How filing cabinets used to look in office departments across the UK before Pearl Scan Group scanned them into digital formats to ISO quality and standards.

Document Scanning Services

Organisations and departments who deal with paper based documents on a regular basis or refer back to an archive will know first-hand how space and time-consuming to work with hard copy documents can be. Whether stored in filing cabinets or archive boxes either internally or externally, they can take up more space than many may realise, and cost businesses time and money when it comes to locating information from paper based documents.

Often causing delays with finding and extracting the information you need, searching through thousands of paper documents can be a long-drawn process that reduces productivity and efficiency typically by tenfold.

Many organisation have now realised the cost associated with ongoing management, storage and compliance and are exploring their options to convert their records to a digital format. Read more...

Due to the advances in the document scanning and conversion to digital format technology, it has revolutionised the document scanning services industry.

Pearl Scan Group’s service bureau is at the fore-front of investing in the latest document scanning, digitisation, data capture and conversion technology. This enabled our scanning service bureau to provide scalable, flexible and cost effective document scanning and management solutions.

Our document scanning and data capture bureau has the capacity to scan and process 10 x million images per month. Our clients requirements range from small to medium one-off to regular ongoing scanning to large volume one-off backlog scanning projects. Our document scanning bureau typically scans and convert the following documents on regular bases;

Multyple types of documents ready to be scanned with Pearl Scan Group's UK document scanning service.

Document Scanning To Digital File Format

These days most of our clients prefer to have their documents scanned and converted to PDF file format, however there are other formats which the documents can be scanned and converted to such as TIFF, PDF/A and Jpeg etc. In addition to having an image/scan of the document, the scanned images can be processed using an OCR technology which performs an optical characters recognition. Read more...

The OCR text can then be saved into a searchable PDF format, text file, csv or xml which can be used for content searching etc.

The scanned files (TIFF, PDF or Text Searchable PDF) are then typically indexed by the required file storage and search criteria. Depending on the need of the client and how often the files/documents are to be accessed, the indexation can be carried out at the file/folder or document level. Upon completion of the document scanning process, the data can be supplied on a Disc, USB Stick/Hard-drive or via SFTP.

Digital Storage With Retrieval Options

Some of our clients prefer to have the scanned files/folders and documents organised in typical Microsoft Windows folder/sub-folders structure, and other prefer to use more advance document storage and retrieval approach using our in-house open source Halogen software.

Document Scanning Services Delivered To Third Party Applications

For client’s who are using any third party electronic document management system (EDMS), such as Ms. SharePoint, SAP, DocuWare, Alchemy, Planning Portal, Version 1, Sage, ERP Systems, etc. and would like to import the scanned documents into their existing system, may wish to have the data in their preferred file format (TIFF/PDF/Searchable PDG, Jpeg) and the index data (metadata) in a CSV/XML etc. format – whatever is the requirement, our document scanning and data capture service bureau can accommodate.

Document Scanning Designed For Your Needs

Here are a few good reasons that we think as well as are testified by our existing clients that why you should consider Pearl Scan Group to digitise and convert your documents. In case you need further assurance, you can contact us to let our Sales Team know and they will be happy to provide you with any written references, case studies or arrange a site visit.

  • Successfully serving the nationwide document scanning and data capture industry since 2003.
  • Accredited to EN BS 9001, 27001, 14001, committed to IIP, PCI, Skills Pledge and ICO.
  • A custom-built document scanning bureau around security, scalability and flexibility.
  • Robust infrastructure to support small to large document scanning volumes as well as both short to long-term projects.
  • Trusted by many well established and globally known organisations such as the BBC, NHS, University of Oxford & Cambridge, Gunnies World of Records and many more.
  • To support our clients in need for a digital document management solution, we have developed our very own document management software and released it for free of charge as an open-source software – adding value and driving efficiency.
  • We are always thinking of ways to reduce document scanning and data capture services cost for our clients and constantly evolving from a typical box-standard document scanning service centre to a more of personal and creative service provider.
  • In-house document management development facility to offer bespoke scanning services.
  • Pearl Cloud system to provide state of the art cloud based document management.

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 scanning service to
our prospective clients to their required
format as proof of concept.


Case Study


Why Choose Pearl Scan Group

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