Welcome to the Pearl Scan website

Scanning Services

  • Scanning of Documents, Books, Microfiche and more!
  • Sharp, fast and cost-effective scanning solutions
  • Handle from small to large scanning projects
  • Quality control, ISO certified
document scanning service

Why choose us

Our Accreditations

We hold a number of ISO accreditations including: ISO 9001 (Quality Management System), ISO 27001 (Information Management System) and ISO 14001 (Environment Management System) and Member of PCI (Security Standards Council). We are also a member of: ICO. (Information Commissioner’s Office), Member of Information and Records Management Society, Investors In People and Member of The Skills Pledge.

Certifications bar

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.

 

Free Trial

free-trial

We offer a free trial scanning service to
our prospective clients to their required
format as proof of concept.

CONTACT US

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Clients Pearl Scan

How our Scanning Service works

Collection of documents in the UK

1. Nationwide Collection

Our secure vans and team of collection coordinators can collect your documents from anywhere in United Kingdom the same or the next day, as required. We can also supply our secure A3 size boxes, which can hold bundles, folders, hanging files and any other loose documents.

staple removal before scan documents

2. Preparation - Removal of clips and fasteners

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

Scanning Services

3. Scanning

We use the latest scanners equipped with ultra-sonic double-feed, automated colour detection and image processing applications. We can scan to PDF or any other preferred format such as searchable PDF, TIFF and JPEG. We can scan documents as small as a till receipt right up to A3 large format drawings and plans in full colour, greyscale or black and white. 

index of scan documents

4. Indexing 

Once the document scanning is done, we can then index each document by its relevant file / document data, for example, Title, Name, Address, Reference number, date etc.  

OCR document scan5. OCR Processing - Optical Character Recognition

We can also offer OCR processing to convert your documents to fully text-searchable documents. This can be very beneficial for searching particular documents by their contents, e.g. keywords as well as OCR search helps to locate any mis-field documents.  

Record Scanning6. Quality Assurance and Control

All of our scanning services are fully accredited to ISO 9001:2000 quality assurance standards. In addition to this, we have developed our internal quality-control procedures to ensure that the scanning process and digitalisation meets the required industry standards. 

document scanning secure storage

7. Data Delivery Medium

The scanned images (data) is normally supplied on CD, DVD, USB, secure FTP, Halogen or our Pearl Cloud portal. For the security and confidentiality of the data delivery, we can encrypt the entire data using highest level of encryption. As well as providing data in a standard PDF file format, if your department or company does not have any document management system we can supply the data in our free document management software, Halogen, or host it for you on our secure Pearl Cloud portal. We can also supply data in SharePoint

document secure shredding8. Secure Document Shredding and Disposal

Once you have approved the disks your papers can either be returned to you, securely disposed of via environmentally friendly document shredding processes or we can deep store them for a further required period.