document management for schools

Streamlined Document Solutions for Schools, Colleges and Universities

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Tailored Document Solutions for the Modern Educational Landscape

As we approach the end of the long summer break, the run up to the start of a new autumn term can be an incredibly busy time for school, college and university administrators. At PDM, we pride ourselves on offering bespoke document management solutions tailored to the distinct needs of schools, colleges, and universities.

The world of education is governed by a myriad of regulations and guidelines concerning document management. Whether it’s the amalgamation of paper records, advanced document scanning, or fortified data storage, we’re here to ensure your institution remains compliant with the latest standards.

Safeguarding Student Data and Beyond

Our partnership with numerous educational institutions across the UK has equipped us with the expertise to address the unique challenges of handling and preserving student data. With our advanced scanning and cloud storage solutions, we offer unparalleled document security for both schools and universities.

Efficient Student Record Digitisation

Our cutting-edge scanning technology allows us to digitise vast amounts of student data swiftly and effectively. Once processed, these records are transformed into secure digital files, optimised for easy search and retrieval.

Digital Archive Solutions

Traditional paper archives not only consume vast storage spaces but are also vulnerable to deterioration or misplacement. By digitising these archives and storing them in the cloud, we provide a safer, more accessible solution. This not only enhances security but also allows institutions the flexibility to either store obsolete archives remotely or dispose of them securely.

Automated Data Collection

We recognise the challenges educational institutions face with manual data entry. Processing application forms and other documents can be a daunting task. However, our automated data capture service presents a swift, cost-effective alternative. Essential details like student IDs, names, and addresses are seamlessly extracted and can be integrated back into your existing systems.

Discover PDM’s Expertise in Document Management

Curious about how our tailored document management solutions can elevate efficiency and reduce costs for your institution? Reach out to PDM today and explore the myriad ways we can assist you.

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The smart platform designed to make remote working a PIQNIC

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The Covid-19 pandemic has led to a significant increase in remote working, compelling businesses to adapt to the challenges of managing teams dispersed across vast geographical distances. This shift in the work environment has potentially altered the future of work, necessitating a more contemporary approach to work processes. Many businesses are now prioritising ‘smart working’ due to the numerous advantages it offers. These include enhancing team connectivity, boosting productivity, and consolidating workflows and information into a single platform, all of which contribute to significant time and cost savings.

PIQNIC is a unified smart platform ingeniously developed to facilitate a straightforward yet highly efficient approach to smart working. This smart software platform manages everything from a single location, integrating files, tasks, projects, communications, teams, and decisions. What sets PIQNIC apart from other planning/work management software is its robust and fully secure document management capabilities.

The Advantages of PIQNIC

PIQNIC is gaining popularity among businesses due to the multitude of benefits it offers, including:

• Secure storage and instant access to information

• Elimination of the need for multiple software/apps

• Addressing the challenges of the modern working environment

• Reduction of time-consuming distractions such as emails and meetings

• Providing a highly secure method for storing data, information, and communications

• Simplifying and streamlining business management

Discover How PIQNIC Can Benefit Your Business

If you’re interested in learning more about PIQNIC and how it could benefit your business, please contact PDM for additional information or to schedule a free demo. You can easily reach PDM by calling 01274 883459 or emailing info@pro-doc.co.uk.

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Data Capture – what is it and how could it benefit your business?

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In the digital age, data is the lifeblood of any business. It informs decisions, drives operations, and ultimately, fuels growth. One of the key ways businesses can harness this power is through data capture. Here at PDM, as a leading professional in document management, we have many years of experience in providing cost-effective, accurate and fully secure data capture services for our clients.

What is data capture?

Data capture, in its simplest form, is the process of collecting and converting information into a digital format. This can range from scanning physical documents to capturing digital data from various sources. The beauty of data capture lies in its ability to transform raw data into valuable, actionable insights.

PDM’s data capture service is designed to be fast, efficient, and highly cost-effective. We understand that every business is unique, which is why we offer tailored solutions to meet your specific needs. Our data capture service is not just about converting information into a digital format; it’s about making that information work for you.

Our advanced data capture technology can integrate seamlessly with other professional systems, such as accountancy modules like Sage, as well as E-discovery and E-disclosure tools for solicitors. This means we can streamline your operations, saving you time and resources.

Security-first data capture services

But what truly sets PDM apart is our commitment to security and confidentiality. We understand that your data is precious, which is why we take every measure to protect it. Our cloud-based document archiving software is highly secure, ensuring that your data is safe and accessible only to those you choose.

The benefits of using PDM’s data capture services are manifold. Not only can we help you reduce your paperwork mountain, but we can also help you unlock the full potential of your data. By turning raw data into actionable insights, we can help you make more informed decisions, improve efficiency, and drive your business forward.

