document management and storage solutions from PDM

Is your business drowning in paper?

Tackle your paperwork mountain with our document management services

Whether your business systems are still entirely reliant upon paper, you struggle to find storage space for documents, or your office is cluttered with piles of un-filed paperwork, it sounds as though your business is drowning in paper!

Here at PDM we offer a range of document management solutions, designed to help businesses take control of their systems and manage paperwork better. Our services are ideal for businesses and organisations of all shapes and sizes so whether yours is an SME or large corporation, we can help.

The business benefits of effective document management

Whether you’re looking for practical ways to become more organised and create space, or are looking for a streamlined, efficient approach to finances or HR, our document management services offer a range of benefits:

  • our services are efficient, secure and cost effective
  • transferring paperwork, archives or documents into a digital format provides a highly effective way to create more space
  • digital documents can be searched at the touch of a button, helping you and your team save time when looking for important information
  • digital documents can be incorporated into the systems you already use
  • documents are securely stored and protected from the risk of theft, fire or flood
  • we have the expertise to scan and digitise documents of all types and ages; from postage stamp size through to architectural plans and historical archives

Get in touch with PDM and start transforming the way you run your businesses

Our services can help you transform the way you run your business. If you would like to find out more, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

archive management systems

Organised or chaotic: what’s your approach to archive management?

Archive management solutions to suit all budgets and requirements

If your approach to archive management is a little ad hoc, with a tendency to ‘file’ things in piles and continuously put off organising paperwork, the chances are you find it difficult, stressful and time consuming to find the information you need. However, having an organised approach to archive management can help you save time and money whilst improving efficiency.

Here at PDM we offer a range of archive management services, with options to suit all budgets and requirements. Once documents have been scanned or the data captured, you have several options open to you as to how you’d like to be able to access the information. In addition, we are also able to provide digital versions of your documents in a huge arrange of media types. Once your documents have been digitised, they can then be managed using your existing system, whilst new documents can be easily incorporated.

In addition, we are also able to provide any document management and archive systems you require; ranging from free of charge basic document archive applications, through to comprehensive cloud-based management systems.

Cloud-based, electronic document management is safe, secure and cost effective. In addition, managing your documents in this way will help you save time, free up storage space and improve efficiency. Suitable for documents of all ages, shapes and sizes, digital archive management could help you transform the way you run your business or organisation.

Get in touch with PDM

To find out more about our archive management services, get in touch by calling 01274 or email info@pro-doc.co.uk

document management solutions

What’s your document management pain point?

Put an end to the pain of managing paperwork with our document management solutions

From the cost of storing and printing paperwork, through to the difficulty of searching through files to find the information you need, managing paper documents can be extremely time consuming, expensive and frustrating!

Here at PDM we offer a range of document management services, designed to make storing and finding information as easy, efficient and enjoyable as possible. From archive management and scanning services, through to hybrid mail and data capture, we work with businesses and organisations of all sizes, helping them improve efficiency whilst saving time and increasing storage space.

What are the benefits of document management and storage?

Whether you’d like to find the information you need at the touch of a button, or dream of a streamlined, clutter free office, our document management solutions can help in a variety of ways:

  • We’ll scan and digitise your documents, regardless of their size, shape or age. These digital documents will take up a tiny fraction of the space the paper originals did, enabling you to free up office and storage space.
  • Document management is highly secure and easy to use. Rather than searching through a filing cabinet or a pile of paper, you’ll be able to find what you need when you need it. This is a great way to improve efficiency, save time and improve the way you communicate with clients or customers.
  • Using a document management system means you’ll be able to view business documents regardless of where you are or what time of day it is.
  • Valuable paperwork and business-critical documents are protected from external risks such as fire, flood or theft.
  • Documents can be shared, printed or accessed by colleagues in seconds.
  • Our services are designed to be tailored to meet your requirements and we also offer specialist services for schools and legal businesses.

Take control of paperwork with our document management and storage solutions

To find out more about the benefits of document storage for your business, get in touch with PDM by calling 01274 883459 or email info@pro-doc.co.uk

PDM-Post business mail services

Save time and money with our new hybrid mail services

Send and receive mail to and from your desktop

Sending mail is expensive and time-consuming and when you take into account the ever-increasing price of consumables such as paper, toner, envelops and stamps, the costs can be significant. Here at PDM we now offer a hybrid mail service, designed to provide a cost-effective, secure alternative to traditional paper-based mail.

