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How to disaster-proof your business

Capturing data and scanning documents into digital files is the answer to disaster proofing your business.

Here in the UK we have been pretty lucky with the weather over the winter. Aside from a few frosty mornings and a few downpours, most of us have got off lightly. It’s unwise to take the weather for granted. And when you run a business, that is even more important.

So how can you make sure your business is in the best position, should disaster strike?

Eliminate or reduce paper processes

Although many organisations have embraced the paperless resolution, there are still many that rely on paper processes every single day. Not only does this affect the day to day running of a business, but it can also spell disaster should something happen – such as a flood or fire.

Switching from manual, paper documents to electronic ones is one of the best ways to make sure you don’t lose important documents and information should disaster strike.

Find out more about our document scanning services, and how they can help to transform your business.

Back up documents to the cloud

Once you’ve moved to a digital way of working, it’s time to back up your documents to a cloud-based platform, as even electronic documents are vulnerable to damage as a result of a flood or fire.

Documents that are hosted however will always be kept safe should your workplace be damaged – and what’s more, there’ll be accessible from anywhere with an internet connection!

Find out about our simple cloud-based software, Pearl Cloud.

Make it easy to access documents and software outside the office

Should bad weather mean you can’t get to the office when you desperately need an important file, contract or contact information, this can be disastrous. But using a remote access piece of software, like Teamviewer can make this a thing of the past. It allows you to access and use a computer, from another one, as if you were sat directly in front of it.

We can never be certain when disaster may strike – or if indeed it ever will. But all businesses, no matter what sector, can take steps to alleviate their risk and make sure the show can go on no matter what.

Get in touch if you would like to know more about our document scanning services and going paperless in the office.

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Cloud Storage: The Basics

Cloud Storage

What is Cloud Computing?

Cloud computing allows you to access any data and applications you like as long as you are connected to the Internet. The official definition from the National Institute of Standard and Technology defines cloud computing as “a model for enabling convenient, on-demand network access to a shared pool of computing resources that can be rapidly provisioned and released with minimal management effort, or service provider interaction.”

How Does This Link To Storage?

To put it simply, without cloud computing there would be no cloud storage. Cloud storage solutions are a branch of cloud computing developed exponentially over the last few years.

So What is Cloud Storage?

Cloud storage is a way to save information to the Internet. Cloud computing services store this information in a secure online location. It offers a quicker, easier and safer backup system than traditional file storage methods. As long as you have an Internet connection, you can access your files and programmes from any computer or device, anywhere in the world.

Usually divided by the types of files it handles, cloud storage comes in a variety of types, with some systems only designed for a particular end; to support specific files such as videos, documents, emails and pictures. Most cloud systems however, will store nearly any type of digital file.

Cloud Storage Categories

Cloud storage systems are divided into two categories; small and large. Smaller systems deal with the needs of non-organizations – the average Internet user. Larger systems tend to work solely with businesses to store millions of files.

Smaller systems are housed in data centres, which can contain dozens of computers at once. Larger systems for corporate clients require a network of data centres, each housed in its own building the size of a warehouse.


At least one data centre connected to the Internet is required for a cloud storage system to store files to the cloud. In order to access files sent you have to go through a dedicated web interface.

Halogen Cloud

Halogen Cloud is Pearl Scan Solution’s very own in-house designed cloud storage system.

Understanding that each client has individual needs, Halogen Cloud is a bespoke service complete with superior features such as company branding. Training can also be provided if required and for those not so IT minded, don’t worry, the service includes all administrative requirements such as system upgrades to keep you riding the cutting wave of cloud technology with ease.

What is your favourite cloud management system? Let us know on social media!

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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.