collect your files or boxes from your offices anywhere in the mainland UK on the same or next day. If required, we can also supply our secure locked boxes.
All stapled and paperclips removed
To ensure smooth scanning process takes place, we remove staples, paper clips and binding where necessary, before scanning the files.
Document imaging
We use latest scanners to convert paper documents to digital files, the scanned documents can be supplied to you as PDF, PDF Searchable or TIFF among others.
OCR processing
Scanned documents can be OCR’d to text searchable PDF files, making document searches easy and flexible. The OCR data can also be extracted and supplied as CSV, XML or in a database format.
Document indexing and coding
The indexation of documents can be carried out at a folder, section/divider or a document level, for example;
- File details
- Reference number
- Document title
- Name
- Address
- Date
ISO quality checks
To ensure high accuracy and quality service, rigorous quality control checks are applied to all scanned documents and captured data. Our legal document scanning services have been certified to the following standards;
- ISO 9001
- ISO 27001
- ISO 14001
- PCI
- Cyber Essentials
Storage mediums
With our legal document scanning service, the scanned data is encrypted and supplied on a suitable storage medium such as a CD, USB, FTP transfer. We have a high-speed dedicated internet service allowing large data files to be transferred in short time-frame.
Secure shredding
Upon successful delivery and approval of scanned files, the paper files can be securely shredded upon our client’s request.
Key advantages of scanning legal documents
Paper documents are inconvenient and take up a lot of room. With a legal scanning service those documents can be digitised and you can take advantage of the ability to share and collaborate.
With a digital legal document management system in place, files can be accessed much quicker and there is no need to look through piles and piles of paperwork thanks to our powerful indexing and OCR text-searchable capabilities.
With a more convenient workload comes a more convenient and less stressful day. As everything is in one place with easy search functions, you will be able to cut the amount of tasks you do with document retrieval to absolute minimum.
Digital files can be stored online on your servers or you can choose our Pearl Cloud fully managed and hosted service. This way the files can be accessed on the go, just as being in the office.
Document scanning can increase efficiency for your staff, allowing more work to be completed in less time.
Legal admissibility and GDPR requirements are catered for, enabling easy to manage compliance and data confidentiality procedures.
Document scanning and digital document management of legal files, reduces over heads and ongoing expenses associated with buying traditional printer supplies and maintenance cost.
Documents previously taking up valuable office space can be scanned and securely shredded, leaving more room in the office to utilise for better use.
Free document management software Require almost no training and zero cost
If you do have an existing document management system, we can supply our very own Halogen or Pearl Cloud system. Both systems are optional and designed for easy management of document storage, retrieval, confidentiality and security.
The system have been designed with simplicity in mind to eliminate the need of complex installation of software, training and ongoing running cost.
Scan on demand legal documents Hybrid store and scan option
As well as our regular legal document scanning services, we also offer an innovative scan-on-demand service for files which are classified as archived and require very little access. So instead of scanning them all at once, these can be stored and scanned when required on demand bases, making the transition to digital archive with low cost option.
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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.
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.