data capture

What is Data Capture and How Can it Benefit Your Business?

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Data capture is an electronic method designed to collect and extract information from both paper and digital documents. Once completed, data capture enables the ability to search or distribute information effortlessly. Consequently, an increasing number of companies are adopting data capture to enhance efficiency, save time, and minimise physical storage requirements.

How Does Data Capture Work?

The process begins with the scanning of paper documents to convert them into a digital format. This scanning process is rapid and efficient, utilising advanced scanners capable of processing thousands of documents daily. Virtually any document can be scanned, including legal files, invoices, architectural plans, and even historical artefacts.

After scanning, documents are swiftly converted into your desired digital format, typically HTML or PDF. Optical Character Recognition (OCR) technology then transforms these scans into fully searchable files.

Is Any Data Suitable for Capture?

Absolutely. OCR technology can convert most types of printed text, irrespective of the layout or text arrangement on the page, producing highly accurate results. Once converted, you can quickly and efficiently share document data.

Intelligent Character Recognition (ICR) takes data capture further by interpreting and capturing handwritten text. This powerful software can process handwriting in any size or style, whether from entirely handwritten documents or those containing both handwritten and typed text. Like OCR, ICR is invaluable for digitising, searching, and sharing data from written records, archives, and historical documents.

Utilising Data Capture to Optimise Storage Space

A significant advantage of data capture is the substantial reduction in the physical storage space required for paper documents. Following scanning, various online document storage solutions are available, providing safe and secure archiving. These systems are designed to streamline your business operations and liberate valuable space, transforming how you manage and operate your business.

Online data storage is straightforward. Once the original paper documents are digitised, the electronic versions are stored and ready for access whenever needed. You can even request copies of the original paper documents or arrange for their secure destruction, all with a simple click.

Data Capture Solutions from Pro-Doc

To explore more about how data capture can benefit your business, contact us to discuss your specific needs.

Announcing Our Carbon Reduction Plan: A Commitment to Sustainability

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At Professional Document Management, we are proud to announce the launch of our ambitious Carbon Reduction Plan, a vital step towards our commitment to environmental stewardship and sustainable business practices. Our detailed plan outlines significant steps we will take to reduce our carbon footprint and contribute positively to the health of our planet.

Our Commitment to Net Zero

Climate change poses a severe threat to our environment, communities, and the economy. As a responsible business, we recognise our duty to operate sustainably. Our Carbon Reduction Plan is aligned with the UK Government’s goals outlined in the Procurement Policy Note 06/21, ensuring that we meet and exceed the expectations for suppliers to the public sector.

Key Highlights of Our Carbon Reduction Plan

Our plan commits to an aggressive strategy to lower our greenhouse gas emissions by 50% by 2030, setting us firmly on the path towards achieving net-zero emissions by 2050. Here’s how we plan to achieve these goals:

  • Energy Efficiency: We are optimising our energy usage across all operations, investing in energy-efficient technologies and upgrading our facilities to reduce energy consumption.
  • Sustainable Transportation: We are transitioning our fleet to electric vehicles (EVs) and promoting the use of public transport, cycling, and walking among our employees.
  • Waste Reduction: By improving our waste management strategies, we aim to minimise waste in all forms and increase our recycling rates year on year.
  • Employee Engagement: Our employees are central to our sustainability efforts. We are boosting awareness and training to embed sustainability in every aspect of our workplace culture.

Benefits to Our Stakeholders

This initiative is also about setting a standard for our industry. Our stakeholders—customers, employees, and partners—can expect enhanced operational efficiency, improved service delivery, and alignment with their own green mandates. As we implement these changes, we anticipate a reduced environmental impact and operational cost savings, which will enable us to offer more competitive pricing.

Moving Forward

We believe that real change happens through continuous effort and innovation. Therefore, our Carbon Reduction Plan includes regular monitoring and reporting mechanisms to ensure transparency and accountability. We will update our stakeholders annually on our progress towards these commitments. Our Carbon Reduction Plan is available here.

 

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Is Paper Still Relevant in Modern Business?

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The question of whether paper retains a role in modern business operations garners a resounding affirmative. A more pertinent inquiry, however, might be to evaluate where and to what extent paper is utilised. If your business still operates predominantly on a paper-based system, it might be time to contemplate a shift towards digital integration. Completely eliminating paper might not be feasible for every enterprise, yet the digitisation of existing paper records is increasingly critical for maintaining compliance and operational efficiency.

