PearlScan

Document Archiving

Document archiving has become much more common practice within businesses looking at saving money whilst at the same time improving efficiency.

Document Archiving Types

Archiving documents can be done in any number of ways. There is the traditional storage method where documents are stored within cabinets, drawers and store rooms. However; this method can be messy, hard to get around and easy to get out of order.

There are other companies, the likes of law firms and financial institutions for example, that prefer to use document storage facilities. This is a good way to get the documents out of your hair but still have them there when you need them but there are quite a few downsides to this form of document archiving;

  • The month on month cost is exceptionally high.
  • Retrieval costs, that many facilities will charge, are also high.
  • There will be a waiting time for the documents, that you may need to see as soon as possible, which can be days.

The final option is digital archiving. You’re probably thinking that it’s easy for us to say that digitally archiving your documents is the best method but there’s a very good reason we work in this particular field; because it’s the best option all around.

Digital Document Archivingdocument-archiving-blog

We have previously explored document scanning vs document storage in past articles. Digital document archiving is not just the best way of archiving your documents for the time being, it’s also very much future-proof. Having your documents accessible at any time through the digital archives on your computer system is vital to any modern business, as are the costs that you’ll save through not having to store documents or pay the ridiculous retrieval fees for your own files. In researching the costs of document retrieval, we found prices ranging from between £12-20 per file, so let’s say an average of £16 per file.

Digital document archiving is the most cost-effective solution to document archiving as documents can be scanned from as little as a penny per sheet. On top of this, office efficiency improves thanks to being able to access the files quicker with better flexibility and it is also space saving if you decide to dispose of the original paper-based files.

I you would like some more information about the document storage solutions we offer here at Pearl Scan, get in touch today or visit our website. For a free, no obligation quote for your scanning project, complete our online form by following the relevant links below.

Other Relevant Articles-
Document Archiving – The Top 3 Methods
How to Archive Financial Documents
Document Scanning Benefits


Why Choose Pearl Scan?

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.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     

Experience

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.

Security

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.

Innovation

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.

Scalability

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.