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The Psychological Effects of Paperwork

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paperless office

The Psychological Effects of Paperwork and Clutter

Piles of paperwork and cluttered workspaces can leave you feeling overwhelmed and stressed – and you’re not alone. Clutter isn’t just a physical problem, as it can have a mental impact too, at home or at work. The difference is at work you’re meant to be productive and gets tasks done – which can seem physically and mentally impossible with a desk of stuff.

While piles of paperwork are obviously hindering work processes and hampering efficiency, many workers just can’t get away from their mounting masses of sheets. So much time is wasted looking through files, folders and loose papers for the right correspondence but this isn’t the only problem with our dependence on paper.

Chaos of Clutter

Various studies have found that physical clutter negatively affects the brain in a way that prevent it from focusing and processing information. The brain views clutter as a chaotic environment and limits the brain’s ability to process information – which can obviously affect work performance. Clutter is distracting in any environment, but especially in a work environment and smaller spaces.
Think about the kitchen as a functional room with clutter. People often can’t concentrate on cooking a meal if there are dirty pans and dishes all over the countertop. Now apply this to a work environment and you can understand the constant battle that workers deal with every day in the office.

Sensory Overload

Clutter can also overload the senses as everything competes for your attention. It can literally stop your ability to think creatively and make you feel stressed. The effect on the brain is similar to when you are multitasking – except this is all going on in the background while you’re trying to focus on one task.

The answer: Decluttering

The only way we can start to positively improve desks and working environments is to remove the clutter. There may be as much personal clutter on a workspace as there is work-related items. Organise your workspace by neatly putting things out of sight, in drawers or on shelves, or a desktop tidy unit. Only keep things which you need and make you feel calm.

The next step is to eliminate paper altogether. In the digital age we live in, there is no excuse for piles of paperwork and sheet scattered around the office. All files can be stored and accessed electronically, which is not only more efficient but will improve employee productivity.

Ready to embrace the paperless office? Pearl Scan can help every step of the way.

The Benefits of Bulk Scanning

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The Benefits of Bulk Scanning

Bulk Scanning

 

The Benefits of Bulk Scanning

There are a multitude of benefits to scanning business documents in bulk – here are the main advantages.

Saves Time

Bulk scanning can save significant amounts of time, compared to implementing paperless operations bit-by-bit. Gathering all documents into one place to be scanned can be a stressful and sometimes overwhelming experience however; once this is out of the way bulk scanning can be a quick, simple and effective process and you can reap the benefits of electronic document management straight away.

Faster Integration

By bulk scanning documents, businesses benefit from faster paperless operations integration. This gives them the chance to implement operations faster and iron out any issues experienced all at once. Incorporating scanning into day-to-day business gives managers and employees alike the chance to see exactly how things will change, as well as understanding exactly how the process will affect their roles.

Departments Can Transition at Once

Companies that take the time to switch an entire department over to paperless operations are allowing a business and its employees to draw benefits from a big transition. Managers should answer questions, ease worries and ensure that all employees understand what a digital move means for a business and its departments. This allows each staff member to work off the same page and recognise what they need to do to help a business move forward, meet goals and exceed expectations. Scanning documents department by department can be effective, but why not save time and do everything all at once?

Saves Space

Bulk document scanning can transform an office space, reducing paperwork and unneeded filing cabinets. This space can be utilised in many ways from adding more workstations for staff without having to relocate to a new premises.

Some businesses may discover that their office is too big for purpose once all documents have been digitised. This gives companies the opportunity to move to a smaller space and benefit from the savings of lower rent.

Saved space can be used to improve the office environment and improve employee productivity thanks to a less cluttered area.

All Documents Can Be Accessed in One Place

Getting rid of excessive filing systems and investing in bulk scanning puts all documents in one digital place. This increases turnaround times, reduces the time spent searching for a document and gives employees the opportunity to focus on other important areas such as customer service. Focussing on other things rather than spending this time wandering in search of a lone piece of paper helps businesses identify strengths and weaknesses; which can be built upon to help a company grow and develop.

