document management solutions

GDPR is almost here!

Are you ready to meet your GDPR data management obligations?

With only two days to go until the new GDPR regulations come into force, the chances are that you’re being inundated with emails from companies keen to ensure you agree to continue to receive information from them. If you run your own business, the GDPR regulations can seem daunting and stressful , however they do offer a way to make sure that your customers’ personal information is safe, secure and protected.

Your GDPR checklist

• Make sure you know and understand the personal data you store. Whether it’s names, addresses, email addresses, bank details or IP addresses, it is important to know where the information is coming from, where it’s going and how you plan to use it.
• Do you rely on consent to process personal data? If you do, for example as part of your marketing strategy, this sort of activity could become more difficult under GDPR. Once GDPR is here, you’ll need to ensure that the consent you’ve been given is clear, explicit and specific.
• Take a close look at document security as you’re likely to need to update it. If you’re documents and data aren’t secure at the moment, you’ll need to act quickly to put a system in place.
• Ensure your team are fully trained and should a serious data breach occur, it must be reported within 72 hours. With this in mind, it’s a good ideal to make sure your employees understand what a serious data breach is and integrate systems to flag up problems before a serious problem arises.

Secure document management solutions from Pro-Doc

Regardless of the size of your business, it goes without saying that sensitive information must be stored securely. We help our clients find the best document management system for them, providing ways to improve security, free-up storage space and improve efficiency.

If you would like to find out more about how we can help you improve the way you store and manage data, why not get in touch for further information on our document management services?

secure document storage from Pro-Doc

Is your head in the clouds?

The future looks bright for cloud storage solutions

Whereas talk of ‘paperless offices’ once seemed like something from science fiction, thanks to rapid developments in the technology behind today’s document management solutions, the dream of a paperless office looks set to become reality. This is great news on two fronts, particularly for businesses keen to reduce wastage and improve efficiency and in terms of the reduction in storage space and admin costs it could offer.

Cloud document storage solutions from PDM

Please excuse the pun but if you’ve missed out on making the most of the latest cloud document storage solutions, your head must have been in the clouds. Sorry! Anyway, if you don’t know what cloud storage is, it is simply the term used to refer to the practice of using remote services to store, process and manage data. Think of it as a vast virtual filing cabinet with enough space to store all your documents without taking up a single square inch of physical storage space. Sounds good doesn’t it and thanks to the benefits cloud storage offers in terms of security, efficiency, data recovery and ‘shareability’, it is now widely used by millions of businesses of all sizes across the globe.

No need to compromise on document security

One of the first concerns for many businesses is, understandably, the security of cloud storage. There’s an element of risk to all forms of storage; after all paper documents are easily lost, damaged or destroyed. Cloud storage IS safe and secure and the benefits it offers far outweigh any negligible risk.

It’s worth bearing in mind that although the concept of storing business-critical paperwork in a virtual filing cabinet might seem scary if you’ve never tried it before, sending email once felt like this to many people! Electronic document management will soon be seen in the same way, with businesses coming to rely upon it just as they now rely upon email.

Cloud storage solutions from PDM

Here at PDM we work with businesses and organisations of all shapes and sizes, providing safe, secure and reliable online storage solutions. The ideal way to improve efficiency, encourage collaborative working and free up physical storage space, cloud storage offers significant benefits.

To find out more about how we could help you, why not get in touch to talk through your requirements?

document management and scanning services

Worried about sensitive documents? Keep them safe and secure with a document management system

Document management systems from PDM

Every now and then there’s a story in the news about a senior politician or civil servant leaving highly sensitive documents on the train or a bus. Not only is this sort of scenario a nightmare for government, it’s can also prove hugely stressful and problematic for businesses.

The single most effective way to avoid a stressful situation such as this is through digital document management and here at PDM we provide businesses and organisations of all shapes and sizes a range of cost-effective solutions:

Document scanning: having business-critical paperwork scanned is the first step in converting them into security digital versions. Document scanning offers an effective way to save paperwork from being lost, damaged or stolen whilst travelling, whilst also helping you save on physical document storage space. Once scanned, digital documents can be easily indexed, allowing you to search documents quickly to find the information you need.

