document scanning services from Pro-Doc

Data capture could help you transform the way you run your business

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What is data capture?

Data capture is an electronic process which captures and extracts the data from paper and digital documents documents, offering the capability to search or share information at the touch of a button. This means that using data capture can help you streamline business processes, free up staff time and reduce storage space.

How does the data capture process work?

Before the information can be extracted from paper documents they have to be scanned. Scanning is incredibly quick and efficient; here at Pro-Doc we use powerful scanners which can scan many thousands of documents in a single day. No matter the age, size or type, almost any document can be scanned, from postage stamps up to architectural plans, through to legal documents, correspondence, invoices or historical documents.

After the scanning process is complete, documents can be quickly converted into the digital format of your choice, such as 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 all types of data be captured?

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

Intelligent Character Recognition (ICR) provides a way to take the data capture process to another level. Designed to interpret and capture handwritten text; this powerful software has the ability to interpret handwriting of any size or style; either 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with OCR, ICR offers an exceptionally useful way to capture, search and share data from written records, archives and historical documents.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 document storage space it can offer. Once documents have been scanned, a wide range of online document storage solutions are available, providing 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!) can help you 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

We offer a range of data capture solutions, designed to help businesses and organisations reduce their reliance on paper, streamline their systems and reduce storage. If you would like to find out more, or talk through your requirements, please don’t hesitate to get in touch.

legal document copying scanning services

Specialist legal services designed to help you save time and money

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We provide document copying and management services for legal firms

Running a law firm often means having to spend significant amounts of time and money copying legal documents. Copying costs can be very difficult or even possible to recoup when charging fees for a case. At Pro-Doc we provide a range of specialist services designed for legal firms, offering an efficient way to save valuable staff time, whilst significantly reducing the costs spent on expensive printer cartridges, toner and paper.

In addition, by using our specialist legal service; you’ll have a way to accurately record the costs that come with copying legal documentation. Not only does this make it much easier to fully cover costs from clients, it will also free up valuable staff time.

Put an end to time-consuming in-house photocopying

Time is money and with this in mind, it’s vital to have access to a safe, secure and reliable legal copying service. Here at Pro-Doc we aim to offer an exceptionally fast turnaround on all legal copying, from court bundles through to conveyancing documents.

E-disclosure services from Pro-Doc

Electronic disclosure or E-disclosure is simply the process which is used to capture, collate, restore and manipulate the large quantities of the legal documentation that is required during the process of disclosure in civil litigation. Designed to identify the required documents from large volumes of unsorted documents efficiently, when E-disclosure is combined with the digitisation of paper documents, the result is a comprehensive library of documents, designed to enable a full disclosure.

Contact PDM to discover how our specialist legal services could help cut costs and improve efficiency

The specialist legal services we offer are designed to provide a reliable, effective way to capture, store and manage legal data. If your business is struggling to cope with the cost and management of large volumes of paperwork, why not make use of 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

po box services uk

PDM Post – the convenience of a private PO box at an affordable price

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PO Box services for UK businesses

Our PDM Post Incoming Mail service offers a convenient way to receive and pick up your mail, regardless of where you are. The ideal solution for anyone who is regularly away from their business; our service offers the capability to have your post sent to a PO box, before being scanned and shared electronically.

Not only is our Incoming Mail service ideal for business owners who travel frequently, it also offers a great way to cut the time and cost of dealing with incoming post. Your mail is delivered to our safe and secure PO Box, before being sorted, scanned and sent to you electronically.

In addition, we also offer the option for mail to be named and sorted according to your requirements; whether this is the date received, the details of the sender or the individual recipient. Furthermore, this metadata is also available in a wide range of formats, designed to enable direct import into your existing systems.

Get in touch to find out more

Simple to use, cost-effective and convenient, PDM Post Incoming Mail is ideal for businesses and organisations of all sizes. To find out more or to obtain a no-obligation quote, get in by calling 01274 883459 or email info@pro-doc.co.uk

hybrid mail services uk

The benefits our Hybrid Mail service could offer your organisation

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PDM-Post Hybrid Mail services for businesses and organisations of all sizes

We recently launched our brand new Hybrid Mail service and with this in mind, we thought we’d outline some of the benefits PDM-Post could offer your business or organisation.

Save time and money with PDM-Post

Sending out mail is expensive and when you take into account the cost of buying paper, ink for your printer, envelopes, mailing labels and stamps, bulk mailing can prove extremely costly indeed. Our Hybrid Mail service is available for mailings of all sizes and with no minimum volumes, is ideal for businesses and organisations of all sizes. Here are just a few examples of how using this new service could save you time and money:

  • Printing out paperwork to mail is expensive, taking into account the cost of paper, printer ink, photocopying, envelopes etc.
  • Choosing a Hybrid Mail service is a great way to reduce your business’s carbon footprint by cutting the amount of paper and print consumables you use.
  • Expensive franking machines and photocopier toner are no longer required.
  • Staff can make better use of their time, rather than spending time processing incoming and outgoing mail.
  • Our prices are lower per envelope and postal charges.
  • No minimum volume – send as much or as little mail as you like.
  • You have the option to use either our Outgoing Mail or Incoming Mail services or both.

