It's bit of an under statement to say that office space in London is at premium. Tailored around improving efficiencies and cost saving, our document scanning, digital document archiving and data capture services offer excellent alternatives to physical document management.

Tailored Services for the Capital Document Scanning, Digital Archiving and Data Capture

Our document scanning and data capture team ensures that your documents are expertly prepped, scanned and converted into electronic files in a format you need such as PDF, Text Searchable PDF or TIFF, etc). We can also customise our scanning process to meet your specific scanning requirements.

Document Scanning Process

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.

The Process in Depth

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Complete Document Scanning and Management Services

Our scanning, capture and digital archiving services in London include everything from Office Documents, Microfilms, Microfiche, Bound Books, X-Rays, Business Cards, CAD Conversion, and Digital Mailroom to comprehensive corporate document management services. We use top-of-the-line document scanners and document capture software, including our very own inhouse developed Halogen and Pearl Cloud software for a complete document management service.

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General Documents

All general office documents are scanned to fully organised digital files and folders. Once scanned the data is supplied via our secure download portal, CD or a USB drive etc. The original documents can be returned, shredded or securely stored in our archiving facility for the required period of time.

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HR Files

Document scanning for the HR and Shared Services departments including training, health & safety and payroll files. We also provide specialist document sorting, scanning, categorisation, full indexation of individual documents and digital document management in accordance with the GDPR requirements.

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Suppliers' Invoices

Creating a digital archive for the accounts payable documents by scanning suppliers’ purchase invoices, expenses, delivery notes, receipts, bank statements and year end files, etc. As well as providing e-invoicing and automated accounts payable solutions.

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Scanning and digitisation of all types and sizes of bound books, magazines, and newspapers to digital format such as PDF, text Searchable PDF, TIFF as well as conversion to e-Book readers’ formats for the likes of Amazon Kindle, Sony and Apple etc.

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Legal Documents

Specialist scanning services for the law firms and corporate legal departments. This includes document sorting, scanning, metadata capture, bate stamping, categorisation of various documents types for digital document storage and access, distribution, e-bible, e-discovery and disclosure requirements.

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Medical Records

Scanning and digital archiving of medical records for the NHS, GPs, opticians, private medical centres, dentist and corporate occupational health departments. The documents are scanned and stored in a digital format such as a PDF and each files is indexed by the required file storage and retrieval criteria such as patient name, date of birth and NHS number etc.

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Microfiche and Microfilm

Conversion of all micromedia formats such as roll of microfilms, 3M cartridges, microfiche jackets, aperture cards and 35mm slides to TIFF or PDF digital formats for easy storage and retrieval.

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Forms and Surveys

Scanning and intelligent capture of all types of structured and non-structured forms including surveys, questionnaire, exam papers, application forms, vouchers, coupons and research documents. The data is capture and extracted to a structured format such as Microsoft Excel, CSV, XML or SPSS etc.

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CAD Conversion

Conversion of architectural, electrical or mechanical drawings and plans to fully editable CAD formats such DWG or DXF.

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Business Cards

Scanning and data extraction from all types of business cards to any address book format such as Outlook, SalesForce and Google as well as to CSV, XML or Microsoft Excel files.

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Choosing us to scan your documents

Professional, experienced and trusted by many well known national and multi-national organisations. We provide confidential and secure document scanning, data capture and digital document management solutions.

Get in touch

Call us on 0207 183 1885 or fill in a Quick Quote form to find out how we can help you

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Start your scanning project today
Trusted by Fortius Clinic.
Trusted by NHS.
Trusted by Ecofin.
Trusted by BBC.
Trusted by Dogs Trust.

Comments from our clients

Scanning legal files to PDF format - You have done a fantastic job and I can't believe all of those 8 lever arch files have been condensed into that tiny USB. Thanks very much for all your help and I will definitely be in touch if we need any more scanning done in the future.

Fortius Clinic

Business card data conversion - An efficient, speedy and very friendly service. They arranged the pick-up and return of the business cards and once all scanned the file was sent to me without any delay. If you’re looking for someone to scan your business cards I can highly recommend Pearl Scan Solutions.


Captured data transferred to MS Excel spreadsheet - We were delighted with the professionalism of Pearl Scan and the speed of the job. The communication with them throughout the project was excellent and we would definitely use them again.

Dog’s Trust

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.

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


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.