Challenges of Paper in Boosting Productivity

Paper dependence introduces several challenges that significantly impact productivity, such as:

  • Retrieving, storing, and managing paper documents is not only time-intensive but also inefficient. Paper systems further complicate maintaining consistency across multiple document versions.
  • Regulatory mandates for document retention and disposal are more cumbersome to comply with in a paper-based environment, enhancing the risk of breaches in data storage regulations.
  • Conducting internal quality and external compliance audits becomes more challenging and stressful.
  • The resources, physical storage demands, and time investment required for paper systems are considerably greater.

PDM – Tailored Digital Document Management Solutions

At PDM, we specialise in providing comprehensive digital document management solutions that transition businesses smoothly and cost-effectively from paper reliance to digital proficiency. Our services cater to a diverse clientele, including educational institutions, legal practices, and businesses of varying scales.

Discover more about the advantages of digital document management and begin your journey away from paper dependency today. Contact PDM at 01274 883459 or via email at info@pro-doc.co.uk to learn more.

document management for schools

Enhancing Document Management in Schools and Colleges: Secure Solutions for a Streamlined System

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As the long summer holidays quickly draw near, schools and colleges face the double challenge of a bustling schedule of exams and end-of-term events. During such a busy period, many school administrators struggle to allocate time for effective document management. Furthermore, there is considerable pressure to securely and accurately manage and store safeguarding records, following the latest guidelines.

The Department of Education issued guidelines back in 2016 titled ‘Keeping Children Safe in Education – Statutory Guidance for Schools and Colleges’, highlighting the responsibilities schools and colleges have regarding record-keeping. To comply with these requirements, numerous educational institutions have since employed specialised software that monitors child protection, safeguarding issues, and various other welfare and pastoral concerns. This software consolidates all related data under one umbrella, securely saving it in a central repository.

Such organised document storage systems allow immediate access for the relevant authorities to any concerns, enabling senior leaders to compile detailed chronologies for individual students. With the simple press of a button, reports on vulnerable students and groups can be generated. These reports are invaluable during Ofsted inspections, case conferences, or meetings with governors.

While document management software significantly streamlines information storage and management for educational institutions, integrating existing paper records remains a vital step to achieving a comprehensive system. This is where our expertise comes into play. We offer complete data capture and document scanning services that securely incorporate paper documents into an easily manageable archive.

Secure Solutions from the Document Management Experts

With nearly two decades of experience in scanning and digitising records for a variety of organisations, including schools, colleges, and universities, our services are quick and dependable, emphasising security and confidentiality. Our systems are thoroughly tested and audited to uphold the highest standards of security.

For more details on how we can assist you in safely and securely managing your educational institution’s documents, please contact us to discuss your specific needs.

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Document Management Solutions for Accounting Practices

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Are you aware that our expertise extends to providing document management services tailored specifically for accounting firms? Accountancy is competitive with a pressing need for services that are not only cost-effective and precise but also swift. This necessitates leveraging advanced document management and archiving technologies.

Here at PDM we are experts in document management, with extensive experience in working with accountancy practices of all sizes. We offer a suite of solutions crafted to address the unique challenges faced by accountants, thereby enhancing their operational efficiencies and reducing overheads.

Customised Solutions for Unique Business Needs

Accountancy firms are no strangers to the deluge of paperwork from clients; a situation that’s unlikely to change anytime soon. However, there are strategies to better manage these processes. Essential accounting documents, including client records, audits, VAT, PAYE, Corporation Tax, and miscellaneous correspondence, can be efficiently organised and stored within a unified electronic document management system. This approach not only simplifies information retrieval but also guarantees immediate document access for all relevant parties.

The advantages of adopting a document management system for your accounting firm include:

  • Enhanced service delivery to clients.
  • Strengthened data security with regular backups and encryption.
  • Easy access to client data for authorised staff.
  • Reduced costs linked to external document storage.
  • Improved workload management for staff, boosting overall efficiency.
  • Ultimately, the opportunity to declutter your workspace and diminish paper dependency.
  • Explore Document Management with PDM for Accountancy Firms

Our document management solutions promise time and cost savings while bolstering efficiency. To explore how our services can transform your accounting business, contact PDM at 01274 883459 for a no-commitment consultation.

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Discover the advantages of cloud based document storage

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Over the last few decades, there’s no doubt that how businesses store, use and access information has changed beyond all recognition. At PDM, we’re at the forefront of this transformation, offering cloud document storage solutions that redefine efficiency and security for businesses across various sectors. Our expertise in document management, data capture, and scanning services, puts us in a unique position, enabling us to address the challenges and opportunities presented by cloud storage.

What are the benefits of cloud document storage?

