OCR is a technology that converts different types of documents such as, scanned images or PDF files into editable and searchable data. Suppose you have a book that you need to edit, this can be scanned and supplied in Microsoft Word document format or you may have large volume of documents that you need to search through for text (keywords), this can be scanned and supplied as a text searchable PDF file.

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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What types of material can be OCR Scanned

Any printed text can be scanned and OCR processed, the printed text can be from a type writer or modern office printer.

Typically, our processing centre scan and OCR process the following types of material on regular bases;

OCR scanning and output formats

Once a scanned image or digital file is OCR processed, it can be converted to any digital file format.

For example, the following material can be scanned, OCR processed and converted to formats as below;

  • Manuscripts and Books to editable Word, text searchable PDF
  • Newspapers and Magazines to text searchable PDF
  • Trade Directories to Excel format
  • Operation and Maintenance Manuals (O&M) to text searchable PDF with Bookmarks
  • Customer and Employee Files to text searchable PDF 
  • Invoices to text searchable PDF, .csv or Excel

Our OCR plus services

The OCR technology has come a long way and been much improved over the last few years. It is to be noted that if the original document is not a good quality print, legible or have lines/marks across the text etc., this will effect the character recognition (text recognition).

Some of our clients would prefer to correct the OCR recognition errors themselves as they proof read their own work and others would like our document scanning and OCR conversion department to provide this facility as well as further enhancement services.

Following is a list of our OCR Plus and enhancement services;

  • OCR errors cleanup (spellings, and re-typing of any incorrect or missed text)
  • Re-formatting (layout, tables, images, fonts, pagination etc.)
  • Desktop publishing or print-ready format

Contact us now

To discuss your OCR Scanning and Conversion requirements.

OCR Scanning Quote

OCR scanning and conversion to popular formats Variety of documents are scanned and OCR processed

OCR of documents to Microsoft Word format

If you have a documents or books in hard copy format that you need to edit or update, this will normally require a significant amount of manual time to re-type. By using the OCR technology, we can scan your book, apply OCR and output the data to an editable format such as Microsoft Word in a very short time frame. This saves huge amount of manual time in re-typing, re-structing and adding any images separatly. This can all be carried out for you by our Book Scanning and OCR conversion team.

OCR of Documents to Excel Format
Documents , trade directories, printed address book or something similar can be scanned, OCR processed and converted to Microsoft Excel, CSV or XML format. The structured data can be used to createt a database or imported into any existing CRM system.

OCR of Documents to PDF Searchable format
OCR provides machine readable and searchable formats better than standard non-readable and searchable image formats, such as PDF, TIFF, JPEG etc. The scanned documents can go through the OCR process and converted to searchable format such Adobe PDF files.

OCR of Non-English based languages
Our OCR scanning and conversion service provides intelligent recognition of Non-English based languages documents. Our OCR technology supports all major languages in the world, including English, French, German, Chinees, Japanees, Urdu, Arabic and Russian etc.

OCR scanning and conversion related articles

Advantages of OCR scanning

Those of you who are new to OCR (Optical Character Recognition), or even those of you who are familiar with it, might understand why it may be a useful tool when it comes to digital document storage rather than traditional paper storage.

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5 Facts about OCR

1. OCR (Optical Character Recognition) conversion produces fully text searchable documents. 2. There are three types of OCR clean up. At Pearl Scan, we can use Optimum Character Recognition on the following things;

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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.