Data capture: this is the process used to ‘capture’ the information you need from scanned documents. Not only do physical documents take up large amounts of space, they can also be extremely time consuming to search through. Once we’ve scanned and digitised your documents, a number of methods can be used to capture the data within files, ensuring it’s ready to access as and when you need it.

Document management: not only is a document management system a highly effective way to prevent important information from being lost or damaged, it could also enable you to improve efficiency and streamline your business. Perfect for any organisation which needs to access files and information from a range of different locations, digital document management is a bit like having a filing cabinet stored in your tablet or laptop!

Contact PDM to find out how to protect your business critical documents

At PDM we work with businesses and organisations of all shapes and sizes, from commercial companies and legal firms, through to schools and colleges. We can provide you with tailor made solutions, designed to meet the individual requirements of your business, so to find out more, why not get in touch with us today?

document management for schools

Document management services for schools, colleges and universities

Specialist document management services designed to ensure safeguarding

Here at PDM we provide a range of specialist document management services for schools, colleges and universities, specially designed to meet the unique requirements of these organisations.

Document management in the education sector is covered by a range of guidelines and legislation. From the integration of paper records, through to document scanning and secure data storage, we can provide your with the solutions you need to ensure your systems are in line with the latest requirements.

Protect student records, archive management and more

We work with schools and colleges throughout the UK, helping them find effective solutions designed to meet the challenges of managing and storing student data and archives. Our document scanning and cloud storage systems can help you store large amounts of student information, providing document security for universities and schools.

Scanning student records

Thanks to our state-of-the-art scanning equipment, we have the capability to scan large volumes of student information quickly and efficiently. Once scanned, student records can then be converted in secure digital documents, designed to be searchable and easy to access.

Archive storage

Not only do paper archives take up huge amounts of storage space, they are also susceptible to loss or damage. Once student archives have been scanned, online cloud storage offers an ideal way to store important information and records in a digital format, ready to be accessed as and when you need them. Not only is this a great way to improve security, it also offers the opportunity to store outdated archives off-site or to have them securely shredded.

Data capture services

Having worked with a wide range of schools, colleges and universities, at PDM we understand just how time-consuming data processing can be. Manually entering the data from application forms and other documents is very labour intensive but using our data capture service offers a cost-effective, efficient alternative. Information such as student numbers, names and addresses can be automatically captured before being stored in your preferred format and imported back into your systems.

Contact PDM to find out more about our specialist services for schools and universities

If you would like to find out more about how our specialist document management services could help you cut cost and improve efficiency, why not get in touch today for further information?

document security scanning services

Services designed to protect your business-critical documents

Protect your important documents with scanning and data capture services from PDM

The so-called ‘Beast from the East’ is here and although snow and low temperatures are unlikely to pose any threat to your important documents, this week’s bad weather does highlight the importance of document security.

Paper documents not only take up significant amounts of storage space, they are also susceptible to damage from the potential risks posed by severe weather events. Electronic documents, on the other hand, can be secured safely and securely in the ‘cloud’, enabling you to access them whenever and wherever you need to – perfect if a snow day forces you to work from home!

Here at PDM we offer a range of cost-effective digital document storage options and services, from highly efficient scanning, through to online storage, archive management and data capture. We work with business and organisations of all shapes and sizes, providing solutions to help you save money, improve document security and efficiency.

Converting your paperwork into secure electronic documents

Regardless of the nature of your business, we have the capability to scan your business-critical documents into digital versions, whether they are legal files, architectural plans, financial documents or archives. Our high-speed scanners are designed to scan multiple documents quickly and accurately, converting them into a digital format.

Once scanning has taken place, digital documents can be designed to be searched, accesses and shared at the touch of a button. Not only does document scanning offer an unbeatable way to free up much needed office space, it will also save your staff valuable time, helping the improve efficiency.

Digitally scanned documents can be transferred to you securely online, enabling them to be integrated into a new or existing document management system. Whichever option you choose, you’ll have the reassurance of knowing that your documents are safe, secure and ready to be accessed as and when you need them.

Contact PDM to find out more about our document scanning and archive management services

If you would like to find out more about the benefits that document scanning and digital archive management could offer your business or organisation, please don’t hesitate to get in touch to discuss your requirements.

document scanning services from Pro-Doc

Outsourcing scanning can save you time and money

Many businesses have to deal with huge volumes of paperwork on a daily basis, covering everything from proposals and budget reports, through to contracts, invoices and human resources files. These are just a few examples, making up only a tiny percentage of the paperwork your staff is likely to have to cope with.