Cloud document storage represents a significant leap forward from traditional paper-based systems and even from on-premises digital storage. The benefits are numerous, covering not just improvements in accessibility and collaboration, but also in security and compliance, cost savings, and environmental impact.

One of the most compelling advantages of cloud storage is its unparalleled accessibility. Documents stored in the cloud can be accessed from anywhere, at any time, provided there is internet connectivity. This flexibility is invaluable in today’s business environment, where decisions often need to be made on the go, and teams may be spread across different locations. Our cloud solutions integrate seamlessly with a variety of professional systems, including accountancy software like Sage and legal tools for e-discovery and e-disclosure, streamlining workflows and saving precious time.

Moreover, cloud storage offers enhanced security features that protect sensitive information from unauthorised access and data breaches. At PDM, we understand the paramount importance of security and confidentiality. Our cloud document storage solutions are designed with robust security measures, including encryption and secure access controls, ensuring that your documents are safe yet accessible to authorised personnel.

Cost efficiency is another significant benefit. By moving to the cloud, businesses can reduce the need for physical storage space and the costs associated with maintaining on-premises servers. This transition not only results in direct financial savings but also contributes to a more sustainable, paperless office environment, in line with the growing emphasis on corporate environmental responsibility.

PDM – the document management specialists

At PDM, we pride ourselves on offering fast, efficient, and highly cost-effective solutions for managing, protecting, and sharing documents. Our cloud-based document archiving software is secure and user-friendly, allowing designated users to access documents whenever needed, without the hassle of managing a physical archive or an on-premises digital storage system.

Cloud document storage is not just a trend; we believe that it’s the future of document management. With benefits ranging from improved accessibility and security to cost savings and environmental sustainability, it’s clear why more businesses are making the switch.

PDM-Post business mail services

Discover Our Range of Hybrid Mail Solutions

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In the fast-paced world of business, the ability to efficiently manage communication and document flow is paramount. At Professional Document Management (PDM), we understand the challenges organisations face in handling their mail and documents. That’s why we’re proud to offer our innovative hybrid mail services, designed to bridge the gap between traditional postal services and the digital world, ensuring that your business can operate more smoothly, securely, and sustainably.

Our hybrid mail solution is not just about sending and receiving mail. It’s a comprehensive service that transforms the way businesses handle their correspondence. By combining the physical mailing process with digital efficiency, we enable organisations to send out mail directly from their computers, without the need for printing, enveloping, and posting each item manually. This process not only saves time but also significantly reduces costs associated with traditional mailing methods.

Security and confidentiality are at the heart of everything we do at PDM. In today’s digital age, the protection of sensitive information is more important than ever. Our hybrid mail services ensure that your documents are handled with the utmost security, from the moment they are digitally created to the point they are physically delivered. This peace of mind is invaluable for businesses dealing with confidential client information, financial records, or any sensitive data.

Moreover, our commitment to sustainability is reflected in our hybrid mail services. By optimising the mailing process, we help reduce the environmental impact associated with paper use, printing, and transportation. This not only supports your business’s green initiatives but also contributes to a more sustainable future.

Tailored hybrid mail solutions designed to suit your business

At PDM, we pride ourselves on our ability to offer tailored solutions that meet the unique needs of each client. Whether you’re a small local business or a large multinational corporation, our hybrid mail services can be customised to fit your specific requirements. Our team of experts is dedicated to providing exceptional service and support, ensuring that your mail management process is as efficient and effective as possible.

In conclusion, PDM’s hybrid mail services represent a significant step forward in the evolution of business communication. By leveraging the latest in digital and postal technologies, we offer a solution that saves time, reduces costs, enhances security, and supports sustainability. Let us help you revolutionise the way you manage your mail and documents, allowing you to focus on what truly matters – growing your business.

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Is 2024 the Time to Revolutionise Your Document Management Strategy?

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Happy New Year! The start of another year is the perfect opportunity to make a New Year’s resolution or two. This year, why not diverge from the usual health and fitness goals and consider changing the way you manage your company’s documents?