Designed to provide complete flexibility, our Hybrid Mail services have been carefully developed to help you save time and money. We have many years of expertise in secure document management and by working with us, you’ll have the reassurance of knowing that your company is in safe and reliable hands.

Contact PDM – the document experts

If you’d like to find out more about our Hybrid Mail services, or to obtain a free, no-obligation quote, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

document management and storage solutions from PDM

Is it really possible to achieve a paperless office?

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Although the concept of a paperless office has been around for decades, for many businesses the idea of going paper-free is still just a dream.

Here at PDM we offer a range of services designed to help you streamline the way you work and reduce your reliance upon paper documents. Although we can’t promise to help you go paper-free overnight, we can provide you with solutions which will transform the way you work and save money.

Walk away from the filing cabinet

Paper has been used in offices for hundreds of years, serving as an important way to keep records and communicate. This simply isn’t the case any more and thanks to developments in technology, there is no longer a need to rely upon paperwork. Traditional paper-based filing systems have a number of disadvantages, not least in the amount of space they take up! Paper documents can be lost, damaged or misfiled…and then there’s the time it takes to find the piece of paper you need. In addition, relying upon paper comes with a number of extra costs in terms of buying the consumables you need.

Why go paperless?

Ditching paper offers a wide range of advantages, including but not limited to:

  • increased office space that would otherwise be taken up by filing cabinets, files etc
  • increased efficiency: find what you need at the touch of a button
  • increased security: documents are safe, secure and protected from flood, fire and theft
  • time is saved: staff spend less timing filing, printing, posting and photocopying

At PDM we can provide you with the services you need to make the switch to a paperless filing system as easy as possible. From high-speed scanning and data capture services, through to cloud storage and postal services direct from your desktop, we have the expertise to help you save time and money whilst improving efficiency.

Get in touch with PDM to find out more

To find out more about our services or to obtain a quote, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

PDM-Post business mail services

Save time and money with our new PDM-Post service

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Cost effective postal services from the document management specialists

Bulk mailing can be expensive, costing considerable amounts of money and staff time. Our brand new PDM-Post service has been carefully designed to help organisations cut the cost of printing and processing both inbound and outbound mail.

What is PDM-Post?

PDM-Post Outgoing Hybrid Mail

• Letters are uploaded by the user to the PDM-Post portal. This can be done using a variety of formats including Microsoft Word or PDF. They can be uploaded individually or en-mass.
• All post codes are validated prior to postage which eliminates the cost of incorrectly addressed items.
• Verification of posting using the PDM-Post portal.
• Notification is made to you for any letters returned e.g. people have moved away.
• A copy of each letter sent will be stored in the PDM-Post portal.

PDM-Post Incoming Mail

• Mail is collected from a dedicated PO box and delivered to our secure production centre.
• Your hard copy mail is opened and digitally captured.
• Your mail is sent directly to your PDM-Post portal inbox.
• From our secure PDM-Post portal your mail can be downloaded and then incorporated into a system of your choice.
• As an option mail items can be named and sorted as you require, this could be using the date received, the details of the sender, and the individual recipient. This metadata is also available in a variety of formats which could enable the direct import to your existing systems.

What are the benefits of PDM-Post to your organisation?

1. Reduced printing costs.
2. Paper consumption reduced.
3. No further need for costly franking machines, toner etc.
4. Staff can spend time doing productive tasks instead of processing in/outbound mail.
5. Lower cost per envelope and postal charges.
6. No minimum volumes
7. You are can chose to use either or both services.

By sending and receiving mail directly to and from your desktop you can make substantial savings on mail costs.

Get in touch to find out more

If you would like to find out more about how our PDM-Post service could save you time and money, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

document management services

Data capture has the potential to transform the way you run your business

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Data capture – what does it mean?

Data capture is an electronic process designed to capture and extract the data from paper and digital documents documents, offering the capability to search or share information at the touch of a button. Using data capture can help you to streamline business processes, free up time and reduce storage space.

How does the data capture process work?

Paper documents have to be scanned and converted into a digital format before the data can be extracted. Scanning is incredibly quick and efficient and here at Pro-Doc we use powerful scanners which have the capability to scan many thousands of documents in a single day. No matter the age, size or type, almost any document can be scanned, from architectural drawings and postage, through to legal documents, correspondence, invoices and even historical artefacts.

Once they’ve have been 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 digital format.

Is all data suitable for capture?

