document management systems

What are the business benefits of document scanning?

Document scanning services from PDM – the document experts

If your business relays upon having regular access to documents and records, the chances are that you have large amounts of physical documents to store. Document scanning offers a highly efficient and cost-effective way to reduce the amount of physical storage space your business needs. In fact, our document scanning costs – providing them in an easy-to-access format – equates to just four years of paying for physical archiving. In addition, when you bear in mind that there is a legal requirement to retail documents for at least seven years for tax purposes, our document scanning services offer a cost-effective, efficient alternative.

Here are just a few examples of the benefits of document scanning:

• As already mentioned, the need for space to store physical documents is significantly reduced. This offers the capability to use the space in a more cost-effective, practical way; such as room for new members of staff, equipment or simply a more spacious office!
• Once documents have been scanned they are converted into a digital format. We have the expertise to convert paperwork into formats including PDF, JPG or TIFF, depending on your individual requirements.
• Digital files are much easier to search than their paper counterparts; enabling your team to find the information they need at the touch of a button, rather than having to leaf through mountains of files and folders.
• Digital files are safe and incredibly secure. In addition, you’ll be able to view them regardless of whether you’re in the office or not, making working from home much easier.
• We are able to scan physical documents of all shapes and sizes: from postage stamp size, through to architectural plans and drawings larger than A0 size. In addition, we are also able to scan books and documents currently stored as Microfilm or Microfiche.

Get in touch to find out how PDM can help you cut document storage costs

To discover how our services can help you reduce the time and money you spend on document storage, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

New Year, new approach to working?

Document management and storage solutions from PDM

A New Year is the ideal time to make a fresh start and maybe try a few changes! With this in mind, the last few months have been incredibly challenging for many businesses who’ve had to cope with finding ways to management working from home, whilst maintaining normal levels of production or service.

At PDM we are experts in helping businesses to work smarter by providing a wide range of cost-effective document management and storage solutions including scanning services, data capture, PIQNIC archive management and mail room services. Here is an overview of how we can help your business:

  • PIQNIQ is an innovative smart software platform which is designed to manage everything in one place: files, tasks, project, teams, communications and decisions. Where PIQNIC differs with other planning/management software is that it also offers highly secure and incredibly powerful document management. PIQNIC comes highly recommended by our team because it enables businesses to work in a way that meets current and future challenges, information is stored safely and safeguarded but ready for instant access, whilst replacing the need for multiple apps or software. In addition, PIQNIC also enables businesses to work smarter by reducing reliance on distractions such as emails and meetings.
  • Scanning is idea for any business which needs to be able to access documents and records on a regular basis. Designed to offer a great solution to finding room to store large quantities of physical documents, scanning documents into a digital format makes them easily accessible.
  • Not only do physical document archives require lots of space, they are also difficult and time consuming to search, regardless of how well organised they are. Data capture is used to extract information and files from physical documents, making them readily available for immediate access.
  • We offer a range of hybrid mail services, designed to take the hassle out of sending and receiving business mail. Our PDM-Post service is highly cost effective; offering significant savings on printing, paper and mailing costs.

Get in touch with PDM to find out how we can help you transform the way you run your businesses

We offer a wide range of services, including specialist services for legal firms and schools, designed to help you run your business or organisation in a why that’s cost effective and efficient. To find out more, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

PIQNIC Certified Partner

Discover a new way of working with PIQNIC

PDM – PIQNIC certified partners in the UK

As a result of the Covid-19 pandemic, many businesses are looking for new ways of working; especially as a result of the challenges posed by working from home. PIQNIC provides a highly effective solution, whether you’re searching for ways to manage the ‘new normal’, or are looking for solutions to help you improve efficiency and productivity.

What is PIQNIC?

PIQNIC is a single smart software platform which is designed to oversee and manage everything you do: from your files, projects, decisions and task, through to team meetings and communications. However, the big difference between PIQNIC and other work planning and management software you might have come across is that it also includes incredibly powerful, user-friendly and highly secure document management.

The benefits of PIQNIC for your business

PIQNIC is designed to help businesses and organisations of all sizes to meet the challenges of today’s workplaces. From safe storage and safeguarding of information, from eradciating the need for multiple apps and software, PIQNIC can help manage everything you need to run your business in just one place.

Contact PDM to discover the benefits of PIQNIC for your business

Here at PDM we are proud to be a certified UK PIQNIC partner. To book a demo and find out how this powerful software can help you transform the way you run your business and deliver a modern approach to working, get in touch with our team by calling 01274 883459.

data capture services

Document scanning can help you cut costs and reduce your storage requirements

Cost-effective scanning services from a leading document imaging company in Yorkshire

Not only do paper documents take up significant amounts of office space, they’re time consuming to search and are at risk of theft, loss or damage. Filing cabinets and paper documents are rapidly becoming a thing of the past and if you still rely on them, now is the time to start thinking about a smarter solution. With this in mind, digital imaging is one of a number of cost effective document management solutions available which could help you improve efficiency, security and work smarter, whilst reducing the amount of physical storage space you need.

Document management services from PDM

We use high speed duplex colour scanners which have the capacity to scan over 100,00 documents each week. In addition, we also 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. Perfect for businesses and organisations of all shapes and sizes, digital imaging and scanning is now widely used by accounts payable departments, human resources, legal firms and schools and colleges as a cost effective solution.

