Conducting a market research to analyse data and to produce statistical analysis report or to capture data for operational processes is the key to many organisations. Typically, this will either be entered by hand or using an advanced data capture system. The manual data input is laborious and costly, and computer based data captures requires capital spend, technical resources, training and ongoing support cost which may not be feasible for a one-off project. Therefore many organisations would look to utilise a specialist survey scanning and data capture service provider who offers the technical expertise as well provide a more cost effective solution.

Types of paper survey scanning and data capture

  • Customer feedback surveys
  • Customer contact forms
  • Medical surveys
  • Employee feedback surveys
  • Market research survey
  • Training feedback forms
  • Retail price draws and surveys
  • Application forms
  • Exam and test papers
Document Scanning Process

The document scanning process What we do with your documents

  • Collection

    We can collect your documents from your offices anywhere in the UK on the same, next day, or whenever is required.

  • Conversion

    OCR Processing can convert your documents to fully text-searchable files. Using this, it is quick and easy to locate specific data within a file, using keywords to search through the files.

  • Delivery

    Our files are fully accredited to ISO 9001:2000 quality assurance standards and we have developed our internal quality-control procedures to ensure that the files meet required industry standards.

The Process in Depth

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Our survey scanning services

Over the last 15 years, Pearl Scan has worked with hundreds of organisations to provide accurate and cost effective survey data capture services, regardless of the size of their project. Our typical surveys scanning and data capture project range from couple of thousands to hundreds of thousands of surveys. The surveys typically spans from a single A4 sheet to a more lengthier booklet, containing pre-printed text, barcode information, handwritten data and multi-choice tick boxes etc.

We also have the expertise to capture multi-lingual surveys from the major European languages and have developed bespoke internal toolkit to deal with any non English handwritten data.

Our surveys scanning and data capture services provide end-to-end solution. Based on each customers’ requirements, we can provide the following services

  • Designing a new survey or assessment of the existing
  • Print and mail distribution
  • Scanning of surveys to digital image format
  • Capturing open-ended and closed questions data
  • Conversion and formatting of the data into CSV, XML, SPSS etc.
  • Delivery of data as bulk or in smaller batches as they arrive for processing

Our approach to scanning your surveys Before we begin your survey scanning and data capture project

Our data capture specialists will work with you to study your survey, form or a questionnaire in order to assess the following key areas;

  • The overall structure, layout and formatting of the form
  • Types of questions and data to capture
  • Data output requirements
  • Collection and delivery requirements

Being a national scanning and data capture bureau in the UK enables us to work on projects which are spread over multiple locations or being collaborated between different offices or teams.

Upon completion of our initial assessment, we will then advise on the most suitable scanning and data capture options to ensure the data is captured in the most efficient and cost effective way. Our surveys scanning department has the capacity, flexibility and scalability to scan all types, shapes and sizes of survey forms within a short lead time.

Typically, for larger survey scanning projects, we will appoint a dedicated account and project manager to further enhance communication between all teams, providing an on-going customer support and submitting regular project update reports.

Data capture file formats

Our data capture team can output and provide the data in almost any required format. Following is a list of different data file formats that we can capture and extract the data into

  • Excel
  • CSV
  • XML
  • SPSS

Assistance with Statistical Data Report

In addition to capturing the data, if required our data capture team can also work with you to produce a statistical analysis report in an Excel or a PDF format, which can be as simple or detailed you may require. We have extensive experience in creating reports in an Excel format with advance features to provide easy to use data collection and analysis. These reports are very simple to use yet deliver sophisticated and rich features for the managers to produce various data analysis with click of a button and without having any technical knowledge of Excel spreadsheets.

Get in touch

To find out how we can help you to scan and capture data from your Surveys or Forms, call us for a free quotation on 0161 832 7991

Get in touch

Start your scanning project

Why Choose Pearl Scan?


In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     


Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.


We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.


The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.


Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.