The simple answer to this is yes. OCR allows for the conversion of the majority of printed text, regardless of how the page is laid out or how the text is placed upon the page. OCR produces extremely 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 to the next level. ICR is designed to interpret and capture handwritten text; this powerful software has the ability to interpret handwriting of any size or style, including entirely handwritten documents or documents with a combination of handwriting and typed text. As with OCR, ICR provides an exceptionally useful way to capture, search and share data from written records, archives and historical documents.

Data capture can help to free up storage space

One of the most significant and cost effective benefits of data capture is the reduction in document storage space it can offer. Once documents have been scanned, a range of online document storage solutions are available, all of which offer 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 could transform the way you work and run your business.

Online data storage facilities are very 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

We offer a range of data capture solutions, designed to help businesses and organisations reduce their reliance on paper, streamline their systems and reduce storage. If you would like to find out more, or talk through your requirements, please don’t hesitate to get in touch.

Contacting Pro-Doc is easy: simply call 01274 883459 or email info@pro-doc.co.uk

 

 

document scanning services from Pro-Doc

Save time and money with our document scanning services

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How to save money scanning documents

It’s 2019 and businesses are still using filing cabinets to store paper files. Is your office wasting resources and money by relying on paper files? According to reports the average office uses 10,000 sheets of paper per year, with 6,800 being wasted. Do you want to save money and resources and even data by letting go of paper documents? Here’s a list on how your business can benefit from doing just that;

  •  Scanning documents can help preserve your data

Scanning your documents can be a lot safer for your business because paper can be very easily damaged. Paper degrades over time and important information can be lost, not to mention if paper isn’t laminated, which it often isn’t in an office environment,it can be easily torn or water damaged which will cause data to be lost. 

 Not only is paper easily damaged, paper can be lost or misplaced. The last thing you need in a business environment is an important document being misplaced. This can be easily avoided by scanning your documents. An entire filing cabinet can virtually 0be stored in your pocket using a thumb drive or via a cloud service. By committing to keeping your documents digital you could then eliminate the need for filing cabinets, which in turn can create more space and room for productivity i.e; new workers. 

 Scanning documents can help protect your data

Using paper to store important and sensitive files for your business can be a very dangerous practice. Paper is an open document that anyone can lay their eyes on, and as a business you could have sensitive information that can’t be seen by just anyone. Scanning your documents and having them on a thumbdrive or a secure online cloud service can allow you to password protect your files.

  • Easier and more convenient collaborating with co-workers

Scanning documents and converting them into digital files, makes collaborating with co- workers a much more efficient and effective process.

You don’t need to worry about whether or not you can read each other’s handwriting. Also when collaborating digitally it’s usually a lot more neater and much more of a nicer experience rather than doing it on paper.

  • Environmentally friendly

Using paper in the office is very wasteful, and it’s very harmful to the environment. Reports say each person in the UK consumes about 4.3 trees per year,also global consumption of paper has increased by almost half since 1980. This is astounding because the issue is very easy to tackle with little to no downside. 

Contact Pro-Doc to find out how document scanning can save you time and money

In conclusion scanning all your documents and using them digitally is a very simple transition.If you want to save money and do your part for the environment, this is a good way of doing so. As established before there is little downside to working with digital documents.

 

document management solutions

Document management solutions for growing businesses

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Document management storage systems from PDM

As your business grows your document management requirements will evolve and change. Here at PDM we offer a wide range of cost-effective document management solutions, designed to match your ever-changing business requirements.

Whether you’re about to start your own business or are up and running, the chances are that the amount of paperwork you have to cope with is already starting to seem a little daunting! When it comes to successful document management it really is best to start as you mean to go on. Although storing and managing paperwork are likely to be fairly low on your list of current priorities, putting systems in place now, instead of waiting until you’re snowed under, will save you time, money and stress in the future.

Document management systems for all businesses

The beauty of electronic document management lies in its ‘scaleability’. We can help you find a cost-effective solution which meets your current requirements but is flexible enough to grow with your business. From archiving paperwork and correspondence, through to accounting paperwork and data capture, our services are ideal for all types of businesses.

Choosing the right document management solution for your business could help you save time, allowing you to get on with what you do best, rather than worrying about document storage. In addition, we can also help you find ways to end your reliance on physical document storage, whilst cutting the costs associated with traditional paper documentation.

Get in touch to the PDM – the document management experts

To discover how our services can help you free up time, space and money, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

document management for schools

Are you ready for the new autumn term?

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Document management solutions for schools and colleges

The hectic summer term has finally 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’re probably already aware, 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 could make all the difference.

Here at PDM we have designed a range of document management services, specially designed to help schools, colleges and universities manage and secure they way they handle and store data. 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 welfare issues from one central repository.

Helping you meet the latest safeguarding guidelines

At PDM we have more than 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 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