document management for schools

Streamlined Document Solutions for Schools, Colleges and Universities

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Tailored Document Solutions for the Modern Educational Landscape

As we approach the end of the long summer break, the run up to the start of a new autumn term can be an incredibly busy time for school, college and university administrators. At PDM, we pride ourselves on offering bespoke document management solutions tailored to the distinct needs of schools, colleges, and universities.

The world of education is governed by a myriad of regulations and guidelines concerning document management. Whether it’s the amalgamation of paper records, advanced document scanning, or fortified data storage, we’re here to ensure your institution remains compliant with the latest standards.

Safeguarding Student Data and Beyond

Our partnership with numerous educational institutions across the UK has equipped us with the expertise to address the unique challenges of handling and preserving student data. With our advanced scanning and cloud storage solutions, we offer unparalleled document security for both schools and universities.

Efficient Student Record Digitisation

Our cutting-edge scanning technology allows us to digitise vast amounts of student data swiftly and effectively. Once processed, these records are transformed into secure digital files, optimised for easy search and retrieval.

Digital Archive Solutions

Traditional paper archives not only consume vast storage spaces but are also vulnerable to deterioration or misplacement. By digitising these archives and storing them in the cloud, we provide a safer, more accessible solution. This not only enhances security but also allows institutions the flexibility to either store obsolete archives remotely or dispose of them securely.

Automated Data Collection

We recognise the challenges educational institutions face with manual data entry. Processing application forms and other documents can be a daunting task. However, our automated data capture service presents a swift, cost-effective alternative. Essential details like student IDs, names, and addresses are seamlessly extracted and can be integrated back into your existing systems.

Discover PDM’s Expertise in Document Management

Curious about how our tailored document management solutions can elevate efficiency and reduce costs for your institution? Reach out to PDM today and explore the myriad ways we can assist you.

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Data Capture – what is it and how could it benefit your business?

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In the digital age, data is the lifeblood of any business. It informs decisions, drives operations, and ultimately, fuels growth. One of the key ways businesses can harness this power is through data capture. Here at PDM, as a leading professional in document management, we have many years of experience in providing cost-effective, accurate and fully secure data capture services for our clients.

What is data capture?

Data capture, in its simplest form, is the process of collecting and converting information into a digital format. This can range from scanning physical documents to capturing digital data from various sources. The beauty of data capture lies in its ability to transform raw data into valuable, actionable insights.

PDM’s data capture service is designed to be fast, efficient, and highly cost-effective. We understand that every business is unique, which is why we offer tailored solutions to meet your specific needs. Our data capture service is not just about converting information into a digital format; it’s about making that information work for you.

Our advanced data capture technology can integrate seamlessly with other professional systems, such as accountancy modules like Sage, as well as E-discovery and E-disclosure tools for solicitors. This means we can streamline your operations, saving you time and resources.

Security-first data capture services

But what truly sets PDM apart is our commitment to security and confidentiality. We understand that your data is precious, which is why we take every measure to protect it. Our cloud-based document archiving software is highly secure, ensuring that your data is safe and accessible only to those you choose.

The benefits of using PDM’s data capture services are manifold. Not only can we help you reduce your paperwork mountain, but we can also help you unlock the full potential of your data. By turning raw data into actionable insights, we can help you make more informed decisions, improve efficiency, and drive your business forward.

Get in touch with the document management specialists

At PDM, we’re not just about managing your documents; we’re about helping you manage your business. So why not let us help you harness the power of data capture? Contact our team today for more information.

Unleashing the Power of Professional Document Management Services

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Document management services designed to improve efficiency

In the fast-paced world of business, efficiency is the key to success. At Professional Document Management (PDM), we understand this fundamental truth and have dedicated ourselves to providing services that help businesses streamline their operations, save time, and cut costs. Our range of services, including document scanning, OCR, data capture, and digital mailroom services, are designed to help businesses and organisations manage their documents more effectively.

Our document scanning service is a prime example of how we can help businesses improve efficiency. By converting physical documents into digital formats, we eliminate the need for physical storage and make it easier for businesses to access, manage, and share their documents. This not only saves time but also reduces the costs associated with physical storage and document retrieval.

Discover our range of document management services

In addition to document scanning, we also offer OCR services. OCR, or Optical Character Recognition, is a technology that can convert different types of documents, such as scanned paper documents, PDF files or images captured by a digital camera, into editable and searchable data. This can be particularly beneficial for businesses that deal with large volumes of paperwork, such as invoices or contracts, as it can significantly speed up data entry and reduce the risk of errors.

Our data capture services further enhance the efficiency of businesses by automating the process of extracting important information from documents. This can be particularly useful for businesses that need to process large volumes of forms or surveys, as it can significantly reduce the time and effort required to extract and analyse the data.

Finally, our digital mailroom services can help businesses streamline their mail processing operations. By digitising incoming mail, we can help businesses reduce the time and effort required to sort and distribute mail, thereby improving efficiency and reducing costs.

Get in touch with PDM – the document management experts

At PDM, we pride ourselves on our ability to provide fast, efficient, and highly cost-effective solutions for 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.

The services offered by PDM can provide significant benefits for businesses and organisations looking to improve efficiency, save time, and cut costs. By taking the hassle out of document management, we allow businesses to focus on what they do best – running their business. So why not get in touch with us today and find out how we can help you streamline your document management processes?

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Revolutionise your approach to document storage with data capture

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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

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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?

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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

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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?

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Are you ready for GDPR?

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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

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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

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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.