electronic document scanning management storage

Revolutionise your approach to document storage with data capture

Not only do physical document archives take up a lot of storage space, they’re also difficult and time-consuming to search, regardless of well organised they may be. However, once documents have been scanned and digitised, the data within them will be digitally captured, making it readily available for you to share or access at the touch of a button.

How does data capture work?

Data capture is the second stage in a process which begins with digital scanning. Once documents have been scanned, the data within them can be captured in a level of detail to meet your requirements. For example, you might simply need to have the titles of files captured, or multiple fields within a document. Once the information you need has been canned, this enables forward processing through a wide range of business applications, such as Accounts Processing.

There are times when automatic recognition for documents isn’t possible. When this is the case, our well-equipped data keying bureau will manually extract date from documents with a very high level of accuracy. Once this has been done, you’ll then be able to access and search archives of information at the touch of a button.

In addition, our data capturing service also includes full optical character recognition (OCR). We use the latest specialist and highly reliable character recognition software to convert physical documents into a fully searchable digital format to provide you with an accurate document archive you can rely upon. Not only does this allow for speedy document searches, it also enables paper documents to be converted into digital editable formats, suitable for use in a wide range of software such as Microsoft Word.

Contact PDM – your data capture specialists

Data capture offers the potential to turn your physical paper archive into responsive, living documents. To find out more, or to discuss your requirements, why not get in touch today?

data capture services

Document scanning: the space saving solution to document storage

Cost-effective scanning services from one of Yorkshire’s leading document imaging companies

If you still rely upon filing cabinets and paper documents, it’s time to start thinking about an alternative solution. Not only do paper documents take up significant amounts of office space, they’re time consuming to search and are at risk of loss or damage.Digital imaging is one of a number of cost effective document management solutions available which could help you improve efficiency and security, whilst reducing the amount of physical storage space you need.

Our document scanning service

Here at PDM we use high speed duplex colour scanners which have the capacity to scan over 100,00 documents each week. We have the expertise to scan on demand everything from invoices and legal documents, through to architectural plans and historical archives. Size isn’t an issue as our equipment can be used to scan tiny, postage stamp sized documents, through to large format documents or drawings larger than A0 size. Ideal for all businesses and organisations, digital imaging and scanning is now widely used by accounts payable departments, human resources, legal firms, schools and colleges as a cost effective solution to record scanning and data capture.

The next step towards effective document management

Once your documents have been scanned and digitised they can be saved in a range of digital formats, depending on your individual requirements. The next step is data capture and we offer a range of options, designed to make the information within your digital documents easy to find. It is possible to capture data in a different levels of details; for example you might simply need to capture document titles, or multiple fields within each document to allow for forward processing through other business applications.

Following data capture we can then offer you a choice of different document management software solutions, depending on how you’d prefer to access the information. Digital document managements systems are safe and secure and will help you free up storage space whilst providing you with instant access to information as and when you need it.

Transform your business with our document scanning and document management services

If you’re struggling to find storage space for paperwork or are searching for a way to improve efficiency and streamline the way you manage your business, our professional document scanning services provide a cost-effective, efficient solution.

To take the next step and transform the way you work, please get in touch with our team by calling 01274 883459 or email info@pro-doc.co.uk


electronic document scanning management storage

Could document scanning help your business?

Document scanning services provided by PDM

There’s nothing more irritating or time consuming than searching for an important piece of information from an old document. You know you filed it in the right place last time you used it, but instead have to spend hours rifling through filing cabinets in an effort to track down the elusive piece of paper.

Or perhaps you know exactly which snippet of information you need, but can’t remember which document it’s in. You know that you’ll have to search through piles of folders to find it when you could be doing something far more productive instead. We’ve all been there but when used efficiently, document scanning offers a cost-effective way to knock irritating, time-consuming situations such as these on the head, helping you free up your time to do what you do best.

What is document scanning?

When document scanning is suggested as an efficient way to capture images of documents, many people think of desk top scanners, used to scan individual documents one at a time. Here at PDM we use high-speed duplex scanners which have the capacity to scan more than 100,000 images per week. The resulting images can be saved in a range of digital formats including PDF and JPG, depending on your individual requirements.

What’s involved?

Document scanning refers to a process of converting paper documents into a digital format. This process begins with the scanning and capture of the image, utilising OCR (Optical Character Recognition) software designed to intelligently recognise words. The digital file is then stored securely, available for retrieval as required.

What are the benefits of document scanning?

  • Document scanning offers a range of benefits, not least in terms of additional storage space. Paperwork takes up huge amounts of space but by scanning documents into a digital format, document scanning can help you create room in your office.

  • Efficiency is also improved as rather than spending hours searching through paper files and folders, you and your team could find the information you need at the touch of a button. When efficiency is improved costs are cut too, helping you save time and money.

  • Document security and data protection have been highlighted by the recent introduction of the GDPR requirements. Digital documents storage is safe and secure, offering you a way to manage data and personal information with efficiency and in-line with the new GDPR regulations.

