Document Scanning

 

Document Scanning Services

Pearl Scan provide a range of document scanning and document imaging services for all sizes and volumes according to your specific requirements. Regular document scanning tasks include: scanning files to TIFF, PDF, Searchable PDF format, JPEG or document scanning and conversion to an text editable format such as OCR conversion to Microsoft Word or Excel.

We have many years of experience working with all types of businesses, from Central and local Government and public sectors to private organisations and large blue chip companies. Handling and scanning these many different types of documents has enabled us to understand each clients specific scanning requirements and how to decide what would be the most suitable and cost effective solution to meet our clients needs while also offering a quick project turnaround time. Our experienced scanning advisors can help you with all of your document scanning and electronic archiving needs.

Which Documents to scan?

Pearl Scan specialises in providing complete document scanning, document imaging services and document management software and systems.

If your requirement is to scan any of the following:

• Client/Project Files
• Completed Forms
• Newspapers/magazines
• Books and brochures
• Invoices
• POD's (Proof of Delivery receipts)
• Medical Records
• Accounts Documents
• Training Manuals/Reports
• PDF Scanning
• OCR Scanning
• Legal Documents (E-Bible)
• Microfiche Scanning

Pearl Scan's document scanning bureau can provide you with the best way to digitise your documents at good quality and at an affordable cost.

The Document Scanning Process

Prior to any document scanning process, the documents must be prepared. Wherever necessary, this process includes de-stapling, un-binding, removing any creases/folds and plastic wallets etc. We use a range of high-speed, state-of-the-art scanners to ensure the image and final quality of the scanned documents are of the highest possible standard. Our scanning service also includes image processing, in which image cropping, de-skewing and image enhancements can be applied to any poor quality or old documents to enhance their final image output quality.

Output of Scanned Formats

Documents can be scanned into various formats, depending on your requirements, we can advise you on the most suitable solution for your needs. The industry standard regular electronic file formats include:

• TIFF Format (widely used for electronic archiving, compatible and supported by Microsoft Windows)
• PDF (Adobe Acrobat) suitable for viewing/sharing/distribution/security/online access and electronic archiving
• PDF Searchable (recommended for quick search by the keyword in the document)
• Microsoft Office formats such as Word and Excel
• JPEG (suitable for colour pictures scanning/distribution)

Document Indexing

After the initial scanning stage, we will then index the scanned files for easy text retrieval by various searchable categories. Indexing of the documents helps users to search for files or documents afterwards by using different categories such as:

• Reference Number
• File Number
• Client Name
• Company Name
• Title
• Date

Our latest file indexing software can also capture any printed barcode information on documents and index your files using the barcode data, so you can even search your documents by a barcode reference number. Additionally we can also use Optical Character Recognition (OCR) on your scanned documents to include a fully text searchable feature such as searchable PDF; this means you can search all of your scanned documents using a single keyword or a phrase.

This technique is particularly useful for companies who are in the research, legal, pharmaceuticals and editorial sectors. Further to our document scanning process, images can be converted to PDF format or even searchable PDF format for useful keyword searches and specific content searching etc. Once fully scanned these files can be put on to a CD or hosted securely online for quick and easy retrieval

Document Search Software

We also supply our FREE Document Retrieval Software as part of our scanning bureau services to our clients. This is already on the CD or DVD so all you need to access your documents is a PC. Simple!

Document retrieval software helps you search through thousands, even millions of documents and instantly find the required document in just a few seconds. Our search software is very user friendly and above all no prior training or any installation is actually required. Once the CD is inserted into your PC, a small search window will appear on your screen, all you need to do is simply type in the file name and within moments the file will be displayed on your screen.

Quality Assurance

Quality control is our first priority, all our documents are scanned to our externally audited ISO 9001 Quality Assurance procedures. We also follow the BS DISC PD008 recommendation for the legal admissibility of scanned information from files and documents.

For further information on Pearl Scan's document scanning, document conversion and document management solutions, please contact us here:

Tel: 0161 832 7991
E-mail: sales@pearl-scan.co.uk