PDM-Post business mail services

Save time and money with our new PDM-Post service

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Cost effective postal services from the document management specialists

Bulk mailing can be expensive, costing considerable amounts of money and staff time. Our brand new PDM-Post service has been carefully designed to help organisations cut the cost of printing and processing both inbound and outbound mail.

What is PDM-Post?

PDM-Post Outgoing Hybrid Mail

• Letters are uploaded by the user to the PDM-Post portal. This can be done using a variety of formats including Microsoft Word or PDF. They can be uploaded individually or en-mass.
• All post codes are validated prior to postage which eliminates the cost of incorrectly addressed items.
• Verification of posting using the PDM-Post portal.
• Notification is made to you for any letters returned e.g. people have moved away.
• A copy of each letter sent will be stored in the PDM-Post portal.

PDM-Post Incoming Mail

• Mail is collected from a dedicated PO box and delivered to our secure production centre.
• Your hard copy mail is opened and digitally captured.
• Your mail is sent directly to your PDM-Post portal inbox.
• From our secure PDM-Post portal your mail can be downloaded and then incorporated into a system of your choice.
• As an option mail items can be named and sorted as you require, this could be using the date received, the details of the sender, and the individual recipient. This metadata is also available in a variety of formats which could enable the direct import to your existing systems.

What are the benefits of PDM-Post to your organisation?

1. Reduced printing costs.
2. Paper consumption reduced.
3. No further need for costly franking machines, toner etc.
4. Staff can spend time doing productive tasks instead of processing in/outbound mail.
5. Lower cost per envelope and postal charges.
6. No minimum volumes
7. You are can chose to use either or both services.

By sending and receiving mail directly to and from your desktop you can make substantial savings on mail costs.

Get in touch to find out more

If you would like to find out more about how our PDM-Post service could save you time and money, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

document management services

Data capture has the potential to transform the way you run your business

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Data capture – what does it mean?

Data capture is an electronic process designed to capture and extract the data from paper and digital documents documents, offering the capability to search or share information at the touch of a button. Using data capture can help you to streamline business processes, free up time and reduce storage space.

How does the data capture process work?

Paper documents have to be scanned and converted into a digital format before the data can be extracted. Scanning is incredibly quick and efficient and here at Pro-Doc we use powerful scanners which have the capability to scan many thousands of documents in a single day. No matter the age, size or type, almost any document can be scanned, from architectural drawings and postage, through to legal documents, correspondence, invoices and even historical artefacts.

Once they’ve have been scanned documents can be quickly converted into the digital format you require, with the most commonly used being HTML and PDF file formats. Optical character recognition (OCR) is then used to convert the scanned version of a document into a fully searchable digital format.

Is all data suitable for capture?

The simple answer to this is yes. OCR allows for the conversion of the majority of printed text, regardless of how the page is laid out or how the text is placed upon the page. OCR produces extremely accurate results and once a document has been converted, you’ll be able to share its data quickly and efficiently.

Intelligent Character Recognition (ICR) offers a way to take the data capture process to the next level. ICR is designed to interpret and capture handwritten text; this powerful software has the ability to interpret handwriting of any size or style, including entirely handwritten documents or documents with a combination of handwriting and typed text. As with OCR, ICR provides an exceptionally useful way to capture, search and share data from written records, archives and historical documents.

Data capture can help to free up storage space

One of the most significant and cost effective benefits of data capture is the reduction in document storage space it can offer. Once documents have been scanned, a range of online document storage solutions are available, all of which offer safe, secure storage. Designed to help you streamline your business processes and free up valuable storage space, storing documents electronically, rather than in a traditional filing cabinet could transform the way you work and run your business.

Online data storage facilities are very simple and once the original, paper versions of your documents have been scanned, the digital versions are stored electronically, ready to be accessed as and when you need them. It’s even possible to request copies of the original, paper documents, or to have the paper versions shredded, all at the touch of a button.

Data capture solutions from Pro-Doc

We offer a range of data capture solutions, designed to help businesses and organisations reduce their reliance on paper, streamline their systems and reduce storage. If you would like to find out more, or talk through your requirements, please don’t hesitate to get in touch.

Contacting Pro-Doc is easy: simply call 01274 883459 or email info@pro-doc.co.uk