document management and storage solutions from PDM

Are you struggling to cope with document management?

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Document management systems designed to improve efficiency and reduce the need for data entry

If you rely on paperwork to run your business, it can prove extremely stressful and time-consuming to manage all the documents you need. From invoices and payslips, through to human resources records and stock management, even small businesses generate huge amounts of paperwork. However, by switching to an electronic document management system, you could enjoy significant benefits including more time, improved efficiency and an increase in physical storage space!

Our services have been designed to offer organisations like your to focus on what you do best – running your businesses. Here are some of the advantages an electronic document management system could offer:

  • Paper documents – regardless of size, age or type – are scanned using highly efficient bulk scanning equipment. Once documents have been digitised in this way they are easily converted into a digital searchable format, enabling you to find the information you need. Suitable for everything from invoices and human resources records, through to maps, architectural plans and archives, converting your paperwork in digital documents will help you save time and money.
  • Once of the most significant benefits of electronic document management is the amount of physical storage space it can help to free up. Rather than relying on storage cabinets or cupboards, digital documents are stored safely and securely online, ready to be accessed at a moments notice.
  • We offer a range of services specifically designed to meet the requirements of businesses such as legal firms and organisations such as schools and colleges. We understand the unique requirements of different organisations and will work closely with you to provide you with tailored document management solutions.
  • Transferring your paperwork into an electronic format will help you and your team improve efficiency. Rather than spending hours trawling through files or mountains of paperwork, you’ll be able to find what you need quickly and efficiently. This improved efficiency will help you improve the time it takes to respond to customers, whilst ensuring bills are paid on time and stock is ordered when it should be. The benefits are almost limitless!

Transform your business with an electronic document management

Transferring to an electronic document management system isn’t as daunting as it sounds and we will provide you with the support and expertise you need to ensure everything runs smoothly. If you would like to find out more about how our systems could help you transform your business, why not get in touch by calling PDM on 01274 883459?

document management companies Leeds

Are you storing business-critical information in a self-storage facility?

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Self storage facilities vs managed document storage

Here at PDM we have many years of expertise in all aspects of document management. As one of Yorkshire’s leading document management companies, we often work with companies who have been using self-storage or lock-up facility to store data and paperwork, including business critical documents.

Many companies rely on self-storage facilities to free up storage space in their offices when having a reorganisation or employing a new member of staff, for example. Although self-storage facilities provide a useful short-term solution, it’s important to be aware of the pitfalls of using this type of storage on a long-term basis.

Your local self-storage facility is likely to be anything but as the majority are situated in out of town locations, at least driving distance away from your office. This means the expense and inconvenience of you or your staff having to travel to access the documents you need which is especially disruptive when a document is required quickly.

More importantly, as a result of the new GDPR regulations, organisations need to be able to access information quickly if a request is received for information. If your documents are stored off-site or inefficiently, it could be difficult to respond to requests as quickly as you need to.

Successful, efficient document management is only achieved by being able to access the documents you need as and when you need them, whilst having the reassurance that they are secure and safeguarded from theft or damage by the elements. With this in mind, managed document storage offers by far the best solution.

Managed documents storage from one of Yorkshire’s leading document management companies

Here at PDM we offer a range of high-quality services, designed to make document management as simple and cost-effective as possible. Regardless of the size or nature of your business, we can help you store your data so that you meet GDPR regulations, free up office space, improve efficiency and reduce costs. If you would like to find out more about how managed document storage could transform the way you run your business, please don’t hesitate to get in touch by calling us on 01274 883459.

bulk document scanning

Bulk scanning designed to transform the way you manage documents

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Bulk scanning solutions provided by PDM

Designed to provide a cost-effective approach to turning paper documents into scanned images, our state of the art scanning system offers an efficient and secure way to store high volumes of information.

Why document scanning?

Paper documents can take up huge amounts of space whilst being time-consuming to search through and hard to access. Document scanning offers a cost-effective alternative and can help you improve data security, cut costs and enhance efficiency.

We offer a range of bulk document scanning services designed to convert paper documents into high quality digital files. The majority of documents are suitable for scanning; from architectural plans and historical archives, through to HR records, finance documents and legal paperwork.

The scanning process

So how do we transform paper documents into scanned documents? Unlike the office scanners you might have come across before, our scanning bureau is fully equipped with high speed duplex colour scanners which have the capacity to scan more than 100,00 images per week.

We’ll begin by collecting your documents ready for scanning and are able to san anything from paper sizes up to drawings larger than A0 sizes. We can also scan microfilm, microfiche or books if required. Once scanned, your documents can be saved in the digital format of your choice, including TIFF, PDF and JPG.

Scanned documents are fully searchable and once the scanning process is complete, we can use a range of techniques to capture the information stored within them. Data can capture data in the level of data you need; whether you only need document titles or multiple fields within documents. Designed to offer bespoke solutions for businesses and organisations of all types, we work with schools, colleges, legal firms and more to provide tailor made data capture solutions.

Digital documents can then be easily integrated into a cloud storage document management system, securely stored and ready to be accessed as and when you need them. Not only does this help free up valuable physical storage space, it also helps to ensure that you meet your legal obligations to store documents for at least seven years for tax purposes.

Contact PDM to find out more

Here at PDM we have years of experience in providing our clients with cost-effective secure document storage and management solutions. Whether you have a million documents or just one filing cabinet fully, we’ll work closely with you to create a solution which saves you time and money whilst helping to improve efficiency.

Contacting PDM is easy; simply call 01274 883459 or email info@pro-doc.co.uk