Get in touch with the document management specialists

At PDM, we’re not just about managing your documents; we’re about helping you manage your business. So why not let us help you harness the power of data capture? Contact our team today for more information.

Unleashing the Power of Professional Document Management Services

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Document management services designed to improve efficiency

In the fast-paced world of business, efficiency is the key to success. At Professional Document Management (PDM), we understand this fundamental truth and have dedicated ourselves to providing services that help businesses streamline their operations, save time, and cut costs. Our range of services, including document scanning, OCR, data capture, and digital mailroom services, are designed to help businesses and organisations manage their documents more effectively.

Our document scanning service is a prime example of how we can help businesses improve efficiency. By converting physical documents into digital formats, we eliminate the need for physical storage and make it easier for businesses to access, manage, and share their documents. This not only saves time but also reduces the costs associated with physical storage and document retrieval.

Discover our range of document management services

In addition to document scanning, we also offer OCR services. OCR, or Optical Character Recognition, is a technology that can convert different types of documents, such as scanned paper documents, PDF files or images captured by a digital camera, into editable and searchable data. This can be particularly beneficial for businesses that deal with large volumes of paperwork, such as invoices or contracts, as it can significantly speed up data entry and reduce the risk of errors.

Our data capture services further enhance the efficiency of businesses by automating the process of extracting important information from documents. This can be particularly useful for businesses that need to process large volumes of forms or surveys, as it can significantly reduce the time and effort required to extract and analyse the data.

Finally, our digital mailroom services can help businesses streamline their mail processing operations. By digitising incoming mail, we can help businesses reduce the time and effort required to sort and distribute mail, thereby improving efficiency and reducing costs.

Get in touch with PDM – the document management experts

At PDM, we pride ourselves on our ability to provide fast, efficient, and highly cost-effective solutions for managing, protecting, and sharing documents. We work with a real emphasis on security and confidentiality, which is why we’re trusted by clients across a range of professions, from those in the legal professions to accountancy firms, construction companies, and those in the chemical industry.

The services offered by PDM can provide significant benefits for businesses and organisations looking to improve efficiency, save time, and cut costs. By taking the hassle out of document management, we allow businesses to focus on what they do best – running their business. So why not get in touch with us today and find out how we can help you streamline your document management processes?

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Harness the Power of Cloud-Based Document Storage: The PDM Way

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At PDM, we understand the ever-evolving nature of business operations. With the rapidly advancing digital age, we believe that adopting smarter, more efficient systems is key to sustainable business success. We’re here today to shed some light on one of these systems – cloud-based document storage.

Cloud-based document storage, in simple terms, is the storage of data on remote servers accessed via the internet, known as “the cloud.” It’s like having a high-tech, vastly spacious filing cabinet at your disposal 24/7, no matter where you are in the world.

How could your business benefit from cloud-based document storage?

Now, why should you consider migrating to cloud-based document storage? Let us illustrate the benefits that could transform your business operations.

1. Enhanced Security

At PDM we prioritise security above all. In traditional systems, document loss due to unforeseen circumstances like fires, floods, or theft can have devastating effects on your business. Cloud storage, however, mitigates these risks. Our advanced security measures include encryption, user authentication, and regular backups, ensuring your data is not only safe but also recoverable.

2. Improved Efficiency

In business, time is indeed money. Traditional, paper-based systems require manual labour to manage, organise, and retrieve documents. On the other hand, our cloud-based document storage system allows instant retrieval of your files. It’s as simple as typing in a keyword and voila, your document is there. This streamlining of processes saves significant time and therefore, money.

3. Reduced Paper Reliance

Transitioning to a cloud-based system doesn’t just offer practical benefits; it also aligns with our vision of a greener tomorrow. By reducing reliance on paper, businesses can make a substantial impact on reducing deforestation and waste, contributing to a healthier environment.

4. Scalability

Business growth often leads to an increased volume of data. With traditional storage, this could mean constantly needing to create more physical space for storage. However, cloud-based storage scales seamlessly with your business. As your business expands, so does your storage capacity, without any additional infrastructure costs.

5. Accessibility

Working remotely or on the go? No problem. With cloud-based storage, your documents are accessible anywhere, anytime, provided you have internet access. This flexibility is a game-changer in today’s increasingly remote workforce.

Get in touch with PDM – the document management specialists

Based in West Yorkshire, PDM specialises in a broad range of document management and storage services. Our mission is to enable businesses to utilise technology to its full potential, enhancing productivity, security, and sustainability.

