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?

HR document storage

Document management services designed for schools and colleges

The long summer holidays are rapidly approaching but first there’s a hectic schedule of exams and end of term events to organise. The school year is  always very busy and with this in mind, many school administrators find it difficult to set time aside to keep on top of document management. In addition, there’s also pressure to ensure the secure and accurate capture and storage of safeguarding records within the latest guidelines.

In 2016, the Department of Education published a document entitled ‘Keeping children safe in Education – Statutory guidance for schools and colleges’ which outlines the duties that schools and colleges have concerning recording keeping. As a result, many schools and colleges are now meeting these requirements by utilising specialist software designed for monitoring child protection, safeguarding issues and a wide range of additional welfare and pastoral issues. This type of software brings all these issues together under one umbrella, securely storing them into a central repository.

Organising and storing documents in this way enables the relevant people immediately to any issues, allowing senior leaders to develop a chronology surrounding a particular student. In addition, simply pushing a button generates reports on vulnerable pupils and pupil groups; and these reports can be used for Ofsted or in Case Conference or Governors meetings.

Although document management software for schools and colleges is designed to streamline the way they store and manage information, in order to make the software ‘complete’, existing paper records have to be integrated into the system and this is where we can help. We provide a complete data capture and document scanning service which securely transfers paper documents into a user-friendly archive, designed to enable you to efficiently manage important school documents.

We have almost two decades of experience in providing scanning and digitisation records for a wide range of organisations including schools, colleges and universities. Our services are fast and reliable with an emphasis upon security and confidentiality. As such, we have a rigorously tested, audited system in place, designed to maintain the highest standards.

To find out more about how we can help you safely and securely manage documents within your education setting, please get in touch to discuss your requirements.

document management for accountants

Discover how effective document management can save you time and money

Professional document management services from the document management experts

The last couple of years have been very challenging for many businesses. Hopefully the future is looking brighter but as a result of difficulties faced by businesses and organisations of all sizes, many are looking for ways to streamline their systems, improve efficiency and cut costs. From data capture, scanning and archive management, through to hybrid mail and specialist services for schools and legal firms, we offer a wide range of services designed to help businesses and organisations improve efficiency whilst saving time and money.

We can help you in a number of different ways:

  • PDM post: our specialist mail service offers a highly cost-effective way to send and receive mail through a virtual mailbox.

  • PIQNIC: designed to provide a modern approach to work, PIQNIC is powerful software which brings together files, tasks, projects, decisions, teams, communications and document management.

  • Scanning: scanning offers a cost effective and space-saving way to store large volumes and physical documents. Once scanned, documents can be provided in an easily accessible format at a cost equivalent to just four years of physical archiving. The vast majority of documents are suitable for scanning, helping you save space, money and time.

  • Data capture: physical documents not only need lots of storage space, they’re time consuming to search through too! Our data capture service makes files easy to access, enabling you and your team to find the information you need when you need it.

  • Archive management: once documents have been scanned we can offer you a range of secure access and storage options, designed to be integrated into your existing systems if required.

Contact PDM – your document management specialist

We provide a wide range of services which offer effective ways to ensure your business is streamlined and competitive. Our services are designed to help businesses and organisations like yours save time, money and improve efficiency. To find out how, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

document management solutions from Pro-Doc

The software designed to make modern ways of working a PIQNIC

The way we work has changed dramatically over the past decade or so, especially since the recent pandemic which has accelerated trends such as working from home and digital document management. Alterations to our ways of working can prove to be incredibly beneficial to both a business and its staff alike, however a cohesive approach is need to ensure a successful end result.

PIQNIC is an innovative, beautifully designed single smart platform which brings together everything to deliver a modern approach to work. Combining everything from files, tasks, decisions and projects, through to teams and communications, PIQNIC is highly efficient work management and planning software. However, there’s one big difference between PIQNIC and similar types of software and that’ s secure document management.

How PIQNIC can help your business

PIQNIC helps businesses and organisations of all shapes and sizes in a wide range of ways, including:

  • safeguarding and storing information whilst allowing instant access
  • there’s no need for multiple apps and software as everything is in one user-friendly place
  • PIQNIC offers a modern approach to work in a way that meets today’s challenges
  • reliance on distracting, time-consuming emails and meetings is reduced
  • all data, information and communications are fully secured
  • business management is easy and stress-free

Get in touch with PDM

As a PIQNIC certified partner we happy to provide further information on this powerful software solution. To book a demo or to find out how PIQNIC could benefit your business, please get in touch.

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Smart working can help you save time and improve efficiency

Chances are that you’ve heard the term ‘smart working’ mentioned at some point over the last couple of years as it’s one of the latest sound bites used to describe a business-savvy approach to the workplace. The idea of smart working, in other words getting things done efficiently in as short a time as possible, came to prominence during lock downs during the pandemic when the majority of people were working from home. To give smart working a slightly more professional description, it’s often described as a strategic approach to flexible efficient working by making the most of modern technology to improve efficiency, cut costs and improve work-life balance.