Scanning documents to convert them into digital files is an obvious solution and can help you keep on top of paperwork but by trying to scan ‘in-house’, you’re likely to cause a number of problems including paper jams, poor image quality and wasted staff time. Multifunctional office scanners simply aren’t designed to cope with large volumes of paperwork generated by most offices and with this in mind; outsourcing scanning provides a cost-effective solution to document management.

Scanning services provided by Pro-Doc

We offer a range of highly-efficient scanning services, designed to meet the individual requirements of businesses and organisations of all shapes and sizes, including legal companies, schools, colleges and universities.

Our scanning equipment has the capability to scan large volumes of paperwork in all sizes and formats, including historical documents, archives, architectural plans and financial documents. The image quality of each document is automatically enhanced, offering you the reassurance that the digital versions are easy to search and read. Documents can be converted into a wide range of digital formats, designed to be easy to search, access and share – regardless of where you are.

Contact us to find out more about the benefits of document scanning

If you’re looking for a way to improve efficiency, cut costs, reduce storage and enhance collaboration, document scanning offers the ideal solution. If you would like to find out more about our range of document scanning services, or to talk through your individual requirements, why not get in touch with us today?

document management storage solutions

Make improved streamlined document management a New Year resolution for your business

So it’s the time of year when we make New Year resolutions and alongside the usual suspects such as losing a few pounds or getting more exercise, why not thinking about making some resolutions for your business?

From improving efficiency and taking on new staff, through to reducing overheads or even relocating to new premises, streamlining the way to you manage, share and store data can have a significant impact upon all of these areas and more.

Maximise office space with online document storage

If your office is feeling cramped and cluttered, rather than going to the trouble and expense of moving, it can be well worth taking a good look at how much storage space is being taken up by paperwork and documents. Using online document storage is the ideal way to free up space and once paper documents have been scanned and digitised, they can be securely shredded or moved to an off-site storage facility. Online document is completely safe and secure and once converted into a digital format, documents can be shared or accessed at the touch of a button.

Document scanning designed to increase productivity and improve accuracy

Depending on the nature of your business, document scanning and data capture offers a highly efficient way to record and store data. Unlike manual data entry which is incredibly time-consuming, document scanning and data capture are accurate, fast methods of entering large volumes of information, helping you speed up data processing and make better use of staff time.

Ensure you meet the new GDPR regulations

As we’ve discussed in previous blog posts, there’s not long to go until the new GDPR regulations come into effect. By digitising your records, your staff will be able to find data much faster whilst helping to ensure you meet the GDPR regulations which will come into effect in May this year.

Get ready to meet your 2018 business goals

Regardless of what you do or how you do it, here at Pro-Doc we offer a range of effective document management solutions suitable for businesses and organisations of all shapes and sizes. From schools and colleges, through to manufacturing and financial companies, our document management services can help you save time and money.

If you would like to find out more, please don’t hesitate to get in touch to talk through your individual requirements.

 

merry christmas from Pro-Doc

Merry Christmas and a Happy New Year!

We’d like to take the opportunity to thank you for reading our blog posts over the past twelve months and to wish you a very merry Christmas and a very happy New Year! We’re looking forward to a break over the Christmas holiday but we’ll be back in January with more news, views and insights into the world of document management and storage.

Happy Christmas from everyone at Pro-Doc!

document management services from Pro-Doc

Are your office documents as protected as they could be?

Take stock of document storage systems

As we discussed in our last blog post, the new GDPR data protection regulations are looming and with this in mind, now is the ideal time to take stock of how you store your businesses’ documentation onsite.

The GDPR data protection regulations will be very significant for businesses of all shapes and sizes as the monetary penalties for failing to comply could be up to 4% of your global turnover or £20 million – whichever amount is greater.

Does your business store personal data?

The term ‘personal data’ applies to any confidential information which could be used to identify and individual such as their name, date of birth etc. ‘Sensitive data’ covers information on ethnicity or sexual preference, for example.

Is your data adequately protected?

