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Digital vs Hardcopy

digital document management system
When it comes to document storage this is the biggest rivalry...Digital vs Hardcopy!

It's a question we hear a lot; how should I store my documents? Nowadays, there are many different methods of storing documents that sometimes it's hard to decide which one is best for your office or organisation.


In times gone by, having a hard copy of a document filed away for when you needed information from it, needed to photocopy it or needed to make amendments to it was the standard solution. There wasn't really any other way to do it. However, a hard copy document is susceptible to loss, damage and theft. It could also take a lot of time to find the document you need which would result in lower workplace efficiency.

Despite these downsides, a hard copy document was still editable, to an extent. If changes needed to be made, handwritten amendments could be done to the document. This may not have been particularly neat but it did the job. Alternatively, amendments could be made to the document if it was originally made on Microsoft Word (or something similar) and the document would be printed out again to be stored in the filing cabinet.

While hard copy document storage has often been seen as the preferred way, and it does have its advantages, the world of document storage is changing.


All aspects of our world are continuing to go digital and that goes for documents too. As a society we are sending more and more emails and spending increasing amounts of time using electronic devices. Yet, some organisations continue to store their documents in hard copy in filing cabinets, boxes and folders despite conducting a lot of business online. But what is the solution to this? Coincidently, here at Pearl Scan, we have an effective solution.

We offer a bespoke document scanning service which involves the scanning, digital storing, delivery and disposal of documents. This complete cycle technique means you don't have to worry about your documents throughout the entire process, from the collection to delivery and disposal. We offer a wide range of choice to suit any project.

Mediums of Digital Storagepaperless blog

  • PDF
  • MS Word
  • HTML
  • TIFF
  • JPEG


As you can see, digital scanning and storage offers you a huge range of choices that you just don't have with a hard copy. So join the digital revolution and have your documents scanned today. For more information on the document scanning services we offer or to request a quote, get in touch today or complete our online contact form by following the relevant links below.


Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

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

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What's So Good About Going Digital?

What's so good about going digital? Let's take a look at the advantages of embracing the digital revolution.

We are told over and over again that we are living in a digital age but there are still some things that haven't moved completely in this technological era. Document storage is one of those areas. So let's take a rundown of a few reasons why going digital could be one of the best things you could do for your company.

efficiency1 300x300It's Quicker

When you hold files in hard copy form and store them in their hundreds in filing cabinets, folders and boxes, it can become quite a task to recover the document you need at all, let alone quickly. With digitised files, you can access the document you need through a simple search by file name, date, content etc. once they have been fully indexed and OCR processed.

With digitised documents, you can also share documents and files quicker without the need to print and send it via old fashioned post. A quick email or giving a colleague access to the file online is all you need to do. It's as simple as that.

document scanning costIt's Cheaper

Digital document management also brings with it the benefits of significantly reducing outgoing costs for your company. Now the files are fully digitised, there will be little to no need for printing which reduces paper and ink costs. You may think that having documents scanned in the first place will eliminate these savings but here at Pearl Scan, we offer document scanning from as little as a penny per sheet for large quantities and very little more for smaller projects. You will also save on document storage costs should you choose to dispose of the documents help in hard copy form.

secure scan on demandIt's Safer

Confidential information is often held on the documents we store and, if they ended up in the wrong hands, there could be serious consequences. When these documents are digitised, their contents can be protected from this kind of danger by encryption and passwords protection. Your documents will also be protected from the kind of damage sustained by hard copy papers such as rips, tears, stains and creases to future-proof the information on them.

messy officeIt's Greener

These days, offices are increasingly looking for ways to be more environmentally friendly. There are many accreditations to identify companies that are actively taking measures to reduce their carbon footprints. ISO 14 001 is one particular accreditation Pearl Scan holds, showing our commitment to environmental issues. With document scanning from document scanning services, you can begin to make your office paperless, or at least 'paper light' to reduce your company's carbon footprint. Once you have taken the first step you may want to implement more schemes to make the office greener.

You Could Improve Your Company's Reputation

Not only can your company gain accreditations for being more environmentally friendly but you could even redesign your whole office once you've ditched the paper and gone digital. With a fresh new look, you could improve the reputation of your company. Potential clients will see your company as a forward moving and highly aware of what it takes to improve the business for both company and client. This can only be a positive thing because no one goes into a company asking for the slowest, most expensive service, do they?

So as you can see, going digital can bring many advantages for you and your company. If you would like some more information about how document scanning services can help make the transition to digital much smoother, get in touch today. For a free, no obligation, quote, complete our online form by following the relevant links below.


Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

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

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What are Document Scanning Services?

Document scanning company
We spend a lot of time promoting ourselves as a document scanning service but what exactly are document scanning services?

Well, scanning services are just that; a service that does your scanning. Ok you didn't need that explaining. Let's go into more detail.

What do Scanning Services Scan?

The is a huge list of solutions scanning services can offer, including document scanning, book scanning and large format scanning right down to microfiche and negative scanning.

Who can hire scanning services?

Literally anyone could find themselves in a position where they need scanning services. These services cater for small to large organisations and individuals alike looking for ongoing scanning solutions or just a one off project. They can also cater for a range of sectors including legal, HR, education, medical/healthcare and many others.

What are the benefits of scanning services?

There are a huge range of office scanners out there ranging from the affordable to the downright luxurious so why are scanning services needed? Well, scanning services offer a solution with many benefits that are appealing to busy companies regardless of their size. Scanning services take away the time consuming nature of scanning documents and other items. You can leave what you need scanning in the capable hands of a scanning company for the entire process meaning you can concentrate on more important matters within the company.

Scanning services can also save you significant amounts of money over the long term.

How can scanning save me money?

With hard copies of anything, you need somewhere to store them, whether that's in off-site storage or in filing cabinets, boxes and folders in the office. This storage can cost unnecessary funds and/or use up valuable space which could be used more productively. Eliminating the hard copies, through scanning and digitising them, saves those costs almost immediately. Additionally, if you implement a digital management system to organise, share and edit the files, you will save costs on printing and postage annually too. As a result of all of this, the costs of scanning services are usually pittance compared to your current ongoing expenses.

Why do I need to scan these things?

When you keep important documents and other things as hard copies, you leave them susceptible to loss, theft and damage. They take up space and as we have already said, they cost money to store. Scanning eliminates these worries and future proofs the important things. By going digital, you will be able to access them at the click of a button from anywhere at any time. The benefits of going digital through scanning are endless.

Where can I find a UK scanning service?

You are on the right track. Here at Pearl Scan, we offer a range of affordable, bespoke scanning services which offer all of the above benefits. If you would like some more information on the scanning services we offer including document scanning, or if you would like a quote for your scanning project, get in touch today for a free, no obligation quote.


Request a Quote   |   Contact Us    |    This email address is being protected from spambots. You need JavaScript enabled to view it.

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

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Why choose Pearl Scan

Document scanning | Audits

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.

Our data capture and document scanning services offered in London are accredited to industry standards.