Welcome to Pearl Scan

Professional Data Capture and
Document Scanning Services

Data capture and document scanning services, we offer Professional scanning, capturing and digitising services for office documents and record types, books, microfiche, microfilm and x-rays for public and private organisations throughout the UK, including Manchester, London and Birmingham. Our Document scanning and data capture services are accredited and certified to industry standards, including, security, confidentiality, data protection.
  1. We use our experience to understand your needs.
  2. Both private and public-sector UK organisations we work with.
  3. A fast, secure and UK collection service.
  4. Your scanned data will be GDPR compliant.
  5. We handle both small and large-volume projects.
  6. The capacity to scan 10 x million scans a month.
  7. Helping you meet GDPR requirements.
GDPR and the Impact Upon HR Departments!

Record Scanning

Record Scanning

Pearl Scan offer a wide range of record scanning services in which we can scan a number of different kinds and sized records. From patient records for the healthcare sector to HR files for companies across the UK, we deal with documents from a wide range of industries including legal, education and finance too.

Our scanning bureau is equipped with the latest scanning technology to help us provide a fast turnaround for all record scanning projects and all of our services are tailor made to suit each individual client so we can scan your records exactly how you need them. We have successfully completed projects for businesses, organisations and individuals wishing to benefit from going digital with their record management.

Record scanning serviceBenefits of Digital Records Scanning

  • You can free up space usually consumed by hard copy storage.
  • Admin and file management processes will take up less time.
  • Money can be saved on printing, paper and wasted time.
  • Records will be more secure and protected by file encryption and passwords.
  • You can take steps towards a paperless office.
  • You can improve customer services and protect their data better.
  • Office morale may also be boosted due to more productivity.

How We Scan Records

Secure Nationwide Collection- We can collect your records from anywhere in the UK the same, or next day as required. We can also provide A3 size boxes to hold your records securely during transportation.

Preparation- Prior to scanning records, we will remove all fasteners such as paper clips, staples etc to ensure a smooth scanning process while keeping your records in the correct order.

Record Scanning- We will scan records using our high quality, super fast scanners and produce digital records in your required format such as PDF, TIFF or JPEG. We can scan records as small as a till receipt right up to A3 large format drawings and plans in full colour or black and white.

File Indexing (for record archiving)- Once we have scanned your records, they can be indexed by your required field/s. Common choices are file name, date, client name, address and reference number. This enables easier file retrieval.

OCR Processing- We can apply Optical Character Recognition software to your scanned images to enable them to be searched by their contents in your record management system.

Quality Checks- Our scanning services are fully accredited to ISO 9001:2000 standard and our scanning process is always completed under strict supervision. Before the digital files are delivered to you they are check for quality to ensure our high standards are met.

Data Delivery- The scanned images can be delivered to you on CD, DVD, USB, secure FTP or via our online cloud platform, Pearl Cloud.

Original Records- Once you are happy with your digital records, you have three options for your original paper records. They can either be returned to you, shredded and securely disposed of or we can deep store them for a further required period.

Why Choose Pearl Scan

  • We have over a decade’s worth of experience scanning records.
  • We have worked with some of the most reputable companies in the UK.
  • Our custom-built scanning bureau is based around security, safety, confidentiality and scalability.
  • We have the infrastructure to handle small to large scale scanning projects with ease.
  • We cover London, Manchester, Birmingham, Newcastle and every location in between.
  • We can handle your entire scanning process from collection to delivery so you don’t have to worry.
  • We are backed by a number of external quality and security checks.
  • We provide our record retrieval software, Halogen, free of charge to aid your digital file management.


GDPR - Are you ready?

How GDPR may affect you and the steps you need to take to have your documents / records scanned to GDPR compliance. Contact us to find out more information.

0161 832 7991


Contact us to find out more

Fast, secure and nationwide - whether you have a box to collect or would like us to organise a collection of hundreds of boxes, our logistics team will work with you to arrange the collection of your documents at the most convenient time for you and in the most cost effective way possible.

If you need additional assistance to have your files, boxes etc. removed from filing cabinets and catalogued or from third-party storage supplier's facility, this can also be arranged for you as well as if you require any boxes, packaging material or special fragile items such heritage material, books, large maps or documents to be collected in security marked lockable containers.

Prior to scanning documents, we go through the files and remove any document fasteners, such as staples, paper clips, treasury tags and post-it notes. All documents, including the attachments and receipts, are kept in their original order to ensure a smooth and accurate scanning process takes place and to guarantee the quality of all documents scanned.

We use the latest document scanners equipped with ultra-sonic double-page-feed detection, automated colour detection and image optimisation technology to ensure optimum scanned image quality.

The document can be scanned either black and white or like-for-like as per originals, our document scanning equipment can handle document sizes as small as a trains ticket to A3, any large documents such as maps, plans and technical drawings are scanned on our wide-format scanners.

Once the documents have been scanned, we can then index each file, folder or a document by the required index criteria (metadata) for example, title, name, address, reference number, date etc. to enable better storage and search capabilities.

We can apply OCR processing in order to convert your scanned documents to fully text-searchable scans (images). This can be very beneficial for searching particular documents by their contents (keywords etc.); while the OCR search used together can also help to locate any misfiled documents.

Rigorous quality control checks are applied throughout the document scanning and capture processes, as well as a separate dedicated department is allocated to perform quality checks in accordance with our In-house manual, and third-party audited EN BS ISO 9001 and EN BS ISO 27001 standards.

To ensure extra layer of security, the data can be encrypted at the highest available level of encryption.

The final scanned data can be supplied either on a Disc, USB Drive or downloadable from our SFTP.

After an agreed period of time and approval of the scanned data, the originals can be securely shredded. A shredding certificate is provided upon completion of the shredding process.

Free trial

We offer a free trial of our UK document scanning services. We can convert a section of your project to showcase the qulity of our digital conversions.

We offer a free trial of our scanning services to our prospective clients.

Contact us to find out more

Latest company news and articles

In May of 2018 the new GDPR (EU General Data Prot...
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Why choose Pearl Scan

Document scanning | Audits

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.

Logo's in which Pearl Scan Group has a number accreditations with including ISO