Remember, transitioning to a new system may seem daunting, but the long-term gains outweigh the short-term efforts.

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Boost the efficiency of your accounts department with OCR technology

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OCR (optical character recognition) software is a highly advantageous tool that Accounts Departments can leverage to streamline the processing of both paper and electronic documents. Despite its widespread use, many Accounts Departments have yet to fully tap into the potential benefits offered by this technology.

What is OCR?

OCR is a feature of digital scanning that converts various types of documents—whether typed, printed, or handwritten—into a digital text format. This versatile tool is ideal for processing a wide range of documents, such as receipts, invoices, debit and credit notes. By employing OCR, different members of an accounts team can quickly search, retrieve, and edit documents using computer software.

At PDM, we utilise advanced OCR systems designed to extract relevant information from documents in various formats. Not only does OCR significantly reduce the occurrence of human errors associated with manual data entry, but it can also be customised to detect duplicate transactions, ensuring the utmost accuracy in your documentation.

The advantages of OCR

By incorporating OCR into your workflow, you can enjoy a multitude of benefits, including:

• Drastically reducing the need for time-consuming manual data entry
• Lowering overall costs
• Accelerating invoice processing times
• Boosting productivity levels
• Enhancing data accuracy
• Liberating office space by minimising the need for paper document storage
• Improving overall efficiency by reducing time spent searching for information

Contact Pro-Doc today

At Pro-Doc, we offer a wide range of cost-effective document management and storage solutions, specifically designed to minimise costs and optimise efficiency.

If you’re interested in learning more about the advantages that OCR software can bring to your business or if you’d like to discuss your specific requirements, please do not hesitate to get in touch with us today. Our team is ready to assist you.

archive management

Revolutionise Your Historical Document Management with PDM’s Solutions

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Efficiently managing and storing historical documents and archives can be quite a challenge. At PDM, we understand the complexities involved, which is why we offer a comprehensive range of document management and storage services tailored to your specific needs.

Streamlined Document Scanning

The first step in archive management is document scanning, and at PDM, we possess cutting-edge scanning equipment capable of processing thousands of documents per day. Whether you’re dealing with historical records, postage stamp-sized items, or large architectural plans, our high-quality scanners can handle them all.

Seamless Archive Management

Once the documents are scanned, their data is meticulously captured and made ready for digital storage. Digital documents have the advantage of not occupying physical space and can be effortlessly searched for quick and easy access to the information you require.

Flexible Document Storage Solutions

PDM offers an array of document storage options across various media types. You can choose to manage your documents within your existing system or opt for our bespoke document management and archive systems tailored to your specific requirements.

Contact PDM for Further Details

Digital document management brings a multitude of benefits, particularly in terms of security and efficiency. To discover how our digital archive management solutions can revolutionise the way you store, access, and manage historical documents, don’t hesitate to contact us. You can reach us at 01272 883459 or email us at info@pro-doc.co.uk.

Upgrade your historical document management practices with PDM’s advanced solutions and experience the difference for yourself.

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Enhancing document management processes in educational institutions

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As the demanding summer term draws to a close, headteachers and school administrators eagerly anticipate a well-deserved break. However, the fleeting nature of the summer holidays means that September and a new academic year will swiftly approach. It’s no secret that many schools and colleges struggle to effectively handle and store the vast amount of data they accumulate. With stringent guidelines on safeguarding and data usage, implementing an efficient document management system can significantly enhance efficiency and document security.

Our comprehensive solutions

We have developed a range of document management services specifically tailored to assist schools, colleges, and universities in managing and securing their data handling and storage practices. In 2016, the Department of Education released the document “Keeping Children Safe in Education: Statutory Guidance for Schools and Colleges,” which emphasised the responsibility educational institutions have in maintaining accurate records. The guidance stated that “all concerns, discussions, and decisions made, along with the reasons for those decisions, should be recorded in writing.” Consequently, an increasing number of schools and colleges have adopted software designed to address safeguarding, child protection, and a broad spectrum of welfare issues from a centralised repository.

Meeting safeguarding guidelines with ease

With over 15 years of experience in scanning and digitising records for various organisations, we understand the paramount importance of security, reliability, and confidentiality. Our well-tested and audited system ensures that your paper records are swiftly and securely digitised, ready to be seamlessly integrated into your safeguarding software.

Get in touch with PDM – the document management experts

To learn more about our comprehensive document management services catered specifically to schools and colleges, please don’t hesitate to contact us. You can reach us at 01274 883459 or via email at info@pro-doc.co.uk. We are committed to assisting educational institutions in streamlining their document management processes for improved efficiency and enhanced security.

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How could your business benefit from cloud based document storage?