Under existing Data Protection Act guidelines, businesses are obliged to ensure that data is stored safely and securely. However, the majority of modern offices are designed in an open-plan layout which can compromise the management, security and access of data. This can prove to be of particular issue for Human Resources departments and for any businesses who need to store confidential information on employees.

Document security health check

Carrying out a document security ‘health check’ is a good way to ensure everything is as secure as it could be, whilst reminding yourself and your employees of the importance of data protection. Things to think about include:

  • Where are paper documents currently stored e.g. desk drawers or filing cabinets?
  • Which members of staff have access to personal data?
  • Is their access controlled?
  • Are document storage areas locked at the end of each day?
  • Are records kept of who is accessing information and when?

Make the most of online document management systems

Probably the single most effective step you can take to improve the security of documentation and data is by switching to an online (cloud-based) document storage system. Documents are bulk scanned – this is a process which is suitable for all types of documents, from HR through to accounts and legal documents – before being stored electronically. Data can be accessed or shared at the touch of a button, providing you with the peace of mind that the information you need is secure but readily available.

Contact PDM to find out more

If you would like to find out more about document protection and storage, here at PDM we offer a range of services, designed to help businesses and organisations improve security, streamline systems and reduce costs. Please don’t hesitate to get in touch to discuss your requirements.

document management services from Pro-Doc

Is your business ready to meet the new GDPR regulations?

Document management systems to help you comply with GDPR

We’re now only six months away from the implementation of the new GDPR data protection regulations and if you’ve been putting off thinking ahead, now is the time to start getting your business ready.

Whilst the GDPR changes aren’t rocket science, it’s important to allow plenty to time to get your systems in order, ready to the new requirements. Remember that failure to meet and stick to the regulations covering data protection, could leave you at risk of having to pay a hefty fine.

What is GDPR?

The GDPR regulations are set to have a significant impact upon the way your company manages, processes and stores sensitive and personal information. GDPR will cover any information which could be used to identify an individual, such as their name, address or cultural orientation, in a similar way to the Data Protection Act.

However the difference between the current Data Protection Act and GDPR is that the new regulations also cover data collected from contemporary sources such as the usernames or pseudonyms used on social media platforms and IP addresses.

Practical steps to take to ensure you comply:

  1. Regardless of whether you store data in filing cabinets or electronically, you need to make sure you can access all the required information. However you store data, GDPR gives each individual the right to be erased from your CRM database or any other documentation you might have which relates to their details.

Being unable to locate the required information could cost you time and money so this is where a secure document scanning service could prove invaluable. Here at PDM we provide a range of secure document scanning services, including specially designed services for legal firms, schools and colleges. Scanning documents is the ideal way to transfer them into an easy to search, digital format, ready to be accessed as and when you need them.

  1. One of the most important aspects of the new GDPR regulations is the ability to keep personal data safe and secure. Paper documents can be easily mislaid, misfiled or lost; resulting in information falling in to the wrong hands, leading to a potential breach of data.

Each time a document is moved around it is at risk of loss, regardless of whether the document is in paper or electronic form. Cases of government officials leaving sensitive documents on trains are classic examples and a reminder of how important it is to ensure that data is protected. The solution to secure document storage is electronic document management and at PDM we work with companies to find an effective solution, designed to meet their individual requirements, helping to meet data protection legislation.

  1. To further safeguard important documents, periods of retention are put into place. The amount of time documents must be stored for varies from industry to industry. In addition, some documents such as personal data might be required to be destroyed after a set date as a way of ensuring they can’t be accessed again. Failure to destroy documents after a customer has asked you to do so is a breach of data protection and could result in a significant penalty. With this in mind it’s important to remember storing multiple copies of documents, or failure to accurately record retention periods, is likely to result in a major loss of time and money.

Document storage and archive management systems provide a highly effective solution to the issue of retention periods. Not only will a document storage system help you to free up valuable office space, it will also guarantee security whilst saving your employees significant amounts of time spent manually searching through paperwork.

Contact PDM for document management and storage advice

Here at PDM we have many years of experience in helping companies and organisations of all shapes and sizes find effective document storage solutions. We’ll use our expertise to find the ideal solution for you, helping you meet the new GDPR regulations whilst also saving money and improving efficiency.

If you would like to find out more please get in touch with us today by calling 01274 883459.