PDM-Post Outgoing Hybrid Mail

Sending mail through PDM-Post is simple. Letters are uploaded to the PDM-Post portal; this can be done in a range of formats including PDF or Microsoft Word and you’ll be given the option to upload just one letter or a batch. All postcodes are validated before items are sent, putting an end to incorrectly addressed items, and you’ll receive verification once items are posted. Last and by no means least, a copy of each of your letters will be stored in the PDM-Post portal and you’ll receive a notification is a letter is returned as undelivered.

PDM-Post Incoming Mail

Our incoming mail service is ideal for all businesses and is perfect if you run your business from home and would like to keep your address private, or spend time working away from the office. Your mail is collected from a private PO box and then delivered to our secure production centre. Hard copy mail is opened and the contents digitally capture before being sent directly to your PDM-Post portal inbox. Post can be downloaded from the portal and incorporated into the system of your choice and as an additional option, mail items can be sorted and name to meet your requirements, e.g. by the date received, details of the sender or the individual recipient.

The business benefits of PDM-Post

Using PDM-Post can help you save money by reducing the amount you spend on consumables such as paper, toner and stamps, whilst freeing up staff time. To find out more about how sending and receiving your mail from your desktop can help you make substantial savings, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

happy christmas from the document storage specialists

Happy Christmas!

We’d like to take the opportunity to wish all of our clients a very merry Christmas and a happy New Year! We’ll be back in 2020 with more news, views and insights into the world of document management and storage. Whatever you’re doing this Christmas, we hope you have a relaxing and enjoyable break.

With best wishes from the team at PDM!

data capture services from Pro-Doc

Step away from the shredder!

Is shredding the best way to destroy unwanted documents?

The answer to this question is no, not necessarily! Thanks to developments in the systems used scanning and document management technology, there’s been a major shift from a total reliance on paper to regular use of electronic document storage. However, although paper documentation can be lost or damaged, they can also necessary if absolute proof is required. With this in mind, many businesses, especially those in the legal sector, find having an archive store of paper documentation extremely reassuring. It is this reliance upon paper which deters many businesses from taking advantage of the wide range of document storage solutions available.

Are you ready to go paper-free?

Although the reality of an entirely paperless office is still some way off, the move towards paperless document storage systems seems unstoppable. However, even in this new age of cloud storage , destroying paper documentation can feel very alarming, making many companies reluctant to move towards an entirely digital system.

Most paper documents are shred because they are no longer required and with the intention of freeing up what is often much needed storage space. However, there are documents to which the normal rules don’t apply; and title deeds, tax documents, leases, wills etc. must be kept. There is still a general misconception though that this type of important documentation has to be stored in its original paper format but this is not the case. If digital documents are captured, stored and managed correctly, they are just as valid as their paper counterparts.

Why move to electronic document management?

Moving to an electronic document management system is a sensible decision for several reasons. Not only does efficient document management mean so much more than scanning and storing documents digitally, it also offers the capability to capture data to drive fully automated processes. There’s also no doubt that electronic document management is an excellent way to help solve the problems of physical storage and it can also prove revolutionary when used as to track payments, for example, or to automatically approve a range of legal documents.

Whether you decide to move your business onto a cloud based storage solution, or to make use of a bulk scanning service, electronic document management is transforming from a state-of-the-art luxury to a business essential.

Get in touch with PDM to transform the way you run your business

To find out more about the benefits of electronic document management, or to talk through the best solutions for your business, why not get in touch with PDM today?

 

document scanning services from Pro-Doc

Data capture could help you transform the way you run your business

What is data capture?

Data capture is an electronic process which captures and extracts the data from paper and digital documents documents, offering the capability to search or share information at the touch of a button. This means that using data capture can help you streamline business processes, free up staff time and reduce storage space.

How does the data capture process work?

Before the information can be extracted from paper documents they have to be scanned. Scanning is incredibly quick and efficient; here at Pro-Doc we use powerful scanners which can scan many thousands of documents in a single day. No matter the age, size or type, almost any document can be scanned, from postage stamps up to architectural plans, through to legal documents, correspondence, invoices or historical documents.

After the scanning process is complete, documents can be quickly converted into the digital format of your choice, such as HTML and PDF file formats. Optical character recognition – OCR – is then used to convert the scanned version of a document into a fully searchable format.

Can all types of data be captured?

The simple answer to this question is yes! OCR allows for the conversion of most types of printed text, regardless of how the page has been laid out, the font used, or how the text is arranged upon the page. OCR produces incredibly accurate results and once a document has been converted, you’ll be able to share the data quickly and efficiently.

