PearlScan

Document scanning services Working with multiple industries and departments

Our document scanning services are tailored for both small and large organisations in the private and public sectors. On day to day basis we scan anything from a single file to hundreds of boxes for our clients – no job is too big or too small for us. Whether you have a simple scan to PDF need or require a more complex document management solution, our experienced team will ensure that it meets your expectations in the most cost effective way.

We aim to provide services that are tailored for individual needs of our clients. Our customers benefit from working with an experienced team of professionals who have been providing document management services for almost two decades to organisations throughout the country.

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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Digital Formats

Our document scanning services are tailored to suffice individual needs, achieve maximum efficiency and cost effectiveness. PDF is one of the most popular formats for the documents to be digitised into, however we are equipped to scan to many different formats, such as TIFF, JPEG and PDF Searchable, etc.

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OCR

In order to convert printed documents to text searchable PDF format, we use OCR (Optical Character Recognition) technology. Once the documents are scanned, OCR allows us to index the contents of these documents, while providing search flexibility and greatly reduced retrieval time.

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Shredding

Once document scanning and processing is finished, the original documents may be shredded in accordance with the BSI standards. We will only shred the documents upon agreed period and with the clients’ approval, however, if the shredding is not required, we can return the documents or store them for a required period.

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Security

We understand the importance of security and confidentiality for our clients. Physical and virtual security is ensured throughout the whole document scanning process and we are proud of our accreditations, which provide the proof that we give extra effort to guarantee peace of mind to our clients.

We scan documents for various industries

  • Purchase Invoices. Suppliers’ invoices, statements, debit/credit notes, expenses, audit reports etc.
  • HR Files. Employee files and payroll records, etc.
  • Medical Records. Patient files, GPs’ Lloyd George envelopes, dental records, mental health, occupational health, etc.
  • Legal Documents. Client files, commercial documentation, conveyancing files, tenancy files, case files, intellectual property rights, permissions files, etc.
  • Logistics and Operations. Collection, delivery and dispatch notes, site files and plans and health & safety files, etc.
  • Local councils. Planning and building control files, maps and plans and housing and tenancy files, etc.
  • Schools and Universities. Pupils’ and students’ files, payroll, HR files, archives and students’ registration cards, etc.
  • Manufacturing. Clients’ files, production records, technical drawings and maps and audit reports, etc.
  • Digital Mailroom. All incoming post converted to electronic mail. Delivered safely and securely to be read on your monitors or electronic screens.

Why scan your documents?

  • To save premium office space
  • No more storage space
  • Do not have easy access
  • To meet GDPR requirements
  • Moving offices
  • To become more efficient

Get in touch

Call us on 0161 832 7991 or fill in a form for a free and prompt quotation.

Get a Quote

Start your scanning project today

Our specialist software provides effective document management, storage and retrieval.

Pearl Cloud Unique Cloud Storage for your documents

Pearl Cloud is a storage platform that eliminates the need for in-house hardware, software, backups and maintenance. We will look after your storage and retrieval needs, providing employees with unique passwords and taking care of all admin.

Learn about Pearl Cloud

Halogen Free document management software

This popular option among Pearl Scan customers comes in both standalone and network versions, providing flexible and scalable options to SMEs and large corporations.

Learn About Halogen

We can scan at your premises

We provide on-site document scanning and digital conversion services for clients who possess documents that can not be removed from their premises, due to data confidentiality concerns and operational requirements. In an event like this, we provide an option to set up a scanning operation at your premises, instead of collecting your documents to our document scanning facility, and complete the document processing with our mobile document scanning equipment. The staff fulfilling the operation is experienced, fully vetted to the DBS/CRB accreditations and trained to handle variety of documents. Once processing is finished, clients have the option to have their documents scanned directly onto their servers or transfer the data to the required data location, through our encrypted mobile devices.

Upon completion of the document scanning process, any temporarily held data on our mobile storage devices is safely removed and equipment is decommissioned from the client’s premises to ensure confidentiality. The cost of on-site document scanning is usually much higher than off-site scanning, however it provides certain benefits:

  • View the progress of the scanning in real-time.
  • Enjoy peace of mind in knowing your documents are kept securely in your office.
  • Scanned documents are available for use as soon as they are digitised.

Read more about on-site document scanning here

Already using a document management system?

After scanning your documents we can supply the data compatible with your existing document management system, such as Microsoft SharePoint, Drop-Box, Office 365, Google Drive or EMIS etc.

Get in touch

We have helped many clients to import scanned data into their existing DM and ERP systems.

Contact Us

Comments from our clients

Pearl ensured that the project ran smoothly and accommodated over and above the original scope in documents to be scanned. The quality of the finished scanning was good and delivered in a format that could be used. The process was painless and delivered well by the development manager, with time well spent in the initial stages to understand formats and outputs. I would highly recommend Pearl Scanning.

Combat Stress

Grateful that we were kept updated with the progress. In addition, as we were unsure of our initial requirements they were able to talk through the options and assist in ensuring we weren't going to end up paying more than we needed to! Great service, that we'll certainly use again!

Digital Barriers Services Ltd

Thanks for completing the job on time and with so much care and attention. These are our archive documents that told the Anglian Water story from over 40 years ago; it was really important that they were scanned well and returned to us in the same condition. Pearl kept me up to date with progress of the project and return dates.

Anglian Water Service

Read more of our clients comments!

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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.