How do you think bulk scanning can benefit a business? Share your thoughts with us on social media! Continue reading about document scanning services.

Switching from Microfiche and Microfilm to Digital

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Switch from Microfiche to digital

Once considered cutting edge storage solutions, microfilm and microfiche are now seen as inefficient and outdated. Day after day there is more digital technology being released, making microfiche and microfilm obsolete. Find out below whether embracing the digital revolution will benefit your business.

Microfiche and Microfilm: What is the Difference?

Types of archival products that can store documents and photographs, microfilm and microfiche are negatives that are fed into a machine, and made positive for viewing.

Microfiche is normally 6 inches by 4 inches per sheet. These sheets are placed under glass, and then light is shone behind or beneath the plastic microfiche, while a lens magnifies the image. This image is then projected onto a screen so text can be read.
Viewed in a similar way, spools move the microfilm back and forth under glass. Microfilms tend to hold a considerable amount of documents in a single sheet compared to microfiche. Technology has developed so much that both microfilm and microfiche images can be viewed on digital computer screens using specialist software.

Fun Fact: Housed at the Library of Congress is one of the largest microfilm collections in the world. In the Microform Reading Room researchers can read over 7 million pieces including posters, photographs, archives, rare publications and ancient manuscripts.

Advantages

Microfilm is a low-cost way to preserve hundreds of documents on one spool of film. Closed cartridges allows for microfilm readers to self-thread a reader for quick use. This is different to microfiche which provides easy access to groups of documents. This format is easier to update as a new sheet can be added at any time, allowing easier document organisation.

Disadvantages

If not stored properly sheets of microfiche can get lost, it also costs more to produce. When it comes to microfilm, it can be difficult to update reels. There is also a slower retrieval rate with microfilm, which depends on the filing system used.

Digitally Scanning Microfilm/Microfiche Files: Advantages

There are many benefits to scanning microfilm and microfiche files. Not only can it cut costs and reduce the need for outdated machinery, it can help save space and boost staff morale. Documents become easer to find which can help increase productivity and efficiency. Additionally, digitalising microfilm or microfiche increases the search-ability of files and images so staff can search for certain words or indexes and find relevant PDF files immediately.

Are you considering switching to digital operations? How could your company benefit? We want to hear from you, let us know on social media!

Accreditations and Certifications

Accreditations and certifications

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Why choose us

  • Experience >

    We have over a decade of experience providing scanning services for some of the most reputable companies in the UK including blue chip companies and organisations as well as small businesses and private individuals. Some of our past clients have included NHS, local government, Manchester Metropolitan University, The University of Manchester, Aviva, BBC, Sky, Metropolitan Police, Environment Agency and many more.
  • Scalability >

    We have the infrastructure to support small-to-large, quick-to-long term scanning projects and with a capacity to scan 10 million images per month. This scalability provides a great deal of flexibility with the services we offer meaning we can tailor all of our services to suit the needs of each client and we will always try our best to accommodate any request.
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    We are backed up by external quality and security audits. Our operations have been audited and approved by many NHS, Local Authorities, Private blue chip companies and we pride ourselves on the high levels of quality and security we provide to each and every one of our clients.
  • Accreditations >

    We hold a number of ISO accreditations including ISO 9001 (Quality Management System), ISO 27001 (Information Management System) and EMS 14001 (Environment Management System) and Data Protection 1998. We are also a member of the Information and Records Management Society as well as being supporters of Investors in People and a member of The Skills Pledge.
  • Innovation >

    Our scanning bureau is fully equipped with state-of-the-art dedicated scanning hardware catering for a wide range of document types and sizes making us a one-stop service for your scanning and digital conversion cycle. We upgrade our scanners to keep in line with the latest scanning technology and ensure we are providing the best possible scanning service at all times.
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    We operate from a custom built scanning bureau focussed on security, safety, confidentiality and scalability. The main building is monitored by Red Care security systems and has 24 hours internal and external CCTV. We are more than happy for you to come and visit our premises so we can show you how safe your documents are with us.
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