Contact PDM to find out more

Our specialist document scanning and management solutions have been designed to help businesses just like yours save time, cut costs and improve efficiency.

If you would like to find out more about our document scanning services, or to talk through your individual requirements, please don’t hesitate to get in touch.

human resources document data management

The implications of GDPR for HR Departments

Document management solutions for HR Departments

Electronic document management solutions are widely used by human resources departments, offering a cost effective way to manage and store searchable employee records. However, as a result of the new GDPR regulations, it is likely to be necessary for many organisations to consider additional categorisation of records if they are to meet their data management and protection obligations.

The new GDPR regulations give employees the right to find out which data their employer processes, why it is processed and where it is stored. With this in mind, HR departments will have to find a way to manage this change, with the categorisation of HR records by type and an efficient HR records management system likely to be the most effective solutions. It is now also important for employers to have an effective method of finding and removing information, as well as a process to manage when data is deleted, for example when an employee leaves the company. In addition, systems will also need to be established with the aim of removing data if requested by an employee and which the employer has no legitimate reason to store.

Take control with document management solutions from Pro-Doc

Our online document management solutions offer the ideal way for HR departments to store data securely, ensuring information is found quickly using an efficient quick search tool. We can also help you categorise data in order to suit your requirements, ensuring you meet the new GDPR regulations both now and in the future.

Here at Pro-Doc we offer a wide range of document management solutions which are designed to be tailored according to the requirements of different organisations. Whether your records are currently in a paper format and need to be digitised, or you need to find a way to improve data security and management, we have the expertise to help.

Contact Pro-Doc to find out more

If you would like to find out more about how our document management solutions could help you meet your GDPR obligations whilst improving efficiency and cutting costs, why not get in touch to discuss your requirements?

pro-doc document management services

Are you ready for GDPR?

Document storage solutions to help your business meet the new GDPR regulations

With around eight weeks to go until the new GDPR regulations come into effect, if you’re worried about GDPR and the impact it could have on the way your company stores and manages personal data, we offer a range of services which can help you meet the new requirements.

What is GDPR?

General Data Protection Regulation (GDPR) represents the largest and most important change to data privacy in the last two decades. Covering the protection of personal data that companies store and use to identify covering individuals, such as their name, address and contact number, along with sensitive information such as gender.

The culmination of four years of work to ensure data protection meets the demands of the 21st century, in the UK GDPR will supersede the Data Protection Act 1998. Designed to offer more control over how organisations use our data, with stringent penalties issued to organisations which don’t comply, GDPR is designed to ensure data protection law is consistent across the European Union.

Does GDPR apply to you?

The answer to this is yes if you control or process personal data and this is something which is likely to apply to the majority of businesses, organisations and charities in the UK. Data storage is an important consideration and here at PDM we offer a range of cost-effective secure solutions, designed to help you protect your business-critical data. From document scanning designed to convert paper documents into a digital format, through to online cloud-storage and data capture, we provide document management systems to help you meet the new GDPR regulations and more.

Contact PDM for further advice

Our services are available to business of all shapes and sizes; from specialist services for legal companies, schools and colleges, through to SMEs, manufacturers and more. Using our services is not only a great way to provide yourself with peace of mind that you are in line with GDPR, but could also help you save time, money and improve efficiency.

To find out more to obtain a free, no-obligation quote, why not get in touch today?


document management for schools

Document management services for schools, colleges and universities

Specialist document management services designed to ensure safeguarding

Here at PDM we provide a range of specialist document management services for schools, colleges and universities, specially designed to meet the unique requirements of these organisations.

Document management in the education sector is covered by a range of guidelines and legislation. From the integration of paper records, through to document scanning and secure data storage, we can provide your with the solutions you need to ensure your systems are in line with the latest requirements.

Protect student records, archive management and more

We work with schools and colleges throughout the UK, helping them find effective solutions designed to meet the challenges of managing and storing student data and archives. Our document scanning and cloud storage systems can help you store large amounts of student information, providing document security for universities and schools.

Scanning student records

Thanks to our state-of-the-art scanning equipment, we have the capability to scan large volumes of student information quickly and efficiently. Once scanned, student records can then be converted in secure digital documents, designed to be searchable and easy to access.

Archive storage

Not only do paper archives take up huge amounts of storage space, they are also susceptible to loss or damage. Once student archives have been scanned, online cloud storage offers an ideal way to store important information and records in a digital format, ready to be accessed as and when you need them. Not only is this a great way to improve security, it also offers the opportunity to store outdated archives off-site or to have them securely shredded.

Data capture services

Having worked with a wide range of schools, colleges and universities, at PDM we understand just how time-consuming data processing can be. Manually entering the data from application forms and other documents is very labour intensive but using our data capture service offers a cost-effective, efficient alternative. Information such as student numbers, names and addresses can be automatically captured before being stored in your preferred format and imported back into your systems.

