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Why Should I Digitise My Documents?

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why scan documents
Making the step towards digital document management can often be a big decision and one that needs to be carefully considered. So, here's some extra reasons why going digital is the best solution whether you store files on microfiche, microfilm, aperture cards or just paper.

To Save Moneytime and money savings

Storing files in hard copy wastes costs in a range of ways you might not even have realised. From extortionate off-site storage costs to expensive equipment needed for the likes of microfiche, microfilm and aperture cards.

To Increase Productivity

Viewing, sharing and editing documents can be a time consuming process with files stored in the methods mentioned above. By scanning and converting them to digital formats, you can send files via email, shared networks or over the cloud as well as edit them in real time and view them instantly.

To Access Files Easier

A great deal of time is wasted retrieving files stored in hard copy, not to mention the extra time wasted with viewing microfilm, microfiche and aperture cards just to find the document you need. With digital and fully indexed files, you can find them in seconds with simple text searches of titles or even contents.

To Free Up Space

If you store a large amount of documents and files on storage methods in filing cabinets overrunning the office, you could free up a lot of valuable space by converting those files to digital. This space can then be used more efficiently or rented out for extra revenue.

For Extra Document Securitydocument security

Digital files can be encrypted and password protected offering a whole lot more document security than hard copy files which are susceptible to loss and even theft. Even with the highest level of security, digital documents will always be safer than those stored in filing cabinets or off-site storage.

For More Flexible Documents

Digital files can be accessed at any time, anywhere that has access to where the documents are stored (internet, shared network etc). This means flexible working can be a real possibility for you as opposed to being stuck in the office because that's the only place you can access the information you need.

To Preserve Important Documents

Important documents can be damaged or lost if stored on paper, microfiche, microfilm or aperture cards but, by digitising these files, you can ensure they won't be damaged and you can back them up to ensure that even if they are lost, the information can be recovered.

Pearl Scan Can Helphappy worker

Here at Pearl Scan, we can aid your transition to digital with our completely bespoke scanning services. We offer microfiche scanning, microfilm scanning and aperture card scanning as well as standard document scanning for businesses in Manchester, London and across the UK. We handle the entire scanning project from collection to scanning and OCR processing then delivering your digital documents to you via USB, CD, DVD, secure FTP, email or through our online cloud platform Pearl Cloud. To aid future management of your digital documents, we can also provide our open source, document retrieval software, Halogen. For more information about the services we provide or for a free, no obligation quote, get in touch today.

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Document Scanning by Pearl Scan

The Scan-do Peopletm

For more information feel free to give us a call: 
Nationwide: 0845 22 55 923         London: 0207 183 1885
Manchester: 0161 832 7991         Birmingham: 0121 285 1900

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.
  • Audited >

    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.
  • Security >

    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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