document management systems

How schools and education providers can improve their document management processes

Document management solutions for schools and colleges

The hectic summer term has almost drawn to a close and if you’re a headteacher or school administrator, the chances are that you’re looking forward to a well deserved rest! However, as you already know, the long summer holidays pass incredibly quickly and before you know it, September and a new academic year will have rolled around.

Many schools and colleges struggle to cope with and manage the amount of data they have to store and in view of the strict guidelines which now cover safeguarding and data use, having an efficient document management system has the potential to make huge improvements in efficiency and document security.

Our services

We have developed a range of document management services, specially designed to help schools, colleges and universities manage and secure they way they handle and store data. Back in 2016, the Department of Education published a document entitled “Keeping children safe in education Statutory Guidance for schools and colleges.” This document outlined the responsibilities schools and colleges have when it comes to accurate record keeping, stating that: “all concerns, discussions and decisions made and the reasons for those decisions should be recorded in writing.” As a result, increasing numbers of schools and colleges have addressed the issue by using software designed to handle all aspects of safeguarding, child protection and a wide range of child protection and welfare issues from one central repository.

Helping you meet safeguarding guidelines

We have over 15 years of experience in scanning and digitising records for a wide range of organisations and businesses. We understand the importance of security, reliability and confidentiality and have in place a thoroughly tested and audited system. Our digitisation for safeguarding service will quickly and securely digitise your paper records, ready for them to be incorporated into your safeguarding software.

Contact PDM – the document management experts

To find out more about our document management services for schools and colleges, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

scanning legal documents

What are the benefits of our specialist document scanning services for your legal business?

Here at Professional Document Management we understand the challenges many legal firms face when it comes storing, organising and indexing a growing number of documents.

As a result have developed a range of specialist legal document scanning services, designed to convert paper documents in into digital files. Not only do our legal services help to improve efficiency, increase office space and ensure you comply with data security legislation.

Storing legal documents in an electronic format offers a number of significant benefits including increased security, the ability to access documents from any desktop at any time, and to save valuable storage space.

Efficient document management combined with exceptional customer support

Professional Document Management we take great pride in offering exceptional customer support  and when you work with us, you’ll be able to enjoy all the benefits of our expertise in legal document management. We work on a diverse range of projects and have invested in the very latest state of the art document scanning equipment, designed to produce high quality scanned documents in digital files in the format of your choice.

Choosing our legal document scanning solutions could offer you the following benefits:

• Converting legal documents into electronic files helps to improve records management and efficiency as information can be accessed at any time, from any desktop at the touch of a button.
• Office storage space is at a premium and with this in mind, reducing the amount of storage space you need for paperwork can help to enhance the cost effectiveness of your business premises.
• Legal documents and paper records are scanned and converted into electronic files in a range of digital formats.
• We work with law firms of all sizes and our services can be tailored to suit the individual requirements of your business.
• We offer a number of different document management systems, with options to suit all budgets and requirements.

Contact Professional Document Management to find out more about our legal document scanning services

For further information on the benefits our legal document scanning services could offer your business, please get in touch with our team by calling 01274 883459 or email info@pro-doc.co.uk

document management solutions

Is your business being held back by paperwork?

Document management solutions for businesses of all shapes and sizes

Do you struggle to find enough space to store important documents and paperwork? Is it time-consuming and difficult to find information you need quickly? Is your office becoming cramped and cluttered with piles of unfiled documents? Are you incurring additional costs on extra physical storage space for paperwork? If you’ve answered yes to any of these questions, you and your business would definitely benefit a more modern, streamlined approach to document management

Online document management systems save time and money

The ‘traditional’ method document storage calls for lots of space to store paperwork such as filing cabinets and shelving, whilst requiring lots of time to search through files to find information. Furthermore, thanks to the recent changes many businesses have had to make in order to find a new way of working, increasing numbers of people are now choosing to work from home where possible.

Not only is a reliance upon paper-based storage highly inefficient, it is likely to slow down your business systems and processes. Furthermore, in turn this could also negatively impact upon your ability to provide efficient customer service, whilst over-burdening and pressurising staff.

Moving to an online document management and storage system offers a range of real benefits including:

• a well -organised, de-cluttered, tidy office which presents a professional image and has plenty of room for staff to move around
• significant improvements in efficiency – documents can be searched and information located at the touch of a button
• online document management is completely safe and secure – unlike physical storage, documents and sensitive information are protected from theft, flood or fire
• once an online document storage system has been put in place, staff have time to concentrate on their role, rather than wasting time searching for documents or information
• we offer a range of document management and storage solutions with options suitable for all budgets and requirements
• we are able to provide professional support and guidance to help you find the best solution for your budget and requirements, whilst ensuring a safe and efficient move to an online system
• we provide specialist document management services, designed to meet the unique requirements of legal firms, schools and colleges

Get in touch to discover how to free your business from the paperwork burden

To find out more about how online document management could help you save money and improve efficiency, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

document scanning services

What’s the difference between self storage facilities and managed document storage?

