Paper paper everywhere and no control

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PDM offer a fast, efficient and highly cost effective solution for accessing, 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.

From our document scanning service to our data capture and archive management, we’ve got a collection of secure and reliable solutions for your document archiving problems.

Because our online document archiving tools are able to integrate effectively with many other professional systems, such as accountancy modules such as Sage, as well as E-discovery and E-disclosure tools for solicitors, we can make life straightforward and save time for clients across a number of different disciplines.

We’re proud to be able to provide these in very quick turnaround times for our clients when needed.

We can provide scanned documents in a variety of formats depending on your needs, taking the hassle out of document management. Our cloud based document archiving software is secure and allows for those who you choose to have access to be able to obtain files whenever and wherever they’re needed. For more information on our services please contact our team by email info@pro-doc.co.uk or by telephone 01274 883459.

Digitisation of Safeguarding Records

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At Professional Document Management, we’re experts in the secure digitising of documents.

This has a particular relevance for those working in education where the need for a secure and accurate capturing of paper work for safeguarding records is required in order to be compliant with the latest guidelines.

“Keeping children safe in education Statutory guidance for schools and colleges” was published by Department of Education in September 2016. The document explains that Schools and Colleges have a duty in relation to Record keeping; “All concerns, discussions and decisions made and the reasons for those decisions should be recorded in writing.”

Many schools and colleges have addressed this issue by using software applications for monitoring child protection, safeguarding and a whole range of pastoral, child protection and welfare issues in a central repository.

This allows relevant people to be alerted immediately and senior leaders are able to build a chronology around a student. Reports on vulnerable pupils and pupil groups can be easily produced for Case Conference Meetings, Governors and Ofsted at the touch of a button.

However, to make these systems “complete” existing paper records need to be integrated and this is our area of expertise, with a complete service in Data Capture and Document Scanning to transfer paper documents into an easy to use and secure archive to properly manage important documents within your school.

Professional Document Management has over 15 years’ experience of scanning and digitising records for many organisations.

We provide a fast and reliable service for scanning projects and of course security and confidentiality are of paramount importance and, therefore we have well-tested and audited systems in place to maintain the highest standards. We prioritise the protection of sensitive information whilst offering a reliable and secure means of creating a digitised format of your paper records which are ready to be incorporated into your safeguarding software.

Contact our team by email at info@pro-doc.co.uk or by telephone 01274 883459

data capture services

Find the information you need with our data capture service

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Data capture services from Pro-Doc

Not only do physical paper documents take up huge amounts of storage space, it can also be very difficult to search through them to find the information you need. Even the most well organised, orderly office will, at some point, have struggled to track down a crucial piece of paperwork! However, once documents have been scanned and digitised, a number of different approaches can be used to ensure these files can be easily accessed, whenever and wherever you need them.

Capturing the data you need

Data can be captured in the level of detail you need; whether you just need file tiles capturing, or a number of fields within a document, we’ll use our expertise to provide the solutions you need for your business.

In the majority of cases the data in documents is captured using automatic recognition but if this is not possible, here at Pro-Doc we have a data keying bureau with the expertise to manually extract data from documents. Using manual data extraction doesn’t mean that you’ll have to compromise on accuracy as our system is designed to extract data efficiently and with very high levels of accuracy. However data is captured, the resulting digital documents can be accessed and searched in seconds, helping you to improve workflows.

Our data capture service also includes the provision of optical character recognition or OCR. We use specialist and highly reliable character recognition software to convert paper documents into precise, accurate digital formats, providing you with a reliable digital document archive.

Not only does data capture offer super-fast retrieval times, previously paper documents are transformed into editable formats which can be used in software such as Microsoft Word, helping to transform your paper document archive into dynamic, responsive documents.

Find out more about the benefits of data capture

To find out more about our data capture service or to talk through your documents, please don’t hesitate to get in touch with us today for further information.

document management services

Is electronic document management right for your business?

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If you’re interested in storing information in one central place, saving time and money, then the answer will be yes, electronic document management is right for your business! There is sometimes a misconception that electronic document management is the preserve of big corporations, however over recent years it something which is increasingly being used by SMEs and new businesses.

What is electronic document management?

An electronic document management system is a central digital repository, designed to hold all of your documents, information, files and records. Documents of all types and sizes can be stored; from legal documents and architectural plans, through to data, accounts and personnel records. Depending on your requirements, digital documents can be stored in either a cloud storage system or in a system hosted by your business.

The process begins with the ‘capture’ of paper documents and files; this is done using a document scanning system and the scanning systems we use here at Pro-Doc have the capability to scan hundreds of documents at a time. Once documents have been scanned, they are converted into digital files, ready to be accessed as and when you need them.

One of the main benefits of moving to an electronic document management system is the improvement in workflows. Documents can, for example, be automatically forwarded to a particular member of staff or department, whilst information can be found quickly and efficiently using keyword search.

Security is, of course, a concern for all businesses but today’s electronic document management systems are designed to provide unparalleled levels of protection through secure user access, so you can relax in the knowledge that your business critical information is safe and protected.

Contact Pro-Doc to find out more

If you would like to find out more about how you could save money and transform workflows with electronic document management, why not contact Pro-Doc for further information? We are an established company based in Bradford, offering a wide range of secure document management and storage services including document scanning, cloud storage and specialist services for legal companies.