Revamping your document handling procedures can bring several advantages, especially in terms of document accessibility. Effective document management means so much more than office tidiness and, if implemented well, can be a highly effective way to save considerable time and resources. Here are some ways enhancing your document management strategy could be beneficial:

  1. Beyond a Neat Office: The Impact of Organised Document Management While a well-organised office is a visible perk of effective document management, the significance of an uncluttered workspace shouldn’t be underestimated. A neat office not only exudes professionalism but also enhances your business’s image. Moreover, the daunting task of sifting through stacks of unsorted paperwork can be demoralising. Transitioning to a digital document system can solve these issues more easily than you might think. Documents are digitised using advanced high-resolution scanners and converted into an electronic format for easy storage and retrieval. This digital transformation allows for quick searching and sharing of documents, ranging from architectural blueprints and invoices to historical records and legal documents.
  2. Efficiency at Your Fingertips with Digital Document Management Digital document management is a game-changer in boosting efficiency. Instead of rummaging through piles of paper, documents can be located and shared instantly with a simple click. This heightened efficiency empowers teams to work more swiftly and meet crucial deadlines.
  3. The Overlooked Aspect: Security and Safety of Paper Documents A commonly ignored fact is the vulnerability of paper documents to loss and damage. For most businesses, the complete loss of paperwork due to disasters like fires or floods would be catastrophic. Therefore, the safest bet is to opt for online document storage. It offers robust security and ensures that information is accessible anytime, anywhere, without the risks associated with physical storage.

Get in Touch with PDM – Your Document Storage Experts

Interested in transitioning to digital document storage? Reach out to us for expert advice and solutions. Contact us at 01274 883459 or email info@pro-doc.co.uk for more information.

What is data capture and how can your business benefit from using it?

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Here at Professional Document Management (PDM) we offer a comprehensive data capture service designed to transform the way businesses manage their document archives. Data capture, in essence, refers to the process of converting information from physical documents into a digital format, making it easily accessible and searchable. This process is crucial, especially given the challenges posed by large physical document archives which, despite being well-organised, can be cumbersome to search through.

Data capture services for businesses and organisations

We provide a range of data capture services, offering varying levels of detail in data extraction, from capturing simple file titles to extracting multiple fields within documents for integration into numerous business applications, including accounts processing. This flexibility caters to diverse business needs, ensuring that relevant information is readily available when needed.

For instances where automatic document recognition is impractical, our data keying bureau steps in. This department excels in manually extracting data from documents with high accuracy. This manual intervention ensures that even the most complex or non-standardised documents are accurately digitised, allowing businesses to access and search their document archives swiftly.

In addition, at PDM we also use optical character recognition (OCR) technology as a part of our data capture services. This advanced technology is capable of converting physical documents into searchable digital formats with remarkable accuracy. This not only allows for fast searching of documents but also enables the conversion of paper documents into editable formats. For example, documents can be transformed for use in software applications like Microsoft Word, effectively converting static physical archives into dynamic, responsive documents.

The business benefits of data capture – get in touch to find out more

The business benefits of using our data capture services are significant. By digitising documents, businesses can reduce the physical space required for storing paper archives. The enhanced searchability and accessibility of information streamline internal processes, improve efficiency, and facilitate better decision-making. Moreover, the ability to transform documents into editable digital formats fosters a more agile and responsive business environment. Our data capture services not only aid in effective document management but also play a pivotal role in the digital transformation journey of businesses​​. Get in touch to find out more.

microfiche document scanning

The benefits of working with us

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Professional document management services from the document management experts

At Professional Document Management (PDM), we are dedicated to helping you streamline your business processes by expertly handling one of your most cumbersome assets – your documents. Our services are designed to allow organisations to focus on what truly matters, by taking the towering paperwork mountain off their shoulders.

Our expertise in document management translates into a suite of services that are fast, efficient, and highly cost-effective. We understand that security and confidentiality are paramount, which is why we are the trusted partner for a diverse range of clients, from legal firms and accountancy practices to construction companies and chemical industries.

Our document scanning services convert your physical paperwork into digital formats, while our data capture and archive management systems ensure that your information is stored securely and can be accessed with ease. Our solutions are not just about storage – they are about enhancing accessibility and integration. Our online tools work seamlessly with a variety of professional systems, including Sage for accountants and E-discovery tools for solicitors, making your operations more efficient and time-saving.

Specialising in the legal sector, we adeptly prepare court bundles from captured data and archived documents, replicating large volumes to match original specifications. Our PDM Post service is a testament to our innovative approach, bridging the physical and digital divide with a hybrid mail system that offers rapid turnaround times.

The versatility of our services means that we can provide scanned documents in numerous formats to suit your specific needs, effectively removing the hassle from document management. Our cloud-based archiving software stands as a bastion of security, giving designated individuals access to necessary documents anytime, anywhere.

Contact PDM

At PDM, we are not just about managing documents – we are about empowering businesses to operate with more agility, security, and efficiency. To explore how our document scanning, data capture, digital archiving, or specialised services can benefit your organisation, reach out to our team today.