Secure document storage solutions from the document management specialists

As one of Yorkshire’s leading document management companies, we often come into contact with companies who have been using self-storage or a lock-up facility to store documents. In addition, many of these companies are using self-storage facilities to store business critical documents.

Many companies use self-storage facilities to cope with limited office storage space, when having a reorganisation or employing a new member of staff, for example. However, it’s important to be aware of the pitfalls of using this type of storage on a long-term basis.

Although described as ‘local’ many self-storage facility are 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. This is especially disruptive when a document is required quickly or 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 effect a couple of years ago, organisations need to be able to access information in a timely manner if a request is received for information. Furthermore, 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 can only achieved by being able to access and share documents quickly and efficiently. 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

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.

PDM-Post business mail services

Save time and money with PDM Mailroom Services

With many businesses having to find smarter ways of working to address the difficulties of team working with staff spread far and wide, discovering strategies to make life easier is becoming increasingly pressing. Sending and receiving mail is one aspect of the new way of working which can prove difficult to manage. Here at PDM our hybrid Mailroom Services are designed to make managing outgoing and incoming mail as efficient and cost-effective as possible.

Outgoing hybrid mail services

Sending mail is easy with PDM Post! Our PDM-Post portal does all the work: letters are simply uploaded, either individually or en-mass, by the user and this can be done in a range of formats including Microsoft Word or PDF. To eliminate the expense of incorrectly addressed items, all post codes are validated before they are posted and once items have been sent, verification of posting is received using the PDM-Post portal. Finally, notification is end if any letters are returned as undelivered, whilst a copy of each letter is stored securely in the PDM-Post portal.

Incoming hybrid mail services

Receiving and distributing incoming mail can prove particularly challenging when staff are working from home or in a number of different locations. Our incoming mail service offers a cost-effective solution to this as mail is collected from a dedicated PO box, before being delivered to our fully secure production centre.

Hard copy mail is opened and digitally captured, before being sent directly to your PDM-Post portal inbox, from where it can be downloaded and then integrated into a system of your choice. In addition, as a further option, mail items can be named and sorted according to your requirements; whether this is the date received, details of the sender or the individual recipient.

Get in touch with PDM to find out more

If you would like to find out how we can transform the way you send and receive mail, get in touch with PDM by calling 01274 883459 or email info@pro-doc.co.uk

document management systems

Discover a new way of working with PIQNIC

The last 15 months or so have been something of a challenge for many businesses as they overcome the difficulties posed by different teams working from home. Although there’s no doubt that the pandemic has thrown up problems, many businesses have used the situation to their advantage by embracing new processes and approaches to working.

It’s possible that the world of work may have changed forever to some extent. As a result, finding a more modern approach to work has become a top priority for many businesses who understand the benefits that ‘smart working’ has to offer. From finding ways to connect teams and improve productivity, through to bringing workflows and information together into one place, there are time and cost-savings to be made by adopting a new way of working.

PIQNIC is a single smart platform which has been cleverly designed to offer a simple yet highly effective approach to smart working. A smart software platform which manages everything from one place, PIQNIC brings together files, tasks, projects, communications, teams and decisions. However, the major difference between PIQNIC and other planning/work management software is that is also provides incredibly powerful and fully secure document management.

The benefits of PIQNIC

Increasing numbers of businesses are using PIQNIC because if offers a wide range of benefits and helps to:

  • store and safeguard information whilst ensuring it is instantly accessible
  • eradicate the need for multiple software/apps
  • meet the challenges of the modern working environment
  • reduce time-consuming distractions including emails and meetings
  • provide a highly secure way to store data, information and communications
  • make business management easier, simpler and less time-consuming

Get in touch to find out what PIQNIC could do for your business

If you’d like to find out more about PIQNIC and the benefits it could offer your business, please get in touch with PDM for further information or to arrange a free demo. Contacting PDM is easy, simply call 01274 883459 or email info@pro-doc.co.uk

The benefits of data capture for your business

What is data capture?

Data capture is simply an electronic process which is designed to capture and then extract the data from paper and digital documents documents. Once the process is complete, data capture offers the capability to search or share information at the touch of a button. As a result, increasing numbers of businesses are using data capture to help them streamline business processes, free up time and reduce physical storage space.

Before the data can be extracted, paper documents have to be scanned and converted into a digital format. Scanning is quick and efficient and we use powerful scanners which have the capability to scan many thousands of documents in just one day. Regardless of the age, size or type, almost any document can be scanned; from legal documents and invoices, through to architectural drawings and even historical artefacts.

Once scanned, documents can be quickly converted into the digital format you require, with the most commonly used being HTML and PDF file formats. Optical character recognition – OCR – is then used to convert the scanned version of a document into a fully searchable format.

Can any data be captured?

The answer to this is yes. OCR allows for the conversion of most types of printed text, regardless of how the page has been laid out or how the text is placed upon the page. OCR produces incredibly accurate results and once a document has been converted, you’ll be able to share its data quickly and efficiently.

Intelligent Character Recognition (ICR) offers a way to take the data capture process even further. Designed to interpret and capture handwritten text; this incredibly powerful software has the ability to interpret handwriting of any size or style from purely handwritten documents or documents with a combination of handwriting and typed text. As with OCR, ICR offers an exceptionally useful way to capture, search and share data from written records, archives and historical documents.

Using data capture to free up storage space

One of the biggest benefits of data capture is the reduction in physical storage space needed for paper documents. Once documents have been scanned, a wide range of online document storage solutions are available, offering safe, secure storage. Designed to help you streamline your business processes and free up valuable storage space, storing documents electronically, rather than in a traditional filing cabinet (or a pile on your desk!) has the potential to revolutionise the way you work and run your business.

Online data storage facilities are actually pretty simple and once the original, paper versions of your documents have been scanned, the digital versions are stored electronically, ready to be accessed as and when you need them. It’s even possible to request copies of the original, paper documents, or to have the paper versions shredded, all at the touch of a button.

Data capture solutions from Pro-Doc

To find out more about the benefits of data capture for your business, get in touch to discuss your requirements.

document management companies Leeds

Discover how document management can transform the way you run your business

Professional document management services from PDM

Moving from a paper-based system not only offers a highly-effective way to free up space, it can also help you save time and money whilst improving efficiency. At PDM we offer a wide range of services suitable for businesses and organisations of all types and sizes. We can provide you with the systems you need to improve efficiency and reduce costs.

‘Document management’ is an umbrella term which can be used describe a range of systems and services. Here’s how we can help you use document management to streamline your business:

  • Scanning services: we’ll take your paper documents, scan them and convert them into digital files. Scanning is suitable for all types of documents, from architectural plans and legal contracts, through to accounting paperwork and HR records. Once scanned, documents can be converted into searchable digital files, designed to be accessed at the touch of a button.
  • Data capture: once documents have been scanned, we’ll capture the data you want to enable you to find the information you need as quickly as possible. We can capture data from files in a level of data that suits you: whether you just need the titles or multiple fields within documents. Data capture makes forward processing easy and is ideal for a wide range of applications, such as Accounts Processing, for example.
  • PIQNIC: PIQNIC is an innovative archive management system which finds strategies to improve productivity, connect teams and bring information and workflows together in one place. We are UK PIQNIC certified partners and can help you make the most of this smart, powerful software platform.
  • PDM mail room services: PDM-Post is our hybrid mail room service, designed to make sending and receiving mail from your desktop easy and cost-effective. Switching to PDM-Post can help you save money and improve efficiency.

Get in touch with PDM – the document management experts

If you would like to find out how we can help you worker smarter, get in touch to talk through your requirements by calling 01274 883459 or email info@pro-doc.co.uk

Where next for cloud-based document storage?

The past 10 months or so have clarified what we already know: being able to access your data regardless of where you are is vital to the continuity and even survival of your business. Those organisations which still rely upon working with on-site system found themselves facing real problems in accessing information remotely; either because it was locked in a physical filing cabinet, or stored in an unreachable app on a local server.

As a result of having to embrace home working at such short notice, even organisations and businesses which tend to rely upon ‘traditional’ workflow systems are embracing remote working teams and turning to the cloud.

The benefits of cloud working are something that we often talk about in our blog posts: from gains in efficiency and universal access, through to a reduction in costs. However, getting to the point where you’re ready to switch involves thinking about the technology you need. Remember that for remote working to be effective, the right information has to be in the right hands at the right time in order to facilitate decision making or improve efficiency. Making all this happens is where document management services come in.

Although document management might feel like a relatively new concept, in layman’s terms it is simply the integration and aggregation of content from a number of different sources; it’s far easier to do this when documents are stored in the cloud rather than in a physical filing cabinet.

So where next? Moving to a cloud-based document management system will give you the capability to make sure content can flow and be easily shared between different applications, without duplicating, replicating or emitting any data. Unfortunately, seamless content sharing such as this simply isn’t possible with on-premises systems which can keep up with ever-changing legislation and technological developments.

Document management and storage solutions from the document management experts

Here at Pro-Doc we specialise in providing our clients with highly secure cloud-based document storage and management solutions designed to help them work smarter. We understand that you may be apprehensive about the possible disruption and cost of getting to grips with new technology. Our team are experts in working closely with businesses and organisations of all sizes and we can help you choose a system which meets your budget and requirements, whilst providing you with the support and guidance you need.

If you would like to find out more about how we can help your business save time and money whilst improving efficiency, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

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