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How Does Document Scanning Help Law Firms?

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The benefits of legal document scanning can vary between different companies in the legal sector based on the way they currently conduct business.

Many companies looking for solutions to their current document management systems are often looking for one benefit such as increased efficiency or more space. What they don't usually realise is that document scanning and digital document management can bring a whole range of other benefits too. Here's a run-down of four potential benefits your company could gain from completing document scanning with Pearl Scan.

messy-officeClearing the Clutter

Imagine your office. What do you see? Do you see a clean and clear desk and enough room to hold a meeting (with space to spare)? Or do you see a cluttered desk and a room full of filing cabinets and boxes making the route to your desk more like an obstacle course? It's time to clear up! Call it an early (or late) spring clean. When you have your documents scanned by document scanning services like Pearl Scan, you will be given digital copies of all of the documents and we can shred and dispose of the paper copies if you wish. This will free up all of the space previously taken up by boxes of documents which will give you the opportunity to rearrange your office or even completely redesign it!

document-scanning-saves-moneyRecovering Costs

If you currently store large quantities of documents off site, your annual storage costs will be racking up significantly. With document scanning and digital document management you can banish those storage costs. Storing digital documents will cost you nothing because they will be stored in computer files or on an online cloud system.

The scanning process itself can cost you as little as a penny per sheet for large quantities and very little more for smaller quantities. This would be a one-off payment compared to the regular outgoing payments for offsite storage, so you can start saving costs almost immediately.

workflow-solutionImproving Workflow

With a digital document management system brought about through document scanning, you can improve your workflow no end. Having been OCR processed and indexed, it will be simple and easy to find your documents using a simple text search. You can also email copies to the necessary parties or give them access the files on Pearl Cloud. As well as the quick sharing benefit, you will also be able to view and edit documents from anywhere, at any time. No more being glued to the desk all day.

office-movePeace of Mind

We know how important it is to keep legal documents safe and secure and that's why we operate from highly secure premises. We also offer file encryption and can set up password protection for your documents so they can only be viewed by those who have permission. This form of document storage and document management offers a great deal more protection from damage, theft and loss that hard copy, paper storage does which could eliminate any form of worry you may have about the safety of your documents and means you can focus on more important matters.

If you would like some more information about Pearl Scan's legal document scanning services and how your company can benefit from going digital, take a look at our website or get in touch today for a free, no obligation quote for your scanning project.


Give The Gift of Efficiency This Holiday Season

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Continue the Theme of Giving This Holiday Season with Legal Document Scanning. We know you want to spread some joy to others in the season of goodwill so why not start with your staff?

Are they spending the run up to the holidays endlessly searching for files and documents in a messy filing system? What if we told you there was a better, more efficient and cost effective way?

You can get your legal documents scanned and fully digitised to make the festive period easier for everyone. Lifting a huge weight off the shoulders of you and your staff will be a great gift for them and the organisation as a whole.

We'll be working hard in the run up to the holidays to provide legal document scanning solutions for organisations wanting to clear backlogs of files before the New Year. Our Christmas document scanning process will work like this;

Step one-

Our sleighs, ahem, I mean vans, will collect your documents from anywhere in the UK with our secure nationwide collection service. We can even provide boxes if needed to keep your documents together and in order.

Step two-

Once your documents are at our secure facilities, the scanning can commence. Fasteners will be removed beforehand to ensure a smooth scanning process.

Step three-

Our state of the art scanners have the ability to scan up to 10 million images per month which means that, depending on the size of your project, we can have your documents scanned before you've even bought the turkey!

Step four-

After they have been scanned, the documents can be indexed using useful information such as dates and names and OCR processing can be applied to the images to make them fully text searchable.

Step five-

Before delivery, we can encrypt and password protect your legal documents as we know you rely on high levels of confidentiality. We have a large range of mediums on which we can deliver your documents including CD, DVD and USB, as well as with our legal document management software Halogen or on our cloud platform, Pearl Cloud Legal. We could even put your digital documents on a disk, wrapped with a bow, under the Christmas tree if you so wish.

Of course, we're joking here but the benefits you and your company can gain through document scanning are serious. Aside from the efficiency we have already mentioned, other benefits include reduced costs (with little or no storage and printing costs), increased space (enough to put up a Christmas tree perhaps?) and easier access to your documents (anytime, anywhere).

Here at Pearl Scan, we provide scanning solutions for a large range of organisations within the legal sector. With our legal scanning solutions, you can send efficiency and morale through the roof and be ready to start 2015 with a bang.

Legal document scanning is guaranteed to bring you happy holidays!


Close the Case on Paper and Save Space

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By going digital your company could save thousands of pounds and paper every year so do justice inside your office and save space, money and be more efficient!

Ok, enough of the puns, let's get down to the serious facts.

Space is at a premium. It increasingly affects both big and small law firms all over the country and has become one of the most significant costs to almost any organisation.

One of the biggest consumers of space in the offices of law firms is paperwork and documents whether stored in filing cabinets, boxes or chests of drawers. Our services are made with this problem in mind.

Pearl Scan provides highly successful yet cost-effective solutions to digitise your files efficiently and effectively. While the service may sound complicated, simple management systems that mean that the transition from paper to digital will be easy and straightforward so you can see the cost benefits almost immediately.

Best of all, we do all the hard work and you simply benefit from a simpler to use system that's easy to pick up and saves you lots of room and costs.

This is how Pearl Scan's Legal Document Scanning process works;

1. We collect your documents and files from anywhere is the UK with our natonwide collection service.
2. Once the documents are at our premises, they are prepared for scanning. Fasteners such as staples and paperclips are removed to ensure a smooth scanning process.
3. We will then scan your legal documents using the latest state of the art scanners.
4. We index and OCR process your Legal Documents to create a searchable digital archive.
5. We can deliver the digital archive via CD, DVD, USB or our specially designed cloud based secure portal, Pearl Cloud as well as onto our document management software, Halogen.
6. Once you are happy with your digital documents, we can securely shred your originals and provide a certificate of destruction or they can be returned to you.

Whether you wish to have your documents collected and digitised on monthly, quarterly or on annual basis, we can tailor the service to your exact needs.

Quality, Service and Standards – Guaranteed to meet your business data security and confidentiality requirements.

We are certified with the following accreditations;

ICO Information Commission Office for data protection
ISO 9001 ISO standards achieved for quality management
ISO 27001 ISO standards achieved for information security management
ISO 14001 ISO standard achieved for environment management

If you would like some more information on the legal document scanning services we offer and how they can benefit your company, get in touch today or get a free, no obligation quote for your scanning project by following the relevant links below.