 What happens after scanning?

Once documents have been scanned and digitised they can then be saved in a range of digital formats. The format you choose is up to you and will depend on your individual requirements. Data capture comes next and we offer a number of options, designed to make the information within your digital documents easy to find. 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.

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

legal document copying scanning services

Save time and money with our specialist services for legal firms

Legal work often means having to invest time and money copying legal documents. In addition, copying costs can be difficult or even impossible to recoup when calculating fees for a case. Here at Pro-Doc we provide a number of specialist services designed for legal firms, providing an efficient way to save staff time, whilst cutting the costs associated with printer cartridges, toner and paper.
By using our specialist legal service you’ll have an efficient way to accurately record the costs that come with copying legal documentation.

Put a stop to time-consuming in-house photocopying

Time is money so it’s essential that you have access to a safe, secure and reliable legal copying service. At Pro-Doc we provide our legal clients with an exceptionally fast turnaround on all legal copying, from court bundles through to conveyancing documents.

Get in touch with PDM to find out more about our services for legal firms

The specialist legal services we offer are designed to offer a reliable, effective way to capture, store and manage legal data. If your legal practice is finding it hard to cope with the cost and management of large volumes of paperwork, why not get in touch to find out more about 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

document management storage solutions

Transform the way your business works with PIQNIC archive management

Whether you’re looking for strategies to help you cope with the new way of working, or simply want to find a simple approach to streamlining your business, PIQNIC is an archive management solution which brings teams, workflows and information together into one place.

PDM -PIQNIC certified partners

So, what is PIQNIC? In short, it’s basically a smart platform which is highly innovative and beautifully deigned to manage everything from files, tasks and projects, through to teams, communications and decisions. However, the difference between PIQNIC and other work planning and management software, is that is also provides highly secure and incredibly powerful document management. We’re incredibly proud to be certified partners with such an innovative product and increasing numbers of our clients are turning to PICNIC because it offers them a way to:

  • manage and approach work in a way that meets the challenges of the current working environment, both in the short term and long term
  • store their information in a way that is completely secure but enables instant access
  • eradicate the need to use multiple apps or software
  • keep everything under one ‘roof’ – project management, files, documents and key decisions
  • spend less time on distracting emails and meetings
  • make sure that information, data and communications are fully secure yet instantly accessible
  • future-proof the way they manage their business

Get in touch to find out how PIQNIC can help you manage your business with ease

To find out more about PIQNIC, or to book a demo, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

PDM-Post business mail services

Make substantial savings on mailing costs with PDM Post

Hybrid mail services from PDM

Whether you’d like to save money on mailing costs, or are looking for a more efficient way to deal with incoming mail, PDM Post can help you improve efficiency and reduce the amount you spend. Our hybrid mail services will enable you to send and receive mail directly to and from your desktop:

  • Outgoing Hybrid Mail: letters are uploaded to your mail portal and this can be done in a range of ways, whether you want to upload just one letter or a bulk mailing. In addition, all postcodes are validated before mail is sent and once items have been posted, verification is sent to your portal. Last and by no means least, a copy of each letter sent is stored in your portal, ready for you to access as and when you need it.
  • Incoming Mail: mail items are collected from a dedicated PO box before being delivered to our secure production centre. Hard copy mail is then opened, the contents digitally captured and uploaded to your portal inbox. At this point you will have the option to download mail and incorporate it into a system of your choice. If required, mail items can be sorted and named according to your requirements.

The benefits of PDM Post

PDM Post offers businesses and organisations a wide range of benefits including:

  • A reduction in printing costs and paper consumption.
  • Expensive franking machines, toner etc. are no longer required.
  • Staff have more time to spend on other, more important tasks.
  • We don’t set a minimum volume so you can send/receive as much or as little post as you like.
  • You have the option to use just one or both of our services.

Get in touch with PDM to find out more

We are experts in all aspects of document management and offer a wide range of tried and tested services, designed to help your clients save time and money whilst improving efficiency. To find out more about PDM Post or any of our other services, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

data capture services

Save time and money with our document management services

Professional document management services from the document management experts

There’s no denying that the current economic climate is extremely challenging, resulting in many businesses searching for ways to streamline systems 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:

  • 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.
  • 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.

Get in touch with PDM to find out more

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 storage solutions

We can help you find new ways of working

Document management solutions from the document management specialists

As many businesses are coming to terms with the ‘new normal’ and finding ways to keep their businesses running smoothly with staff working from home, the need to find new strategies is becoming increasingly important. The challenges of collaboration, efficiency, document management etc. whilst teams are spread far and wide, is something which businesses of all shapes and sizes are having to overcome.

Here at PDM we provide a wide range of solutions designed to help you manage your business successfully and meet the challenges of the current climate. From scanning services and data capture, through to archive management and document storage, our services are designed to be tailored to meet your individual requirements.

Our services provide fast, efficient and highly cost-effective ways to access, manage, safeguard and share documents – regardless of whether your team are working from home or in the office. We put the emphasis on securing and confidentiality and as such are trusted by clients across a wide range of professions: from accountancy firms and legal practices, through to universities and the chemical industry.

Get in touch to find out more

If you would like to find out more about our services and how we can help you save time and money whilst improving efficiency, get in touch with our team by calling 01274 or email info@pro-doc.co.uk

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.