Smart working sounds good, doesn’t it? At PDM we’re big fans of the idea and offer a range of document management solutions, designed to help you work smarter in order to streamline and improve the efficiency of your business. A badly organised, cluttered office, littered with mountains of unfiled paperwork is hardly conducive to smart working. If this sounds familiar and you’d like to change the way you work, improving your document management systems seems like a very good place to start!

Streamline the way you manage, store and share your data

Efficient document management and storage has the potential to transform your business; helping you improve efficiency and cut costs. Our services cover all aspects of document management such as:

  • Scanning services: if you have documents and records you need to access on a regular basis, document scanning provides a great alternative to having to store large volumes of paperwork. We’ll scan your documents – regardless of their age, type or size – converting them into an easily accessible format.

  • Data capture: not only do physical paper documents take up a great deal of space, they are extremely time-consuming to search – even if they are efficiently organised and stored. Once scanned and digitised, we can use a range of techniques to capture the data from files, ensuring they are easily accessible and that you can find the data when you need it.

  • Archive management: once documents have been scanned and the data capture, we can offer you a number of different options for accessing the information. We can provide your documents in a huge range of media types or in a secure online transfer, suitable for integration with an existing storage system. We also offer a range of document management and archive systems to suit all requirements; from basic free systems, through cloud-based systems.

Get in touch with PDM to find out how our document management services could help you work smarter

Taking a new approach to the way you manage, store and retrieve documents will save you time and money whilst helping you free up the amount of physical storage space you need. A cost-effective way to work smarter, our document management solutions are ideal for businesses and organisations of all sizes.

To find out more, please call 01274 883459 or email info@pro-doc.co.uk

document management for schools

Document management services for schools, colleges and universities

Here at PDM we have many years of expertise in the secure digitising of records. The need to accurately and securely capture paperwork for safeguarding purposes is something which is of particular relevance to education providers to ensure they comply with the latest data protection regulations.

According to guidelines set out by the Department of Education in 2016, schools and colleges have a duty to record in writing all concerns, discussions made and the reasons for those decisions. As a result, many schools and colleges now ensure they adhere to these guidelines by using software applications designed to monitor safeguarding, child protection and a wide range of welfare and pastoral issues.

Using specially designed software enables those involved in safeguarding to be altered immediately to any issues, whilst allowing senior leaders to build a chronology surrounding the student concerned. As such, reports on vulnerable individual pupils and groups of pupils can be quickly and easily generated for case conference meetings, governors and Oftsted. However, to integrate existing paper records into the system a complete data capture and document scanning process is required. We are experts in this area and have the expertise to securely scan and then transfer paper documents into a user-friendly, fully secure archive, designed to allow you to correctly manage these important documents within your school system.

PDM – the document management experts

Our services are fast, reliable and efficient, with an emphasis upon security and confidentiality at all times. Prioritising the protection of sensitive information is of paramount important to us, providing you with reassurance that your important documents are in safe and reliable hands. Get in touch to find out more about how our services can help you.

PDM-Post business mail services

What are digital mail rooms and how do they work?

Switching to a digital mail offers the potential to save your business money and time, whilst improving efficiency and customer service. Our hybrid mail service, PDM-Post, is proving popular with many of our clients who are making the most benefits. However, if you’ve never used a digital mail room before, it can seem like a mystifying concept! With this in mind, we thought we’d give you an outline of how digital mail rooms work.

Inbound digital mail

All PDM-Post incoming mail is a system by which all inbound mail is delivered to our secure handling centre via a dedicated PO box. Once mail has been opened, the contents are digitised, eradicating the need for your staff to have to handle incoming mail at all, freeing up their time to spend on more important tasks.

The digitisation of incoming mail involves the scanning of each mail item as a separate documents. Once this process has taken place, the digital versions of your mail are then forwarded electronically to the relevant department. In addition, it’s possible to classify mail into different categories such as invoices, general correspondence or contracts.

It’s worth bearing in mind that after you’ve received your inbound digital mail, correspondence can be integrated into your systems and workflows using one of our digital document management systems.

Outbound hybrid mail

Outgoing correspondence is uploaded by the user to our fully secure PDM-Post portal and this is possible in a wide range of formats such as Microsoft Word or PDF. Documents/letters can be uploaded individually or en mass, taking the headache out of mass mailings/mailshots.

To reduce the amount of mail being returned as undeliverable, all postcodes are validated and you’ll receive confirmation of posting via the PDM-Post portal. In addition, you’ll also receive a notification of any items which haven’t been delivered.

The benefits of hybrid mail

Hybrid mail systems offer a range of benefits including savings on paper, stationery, printer ink and photocopying, whilst efficiency and customer service are improved. If you’d like to find out more about our hybrid mail service, please don’t hesitate to get in touch.

data capture services from Pro-Doc

Digital document management – the greener solution to document storage

Paper-based document management systems not only require significant amounts of physical storage space, they also generate the need for additional resources such as paper, files, folders, toner cartridge…the list goes on! Switching to a digital storage system is a great way to reduce your need for a physical document ‘infrastructure’, whilst also helping to improve efficiency and cut costs. With this in mind, here a few examples of how moving from paper to digital document storage can help you increase your green credentials whilst decreasing your consumption of office consumables.

  • There’s no doubt that a lot of room is required for storing paper files and documents! Even the smallest businesses are likely to have at least one filing cabinet stuffed full of paperwork but for large businesses, document storage can take up significant amounts of room. Switching to a digital document management and storage system makes paperwork a thing of the past, with solutions designed to cover everything from file storage and sharing, through to receiving and sending mail.
  • Paperwork requires a huge amount of paraphernalia; from paper itself, through to files, space to store files, paper clips, ink and toner cartridges, envelopes and postage stamps. Moving to digital document storage can help you make significant savings on office consumables by dramatically reducing your use of paper.
  • A reliance upon a paper-based system makes it difficult to improve efficiency and speed up processes. Digital document management makes finding and sharing documents as simple as pressing a button, whilst systems can be easily designed to improve work flow, enhance customer service and improve staff efficiency.

Contact the document management experts

At PDM we provide a wide range of cost-effective solutions designed to help businesses and organisations of all sizes save money and improve efficiency. To find out more about how we can help you transform the way you run your business, why not get in touch?

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Covid-19 makes digital document management a priority

Although many businesses would like to switch to a digital document management system, they’re often deterred by misconceptions surrounding complexity, concerns that they have too many paper-based systems or a company culture that’s slow to embrace change. Despite this, the Covid-19 pandemic has kick-started a rising trend towards digital business processes, forcing businesses to take the plunge and upgrade or transform their approach to document management. If yours is one of the businesses yet to make the change, don’t think it’s time to make the move and enjoy the benefits of digitisation?

Digitisation gets into gear

According to a survey carried out by McKinsey Global in May 2021, the Covid-19 pandemic led to businesses urgently seeking for ways to empower remote staff working, build business resilience, reduce a reliance on manual processes and ensure visibility of workflow. As such, for many companies, digitisation of their systems became an immediate priority, forcing them to accelerate their plans by three to four years.

In the past, digitisation was often just seen as a way to cut costs. However, thanks to the pandemic, digitisation and the use of technology rose to the top of the list of critical business components.

The benefits of digitisation for your businesses

Switching digital document management not only helps reduce costs but also offers a number of benefits for businesses and organisations of all shapes and sizes. Here are a few examples of how digital document management can help you:

  • storage space of paper documents is reduced resulting in a tidy and efficient workplace
  • documents are easy to find, fully searchable and can be shared amongst members of staff or departments in seconds
  • documents are stored securely
  • documents and the information stored inside them can be accessed at the touch of a button – regardless of where you are
  • systems are streamlined, efficiency improves and valuable time isn’t wasted on managing and storing paperwork
  • switching to a digitised systems is simple and straightforward

If you would like to find out more about the benefits of digitisation for your business, please get in touch.

hybrid mail services uk

The business benefits of hybrid mail

Our hybrid mail service has been developed by us with the aim of helping our clients streamline their business processes and improve efficiency. So, what is PDM-Post hybrid mail and how does it work?

PDM-Post covers both outgoing mail and incoming mail. Using our outgoing mail service is simple as letters are uploaded by the user to our fully secure PDM-Post portal. Correspondence can either be uploaded either as individual letters or in bulk. Post codes are validated before items are sent, therefore eliminating the expense of incorrectly addressed items. Verification of posting is sent to you via the PDM-Post portal and you’ll also receive a notification of letters which have been returned as undelivered. Lastly, a copy of every letter you send will be stored in the PDM-Post portal.

Incoming mail is received into a dedicated PO box and then delivered to our fully secure processing centre. Once received, hard copy mail is opened and the contents digitally captured before being sent directly our PDM-Post portal inbox. From this point onwards, you’ll be able to download your mail and incorporate it into the system of your choice.

How can moving to hybrid mail benefit your organisation?

Moving to our hybrid mail service offers businesses and organisations of all shapes and sizes. From reduced printing costs and a reduction in paper consumption, through to the eradication of expensive franking machines, switching from a traditional postal system through to hybrid mail can help you make big savings.

It isn’t all about costs though as the other significant advantage of moving to hybrid mail is the benefits is an improvement in efficiency. Staff time is freed up, allowing them to concentrate on more productive tasks instead of sending and receiving mail.

If you’d like to find out more about our hybrid mail services and how they could save your business time and money, why not get in touch?