With our medical record scanning services healthcare organisations improve data retrieval time and benefit from easy access to their records.

Medical record scanning scanning and data capture services throughout the UK

We have been working with the medical sector for over 16 years and have assisted NHS departments and private healthcare trusts for many years, so we understand how to deal with confidential and sensitive data. Fully accredited by quality management, data protection and security policies, our solution has been trusted by hundreds of healthcare providers.

We offer a fast and secure collection service and can even collect your folders and archives the same or next day from anywhere in mainland UK. Once all your hard copy patient medical records have been transferred to digital copies, we can either store the paper records, send them back to you or arrange for them to be securely shredded.

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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Benefits of medical record scanning

Saving time and money

Organisations who have implemented digital medical records storage methodology, save time and money on administration, management and physical storage space.

When scanning large quantities of patient notes, it is important to consider the best way of having them scanned and store these in a structured format for easy retrieval.

Indexing of documents icon.

Convenient indexation

The Indexation of scanned records allows the digital files to be organised in a database or a file/folder structure by capturing the following data;

  • Patient name
  • Patient ID
  • NHS reference number
  • Date of birth

Any format

Once scanned and processed, the data can be supplied in a format which is suitable for the required environment, this can be as simple as each patient file scanned to a single PDF or Searchable PDF using OCR and indexed by the patient name etc. or more detailed indexing of documents, to be imported into back-end medical administration system or SharePoint etc.

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Instant access to your patient records Your patient files will be instantly accessible in your digital database after scanning

The NHS has a target to be completely paperless by 2020, which means all departments need to be considering scanning medical archive files and updating their data to a digital record system. With data being available on a digital format from the process of medical records scanning, NHS staff will be able to:

  • Access all files from their desk, with faster retrieval of information.
  • Search instantly for any particular patient record by typing in the name, date of birth etc.
  • Create more space by removing hard copy files.
  • Send medical files quickly and efficiently between departments.
  • Reduce time spent on admin and give more focus and attention to patient care.

Doctors and nurses also won’t have to worry about patient files getting lost or misplaced, as there will always be a secure backup copy. All in all, by using an electronic document management system, hospitals and surgeries can become more efficient which will lead to an improved level of care.

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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.