Contact PDM to find out more about our specialist services for schools and universities

If you would like to find out more about how our specialist document management services could help you cut cost and improve efficiency, why not get in touch today for further information?

document management services

Preparing to go paperless? Online document storage offers the ideal solution

Cut costs and improve efficiency with online document storage solutions

If going paperless is one of your business goals, online document storage is the ideal way to streamline your systems, reduce storage space and cut down costs. All businesses face the prospect of finding ingenious ways to process and store paperwork which can easily begin to take over your premises.

How can PDM help?

Here at PDM we offer a range of document management and archive solutions, available for businesses and organisations of all shapes and sizes. Digitising your documents by using our document scanning service is the ideal way to help free up valuable storage and office space.

Documents of all sizes and format are suitable for scanning, from architectural plans and historical archives, through to financial and legal paperwork such as contracts or invoices. We use powerful high-speed scanning equipment with the capability to scan documents quickly and efficiently, before converting them into the digital format of your choice. Once scanned and digitised, documents can then be stored using a secure online storage facility.

Digitised documents can be easily accessed and are designed to be shared and viewed easily – regardless of where you are. Not only does this offer an effective way to reduce the amount of paper you need and physical document storage, it also has the potential to vastly improve staff collaboration and streamline systems.

Online document storage offers the following benefits:

  • Data is stored securely and found and retrieved from multiple locations using a web browser
  • Relevant permissions can be set, enabling you to control who has access to certain documents
  • Digitised documents can be filed and indexed in an electronic ‘filing cabinet’; designed to eradicate time spent looking for documents. Keyword search functionality is available and can be used to find information quickly

Contact PDM to find out more

We work with a wide range of businesses and organisations, from schools and colleges, through to legal firms and manufacturing companies. If you’d like to find out more about the benefits that online document storage could offer your business or organisation please don’t hesitate to get in touch.

document management storage solutions

Make improved streamlined document management a New Year resolution for your business

So it’s the time of year when we make New Year resolutions and alongside the usual suspects such as losing a few pounds or getting more exercise, why not thinking about making some resolutions for your business?

From improving efficiency and taking on new staff, through to reducing overheads or even relocating to new premises, streamlining the way to you manage, share and store data can have a significant impact upon all of these areas and more.

Maximise office space with online document storage

If your office is feeling cramped and cluttered, rather than going to the trouble and expense of moving, it can be well worth taking a good look at how much storage space is being taken up by paperwork and documents. Using online document storage is the ideal way to free up space and once paper documents have been scanned and digitised, they can be securely shredded or moved to an off-site storage facility. Online document is completely safe and secure and once converted into a digital format, documents can be shared or accessed at the touch of a button.

Document scanning designed to increase productivity and improve accuracy

Depending on the nature of your business, document scanning and data capture offers a highly efficient way to record and store data. Unlike manual data entry which is incredibly time-consuming, document scanning and data capture are accurate, fast methods of entering large volumes of information, helping you speed up data processing and make better use of staff time.

Ensure you meet the new GDPR regulations

As we’ve discussed in previous blog posts, there’s not long to go until the new GDPR regulations come into effect. By digitising your records, your staff will be able to find data much faster whilst helping to ensure you meet the GDPR regulations which will come into effect in May this year.

Get ready to meet your 2018 business goals

Regardless of what you do or how you do it, here at Pro-Doc we offer a range of effective document management solutions suitable for businesses and organisations of all shapes and sizes. From schools and colleges, through to manufacturing and financial companies, our document management services can help you save time and money.

If you would like to find out more, please don’t hesitate to get in touch to talk through your individual requirements.


document scanning services

Save space, time and money with our document scanning services

Document scanning services in Leeds and Bradford

Here at Pro-Doc we provide a wide range of document scanning services, all designed to help our clients save time and money whilst improving efficiency.

Whether you have documents or records which you need to access regularly, or a looking for a way to free-up physical storage space, scanning can provide the ideal solution. Once scanned, documents can be converted into a digital format which is easy to access at an equivalent cost to four years of physical archiving.

Scanning services for documents of all shapes and sizes

Document scanning can be used to convert physical documents of almost any size, shape, age or quality into a digital format and is an ideal way to reduce the storage space required for architectural drawings, survey maps, legal documents, archives, personnel files, voices and historical records. Whether your documents are the size of postage stamps or in a book format, our powerful scanners make fast work of scanning documents, offering the capacity to scan up to 100,000 images each week. Once scanned, digital documents can be storage in a range of formats including PDF, JPG and TIFF, depending on your individual requirements.

Contact Pro-Doc for further information

We work with a wide range businesses and organisations, from construction companies and legal firms, through to schools colleges and universities. If you would like to talk to us to us about your requirements we’d love to help – why not get in touch to find out more about our document scanning services?

data capture services

Find the information you need with our data capture service

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.