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

Using data capture to free up storage space

One of the biggest benefits of data capture is the reduction in document storage space it can offer. Once documents have been scanned, a wide range of online document storage solutions are available, providing 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 (or a pile on your desk!) can help you revolutionise the way you work and run your business. Online data storage facilities are actually pretty 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.

legal document copying scanning services

Specialist legal services designed to help you save time and money

We provide document copying and management services for legal firms

Running a law firm often means having to spend significant amounts of time and money copying legal documents. Copying costs can be very difficult or even possible to recoup when charging fees for a case. At Pro-Doc we provide a range of specialist services designed for legal firms, offering an efficient way to save valuable staff time, whilst significantly reducing the costs spent on expensive printer cartridges, toner and paper.

In addition, by using our specialist legal service; you’ll have a way to accurately record the costs that come with copying legal documentation. Not only does this make it much easier to fully cover costs from clients, it will also free up valuable staff time.

Put an end to time-consuming in-house photocopying

Time is money and with this in mind, it’s vital to have access to a safe, secure and reliable legal copying service. Here at Pro-Doc we aim to offer an exceptionally fast turnaround on all legal copying, from court bundles through to conveyancing documents.

E-disclosure services from Pro-Doc

Electronic disclosure or E-disclosure is simply the process which is used to capture, collate, restore and manipulate the large quantities of the legal documentation that is required during the process of disclosure in civil litigation. Designed to identify the required documents from large volumes of unsorted documents efficiently, when E-disclosure is combined with the digitisation of paper documents, the result is a comprehensive library of documents, designed to enable a full disclosure.

Contact PDM to discover how our specialist legal services could help cut costs and improve efficiency

The specialist legal services we offer are designed to provide a reliable, effective way to capture, store and manage legal data. If your business is struggling to cope with the cost and management of large volumes of paperwork, why not make use of our services? Not only will our specialist legal services help free up valuable time, they also offer a more efficient way to accurately pass on the costs of document copying directly to your clients.

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

po box services uk

PDM Post – the convenience of a private PO box at an affordable price

PO Box services for UK businesses

Our PDM Post Incoming Mail service offers a convenient way to receive and pick up your mail, regardless of where you are. The ideal solution for anyone who is regularly away from their business; our service offers the capability to have your post sent to a PO box, before being scanned and shared electronically.

Not only is our Incoming Mail service ideal for business owners who travel frequently, it also offers a great way to cut the time and cost of dealing with incoming post. Your mail is delivered to our safe and secure PO Box, before being sorted, scanned and sent to you electronically.

In addition, we also offer the option for mail to be named and sorted according to your requirements; whether this is the date received, the details of the sender or the individual recipient. Furthermore, this metadata is also available in a wide range of formats, designed to enable direct import into your existing systems.

Get in touch to find out more

Simple to use, cost-effective and convenient, PDM Post Incoming Mail is ideal for businesses and organisations of all sizes. To find out more or to obtain a no-obligation quote, get in by calling 01274 883459 or email info@pro-doc.co.uk

hybrid mail services uk

The benefits our Hybrid Mail service could offer your organisation

PDM-Post Hybrid Mail services for businesses and organisations of all sizes

We recently launched our brand new Hybrid Mail service and with this in mind, we thought we’d outline some of the benefits PDM-Post could offer your business or organisation.

Save time and money with PDM-Post

Sending out mail is expensive and when you take into account the cost of buying paper, ink for your printer, envelopes, mailing labels and stamps, bulk mailing can prove extremely costly indeed. Our Hybrid Mail service is available for mailings of all sizes and with no minimum volumes, is ideal for businesses and organisations of all sizes. Here are just a few examples of how using this new service could save you time and money:

  • Printing out paperwork to mail is expensive, taking into account the cost of paper, printer ink, photocopying, envelopes etc.
  • Choosing a Hybrid Mail service is a great way to reduce your business’s carbon footprint by cutting the amount of paper and print consumables you use.
  • Expensive franking machines and photocopier toner are no longer required.
  • Staff can make better use of their time, rather than spending time processing incoming and outgoing mail.
  • Our prices are lower per envelope and postal charges.
  • No minimum volume – send as much or as little mail as you like.
  • You have the option to use either our Outgoing Mail or Incoming Mail services or both.

Designed to provide complete flexibility, our Hybrid Mail services have been carefully developed to help you save time and money. We have many years of expertise in secure document management and by working with us, you’ll have the reassurance of knowing that your company is in safe and reliable hands.

Contact PDM – the document experts

If you’d like to find out more about our Hybrid Mail services, or to obtain a free, no-obligation quote, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk