document scanning services

Self storage facilities vs managed document storage

Secure document storage solutions from the document management specialists

Here at PDM we are experts in all aspects of document management. As one of Yorkshire’s leading document management companies, our work often brings us into contact with companies who have been using self-storage or a lock-up facility to store documents, including business critical documents.

Although any companies rely on self-storage facilities to free up storage space in their offices when having a reorganisation or employing a new member of staff, for example, it’s important to be aware of the pitfalls of using this type of storage on a long-term basis.

Your ‘local’ self-storage facility could be anything but as the majority are located in out of town locations. This means the expense and inconvenience of you or your staff having to travel to access the documents you need, which is especially disruptive when a document is required quickly and your team are likely to be working from home for at least some of the time.

More importantly, as a result of the GDPR regulations which came into force last year, organisations need to be able to access information quickly if a request is received for information. If your documents are stored off-site or inefficiently, it could be difficult to respond to requests in a timely manner and in line with legislation.

Efficient, successful document management is only achieved by being able to access the documents you need as and when you need them. In addition, you also need the reassurance that they are secure and safeguarded from theft or damage by the elements. With this in mind, managed document storage offers the best solution.

Managed documents storage from one of Yorkshire’s leading document management companies

Regardless of the size or nature of your business, we can help you store your data so that you meet GDPR regulations, free up office space, improve efficiency and reduce costs. If you would like to find discover how managed document storage could transform the way you run your business, please don’t hesitate to get in touch by calling us on 01274 883459.

Making the most of document scanning

Document scanning could offer your business a number of benefits and with this in mind, we thought we’d offer advice on how to make the most of this essential document management tool.

Plan to scan

When it comes to document scanning, planning ahead can help you save time and money. For example, identifying and prioritising in advance which documents are to be scanned is probably the single most important step in the scanning process. Although it might sound obvious, many of our clients underestimate the length of time that this stage can take. The identification process should comprise of two different stages: identifying the documents you need to scan and making sure they have been indexed appropriately.

It can be tempting to scan all documentation, however, it is important to identify documents which will offer the greatest increases in efficiency once they have been scanned. Over time you are likely to find that some documents are accessed less frequently than others, meaning that there might not be any benefit to having them digitized. In addition, duplicate documents should be removed and although it does take time to sort through files, it is definitely worth it in the long run in terms of time and expense. Don’t forget that you can always have additional documents scanned at a later date. However, by ensuring your most used documents are scanned immediately is an efficient way to keep costs to a minimum.

To ensure your business gains maximum benefit from scanning, it is essential identify which document management system you are going to use before the project begins. This is the best way to ensure that the process is configured according to your requirements and that the scanning process is as logical and streamlined as possible. Our team are happy to provide further advice and guidance on this if required.

Lastly, you will need to spend time considering how and where you will store paperwork once it it has been digitised. A number of different options are available; from off-site document storage, through to secure shredding and disposal. Whichever option you choose, don’t forget to make sure that you aren’t in breach of data protection rules.

Contact PDM to find out more

As document management specialists, here at PDM we work with businesses and organisation of all shapes and sizes. If you would like to find out more about the benefits document scanning could offer your business, or to talk through solutions designed to meet your individual requirements, please don’t hesitate to get in touch.

document management systems

Digital document management helps businesses meet social distancing requirements

Document management services from the document management specialists

Moving from a paper-based document management system to a digital one has long offered a wide range of benefits; including cost-savings and increased efficiency. Digital document management also provides a highly-effective way to reduce the amount of physical space required to store paper files and it is these space saving benefits which are helping many businesses meet social distancing requirements.

Digital documents help with a new way of working

Many businesses are preparing to come back to work following months of staff working from home or being furloughed. Finding new ways of working is essential if enough space is to be allowed to meet safe working practices and the social distancing regulations required to help prevent the spread of Coronavirus.

How closely people have to sit together will be a crucial factor and is likely to govern office planning models in the future. This means that if people are to go back to work safely, office layouts will have to be reviewed to ensure that measures such as 2 metre distancing, screens or even back-to-back working are put into place.

Whilst some businesses have plenty of additional unused space at their disposal, many are not so lucky and are facing the stress and upheaval which comes with finding sufficient room for everyone to work safely. This is where digital document management can prove extremely useful and by transferring paper files and documents into digital versions, designed to be stored in the cloud, huge amounts of floor space can be made available.

Not only does digital document management offer a great way to create much needed space, it can also help you develop a more flexible working environment for your staff. Staggered start times or alternate working days in the office become possible as staff are able to access work files from home. In addition, information sharing is instant and straightforward, helping to improve efficiency regardless of how far apart your teams might be.

Get in touch to discover the benefits of digital document management

To find out how digital document management can help you transform the way you run your business and meet the ‘new normal’, get in touch with us to discuss your requirements.

archive management

Digital solutions designed to meet the challenges of historical document management

Document management solutions from PDM

Historical documents and archives are fascinating; providing an invaluable and important insight into the past. However, if you work with historical documents or archives, you’ll be all to aware of the challenges of managing and storing this type of documentation. Here at PDM we offer a range of document management and storage services, with options to suit all all types of documents, regardless of age or type.

Document scanning

Archive management starts with document scanning and at PDM we have a range of high quality, state-of-the-art scanning equipment with the capability to scan thousands of documents per day. The vast majority of documents are suitable for scanning; from historical records through to tiny items the size of postage stamps and large-sized documents such as architectural plans.

Archive management

Once documents have been scanned, the data from them can be captured, ready to be digitally stored. Digital documents don’t take up any storage space, are fully secure and can be easily searched to find the information you need quickly and easily.

We offer a range of document storage options in a selection of media types. Documents can be either managed within your own existing system or we can offer a range of document management and archive systems to suit your own requirements.

Get in touch with PDM to find out more

Digital document management offers a number of advantages, not least in terms security and efficiency. If you would like to find out how digital archive management could help you improve the way you store, access and manage historical documents, get in touch with us by calling 01272 883459 or email info@pro-doc.co.uk

document management solutions

The latest trends in document management

Document management solutions from the document management specialists

While many businesses have embraced the benefits of moving from paper to digital documents, the majority either haven’t taken maximum advantage, whilst a significant number still haven’t tried going digital at all. As a result, thanks to the significant changes to the ways many of us have had to work as a result of the current pandemic, a number of document management trends have emerged.

Important document management trends:

  • Cloud computing is proliferating at lightening speed: although the benefits of cloud computing have been widely recognised for some time, the current pandemic has forced many businesses to come onboard for the first time. All that’s needed is an internet connection and cloud computing enables access to the files and documents you need, regardless of where you are. This has enabled the countless numbers of people who are now working from home to access information, collaborate with colleagues and share data – all at the touch of a button.
  • Changing workplaces call for a mobile-friendly environment: there has been a recent and significant demand for document accessibility away from the traditional workplace through a range of online devices such as smartphones and tablet. Whether driven by the challenges we currently face – see previous bullet point – or a trend which would have emerged regardless, increasing numbers of end users are making the most of mobile technology to access work-related information.
  • Improvements in security: as it becomes easier to access and share data, an unfortunate by-product of this is a rise in cyber crime. Although securing content will remain a significant challenge, a wide range of highly-effective security solutions are available, designed to provide the protection businesses need.

Get in touch with PDM

To find out more about the benefits that moving to a digital document management system could offer your business, or to discuss your requirement, get in touch with PDM by at info@pro-doc.co.uk or call 01274 883459.

document management services

Get your business ready for the ‘new normal’

Document management solutions by the document management professionals

As increasing numbers of businesses are considering how they’ll mange the ‘new normal’: keeping everyone working together but at a safe distance, finding new ways to collaborate and share information is becoming increasingly important. Here at PDM we work with businesses and organisations of all shapes and sizes; offering a wide range of cost-effective solutions, designed to make it as easy as possible for business to run smoothly and efficiently.

What is document management?

The solutions we provide can be thought of as a virtual filing cabinet. However, unlike a physical filing cabinet, the documents stored inside can be shared and accessed regardless of where the users are located. Instead of being stored as paper or ‘hard’ copies, documents are securely stored in the ‘cloud’ where they are instantly available for access by those who need them. Storing documents in this way offers a wide range of benefits which are incredibly useful at the best of times, but during the current situation could provide a way for your teams to return to work. The benefits of moving to a virtual document management system include:

  • Fast and efficient ‘share-ability’: documents can be shared, read, accessed or updated by any member of staff. Or, for secure documents, access permissions can be set to protect sensitive data.
  • Security: unlike physical documents, virtual ones cannot be lost, stolen or damaged.
  • Improved efficiency: instead of spending time searching through filing cabinets or folders for the information they need, your teams will be able to access and share information at the touch of a button. Not only does this vastly improve efficiency, it can also lead to significant cost savings.
  • More space: although most of us aren’t at work at the moment, moving to a digital document management system can help you free up physical storage space.
  • Versatility and flexibility: digital document management and archiving is suitable for all types of documents; from architectural plans and historical archives, through to financial or legal paperwork. Our systems are highly flexible and we can provide solutions to meet the unique requirements of your business. In addition, we also offer bespoke services for schools, colleges, universities and legal firms.

Get in touch to find out more

To discover how our document management systems can help you meet the challenges of the ‘new normal’, bet in touch with PDM by calling 01274 883459, or email info@pro-doc.co.uk

document management systems

Systems designed to help your team work together whilst they’re apart

Document management systems from the document management specialists

This week has seen the introduction of a new set of rules governing the current lock down situation. Increasing numbers of people are considering returning to work, providing it is safe to do so, whilst many will be working from home for some time to come. With this in mind, many businesses are facing the challenge of ensuring they operate as normal, whilst protecting their staff, clients or customers.

Effective document management can play a crucial part in efficient remote working as it enables teams to work and collaborate together whilst they are apart. From file sharing and editing, through to access to archives and remote file storage, at PDM we offer a wide range of solutions designed to help you keep your business running during difficult times.

Get in touch with PDM to find out more

Our services include archive management, scanning services, data capture, hybrid postal services and specialist services for legal firms, schools and colleges. If you would like to find out more about how we can help you and the benefits of digital document management to your business, get in touch by calling 01274 8838459 or email info@pro-doc.co.uk

document management storage solutions

Working from home: a temporary solution or long-term reality?

Document management systems designed to help your business cope with the new way of working

Thanks to the Coronavirus pandemic, the majority of people are now working from home. This has meant that many businesses have had to make rapid and significant changes to the way they operate. Home working requires increased remote collaboration and to be successful, team members must be able to have the information they need without having access to the office filing cabinet!

Here at PDM we offer a wide range of document management solutions, designed to help you and your team work efficiently whilst away from the office, ensuring your business stays efficient and reacts effectively to this new way of working.

These are just some of the ways that moving to an electronic document management system could benefit your business; not just during the current lock down but also for the years ahead:

  • Share, send and receive documents, files and information at the touch of a button. Once documents have been scanned, we can covert them into a format that works for you. All types of documents can be scanned, from invoices and purchase orders, through to legal paperwork, architectural plans and historical archives.
  • Collaboration and efficiency are vastly improved as staff spend less time looking for the information they need, freeing up their time and enabling them to concentrate on more important tasks.
  • Space is saved as many thousands of documents can be stored digitally, helping you free up valuable storage space and save money on costs.
  • Online document storage is a safe and secure, ensuring your business-critical documents are protected from theft or risk of loss and damage.

Get in touch with PDM – the document management experts

It looks as though many of us could be working from home for some time to come. To find out how our document management solutions can help your business cope with the challenging times ahead, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

document management systems

We can help you prepare your business for the future

Save time, space and money with a document management system from PDM

As a result of the current Coronavirus pandemic, many businesses have been forced to temporarily close or make significant changes to the way they operate. Not only is this hugely disruptive, it is also incredibly expensive. Lock down won’t last forever though and when normal life resumes, businesses who are prepared to hit the ground running are more likely to bounce back.

Effective document management might, in the grand scheme of things, might seem like the least of your worries at the moment. However, choosing to switch to a digital document management system allows businesses like yours to focus on the real issues, rather than managing a paperwork mountain.

Professional document management services

We offer a wide range of professional document management services which are suitable for businesses and organisations of all sizes. From scanning services and data capture, through to archive management and specialist services for schools, colleges and legal businesses, we can help you save time, improve efficiency and free-up valuable storage space.

Moving your paper-based system to a digital document management system is straightforward and we’ll start by scanning documents using our high-speed duplex scanners. All types of documents can be scanned, regardless of age, type or size: from financial documents and archives, through to architectural plans, books and microfiche.

Once documents have been scanned and converted into digital files, the information within them is scanned to make it easily accessible. This means that you’ll be able to find and share the information you need at the touch of a button, rather than having to sort though paper files. We have the expertise to capture data from files in different levels of detail so whether you simply need the titles, or multiple fields within documents, to allow for forward processing through a wide range of business applications.

Future proof your business with a document management system from PDM

If you would like to find out more how we can help you prepare your business for the future whilst saving time and money, get in touch with PDM to discuss your requirements.

scanning legal documents

Litigation Services from PDM

Designed to provide assistance to corporate legal teams and outside counsel, PDM Litigation Services offer a cost effective way to manage all phases of e-discovery. We have the expertise to to support and guide you through the e-discovery process, serving you as an extension of your legal and litigation support teams.

We can help you and your team in a range of ways, from Data Collection and Collection Strategy, through to support during negotiations, Data Reduction and Search Consulting. Our experienced team will work closely with you throughout, providing you with efficient, cost-effective and reliable services.

Get in touch with PDM

We offer a wide range of services designed to help businesses and organisations save time and money whilst improving efficiency. From specialist services for legal firms and schools, through to archive management, scanning services, data capture and hybrid mail, our services will help you meet the challenges of data management and document storage.

To find out more or to discuss your requirements, get in touch with PDM by calling 01274 883459 or email info@pro-doc.co.uk