document management services

Is there still a place for paper in your business?

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The answer to whether there’s still a place for paper is likely to be yes. Perhaps a better to question would be to consider where and how that paper is used as if you still rely upon a paper trail to run your business, it’s time to consider adopting a digital approach. Ditching paper altogether isn’t a viable solution for many business, however digitising the data held in paper records is becoming increasing important if your business is to remain complaint and efficient.

How paper reduces productivity

Reliance on paper results in a number of issues which can have a direct effect on efficiency including:

  • Storing, finding and then retrieving paper documents is inefficient and time consuming. In addition, using a paper based system also makes it difficult to keep control over different versions of the same document.
  • Document storage regulations require the retention and removal of data in accordance with pre-set regulatory periods. Relying on a paper-based system makes this much more difficult, putting businesses at risk of data storage breaches.
  • Internal quality audits and external compliance audits are more difficult and stressful to complete.
  • The costs in terms of resources, physical storage space and time are far higher for a paper based system.

PDM – digital document management solutions for businesses of all sizes

We provide a wide range of digital document management solutions designed to make the move from a paper-based system simple, efficient and cost-effective. Our systems are suitable for businesses and organisations of all sizes, whilst we offer bespoke solutions for schools, colleges, universities and legal firms.

To find out more about the benefits of digital document management and to start reducing your reliance upon paper-based systems, get in touch with PDM by calling 01274 883459 or email info@pro-doc.co.uk

document scanning services

How to choose the right document management solution for your business

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As with so many things in life, when choosing a document management system it can be very tempting to rush headlong into making a decision, getting side-tracked along the way by tempting special offers. However, document management systems vary hugely in complexity, with solutions designed to cover everything from imaging and text recognition, through to records management and business process automation. As such, finding a solution to manage your documents and business processes isn’t as straightforward as it might seem. With this in mind, we thought we’d offer a little advice on how to get started.

Assess your document management needs

First things first and it’s important to bear in mind that document management needs vary hugely from one business, industry or organisation to another. Furthermore, weighing up the pros and cons of various alternatives, whilst making the best choice can prove to be daunting in the extreme, whilst there’s a risk that implementation will be unsuccessful if the chosen system doesn’t suit the day to day requirements of its users. This is why it’s important to carry out a thorough needs assessment before you go shopping.

A successful document management system will sit at the heart of your business operations, which means that it has to integrate seamlessly with the other systems you use, whilst also providing support to a diverse set of users. As such, choosing a system calls for a methodical and careful approach. The best place to start is to get to grips with the technical features of the system you’re considering, and your own existing business processes.

Carrying out a needs assessment requires collaboration between staff and managers; ideally resulting in a written overview of your existing and future document management and processing requirements, objectives and any constraints. One of the simplest ways to find out what you want and need is to create a checklist of preferred features. Not only does this help develop a consensus, it also identifies the document management requirements the new system needs to address. Then, once you have your completed checklist, you’ll be able to look at different solutions with the knowledge that you have the information you need to make an informed decision.

Document management solutions tailored to meet your requirements

We know that choosing and implementing a new document management system can prove extremely daunting. Here at PDM we offer solutions to suit all types of businesses and organisations. We’re happy to work with you and your team to help you select a system that’s right for you. Get in touch today to find out more and talk through your document management needs.