We help local authorities update their business processes by enabling staff and members access and share planning information remotely.
Planning and building control Approved scanning services provider to many local authorities
Traditionally, the best way to retain planning application records was to store them on microfiche. However in this increasingly digital age, microfiche storage does not address current business processes. In fact, it can actually waste valuable resources.
With the increased use of electronic management systems, streamlined working methods and estate optimisation, many local authorities are looking to update their business processes by enabling staff and members of the public to access and share planning information remotely.
With our services councils can save significant amounts of money, by switching to digital document scanning and storage for their records, as well as by continously scanning historical backlog. Our modern scanning and data capture technology will provide you with higher image quality at lower costs. We can scan all types and sizes of documents, plans, ordnance surveys, books, minutes of meeting, registers, newspapers and more.
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.
Specialist scanning features
Scanning
We scan paper file and microfiche to the highest quality at the required image resolution and formats (TIFF/PDF/JPEG/Searchable PDF) etc.
Indexing
We can then index your digital files by relevant fields such as address, date, and reference number etc. to suit your record keeping processes.
Identifiying
Once the files have been indexed, we can work with you to identify documents that can be uploaded to the planning portal or any third party document management system. Documents which are to be kept offline can be filtered out using our advanced data captures systems.
Categorising
The documents can then be sorted into agreed categories.
Redaction
Where there are personal and confidential details, we can redact the data for security and confidentiality.
Uploading
The files can then be uploaded to your planning portal to be accessed and viewed by customers and colleagues when needed.
Scanning services catered for the local authorities
We can convert your paper files and microfiche archive into digital format, bringing you huge cost savings.
Save time, money and space
By addressing the needs of a streamlined planning middle office today, you will be saving costs for years to come. Freeing up just four filing cabinets alone can make room for one extra workstation which can bring significant benefits. By increasing the speed of retrieval to deal with planning issues and providing better service to local construction and investment communities, the council will become recognised for service excellence. We also have partners who can review front and back office processes to ensure internal and external stakeholders experience customer excellence at all times.
Scanning microfiche means you can:
- avoid the need to hire and train staff to deal with microfiche requests.
- avoid buying and maintaining equipment to view the microfiche.
- produce physical copies purely on a case by case basis.
Electronic storage is a much safer and secure method of storing files that were previously held on microfiche. Microfiche scanning provides the increased security and peace of mind that your files will be protected from loss, theft and damage with protection and recovery methods that suit you best.
Related articles
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.