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The business benefits of cloud based document storage

In today’s digital world, businesses generate a vast amount of data and documents, which they need to store and manage securely. Traditionally, businesses have relied on physical storage methods, such as filing cabinets, paper records and on-premise servers. However, with the advent of cloud-based document storage systems, businesses can now store their data and documents in a secure, online environment. In this blog post, we will explore the business benefits of switching to a cloud-based document storage system.

Cut costs

One of the most significant benefits of switching to a cloud-based document storage system is the cost savings. Traditional on-premise document storage solutions require businesses to invest in expensive hardware, software, and IT staff. With cloud-based storage, businesses can store their data and documents in a secure, online environment, without having to invest in any additional hardware or software. Cloud storage providers typically charge on a subscription basis, which is much more affordable than purchasing and maintaining your own hardware and software.

Improve accessibility

Cloud-based document storage solutions offer businesses increased accessibility to their data and documents. With on-premise storage solutions, employees can only access documents when they are physically in the office. With cloud-based storage, however, employees can access documents from any location, at any time, provided they have an internet connection. This increased accessibility can help businesses to improve their productivity, as employees can work from home or on-the-go, without any disruptions.

Enhanced security

Security is a top concern for businesses when it comes to document storage. Physical storage methods, such as filing cabinets, are vulnerable to theft and damage, while on-premise servers can be vulnerable to cyber attacks. Cloud-based document storage solutions, on the other hand, offer a much higher level of security. Cloud storage providers typically have robust security measures in place, such as encryption, firewalls, and multi-factor authentication. In addition, cloud-based storage providers offer regular data backups, ensuring that businesses’ data is protected in the event of a disaster.

Scalability

Another benefit of cloud-based document storage solutions is scalability. As businesses grow, they generate more data and documents, which need to be stored securely. Traditional storage solutions can be difficult to scale, as businesses need to invest in additional hardware and software as they grow. With cloud-based storage, however, businesses can easily scale up or down as required. Cloud storage providers offer a range of subscription options, allowing businesses to choose the package that best suits their needs.

Collaboration is key

Collaboration is key to the success of any business. With traditional storage solutions, collaborating on documents can be challenging, as employees need to physically access the document in question. With cloud-based storage solutions, however, collaboration is much easier. Employees can access documents from any location, at any time, and can collaborate in real-time using features such as document sharing and version control. This increased collaboration can help businesses to work more efficiently, resulting in improved productivity and profitability.

Get in touch with PDM – the document management and storage experts

From cost savings to increased accessibility, improved security, scalability, and collaboration, businesses can benefit in many ways by moving to the cloud. At PDM, we offer a range of cloud-based document storage solutions, including hybrid mail services, scanning, data capture and cloud storage. Contact us today to find out how we can help your business to make the transition to the cloud.

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Is your business making the most of smart working?

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Document management services designed to help you work smarter

In today’s business world, the term “smart working” is commonly used to describe a strategic approach to flexible and efficient work. By using modern technology to improve work-life balance, cut costs, and increase efficiency, smart working can be a game-changer for your business. At PDM, we offer a range of document management solutions that can help you work smarter and improve your business efficiency.

If your office is cluttered with mountains of unfiled paperwork, it’s hardly conducive to smart working. If you want to change the way you work, improving your document management systems is an excellent place to start. Efficient document management and storage have the potential to transform your business by cutting costs and improving efficiency. Our services cover all aspects of document management, including scanning services, data capture, and archive management.

Our document scanning service provides a great alternative to having to store large volumes of paperwork. We can scan your documents – regardless of their age, type or size – and convert them into an easily accessible format. Once scanned and digitized, we can use a range of techniques to capture data from files, ensuring they are easily accessible when you need them.

We also offer a range of document management and archive systems to suit all requirements. We can provide your documents in a wide range of media types or in a secure online transfer, suitable for integration with an existing storage system. Our archive management service ensures that once documents have been scanned and the data captured, you have a number of different options for accessing the information.

Last and by no means least, our hybrid mail service offers a cost-effective way to cut costs and improve efficiency by digitising the way you send and receive mail. Moving to a hybrid mail service is an efficient way to reduce the amount of time staff spend opening, sorting and distributing mail, whilst also making it easy to send letters at the touch of a button.

Contact PDM – the document management experts

At PDM, we believe that streamlining the way you manage, store, and retrieve documents will save you time and money while helping you free up physical storage space. Our document management solutions are cost-effective and ideal for businesses and organizations of all sizes.

To find out how our document management services can help you work smarter, please call 01274 883459 or email info@pro-doc.co.uk. Our team will be happy to discuss your requirements and provide you with a customized solution that meets your needs.