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 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

Specialist document management services for legal firms

Law firms often spend significant amounts of time and money copying legal documents. These are costs which 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.

Using our specialist legal service gives legal firms a way to accurately record the costs that come with copying legal documentation. This makes it much easier to fully cover costs from clients whilst freeing up valuable staff time.

Helping you avoid time-consuming in-house photocopying

Legal firms will be all too aware that time is money. 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.

Get in touch to discover how our specialist legal services could help you

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 large volumes of paperwork, why not make use of our services? Not only do our specialist legal services help free up valuable time, they also offer a far more efficient way to accurately pass on the costs of document copying directly to your clients.

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

 

 

Document management solutions from PDM

If you work with historical documents or archives, you’ll be all to aware of the challenges of managing and storing this type of documentation. Here at PDM we offer a range of document management and storage services, with options to suit all requirements.

Document scanning

Archive management starts with document scanning. Here at PDM we have a range of high quality scanning equipment with the capability to scan thousands of documents per day. The vast majority of documents are suitable for scanning; from historical records through to tiny items the size of postage stamps, up to large documents such as architectural plans.

Archive management

Once documents have been scanned, the data from them can be captured, ready to be digitally stored. Digital documents don’t take up any storage space and can be easily searched to find the information you need quickly and easily.

We offer a range of document storage options in a selection of media types. Documents can be either managed within your own existing system or we can offer a range of document management and archive systems to suit your own requirements.

Get in touch with PDM to find out more

Digital document management offers a number of advantages, not least in terms security and efficiency. If you would like to find out how digital archive management could help you improve the way you store, access and manage historical documents, get in touch with us by calling 01272 883459 or email info@pro-doc.co.uk

Document management and storage solutions provided by PDM

Spring is well and truly here so what better opportunity to tackle all those unfiled documents and bulging filing cabinets! Even the smallest business has documents and records which need to be stored and over time, it’s very easy for the amount of paperwork you keep to get out of control. If paperwork isn’t properly managed and stored, it can start to take over, making it virtually impossible to find the information you need.

Here at PDM we offer a wide range of cost-effective services, designed to help businesses and organisations of all shapes and sizes organised and manage their documents more efficiently and effectively. Poor document management can lead to inefficient business process, customer dissatisfaction and expensive errors. With this in mind, a spring clean of your paperwork and business documents could provide a range of real benefits including:

• Make more space: scanning and converting documents into digital files means they can be stored online in a safe, secure cloud storage system. Document scanning is suitable for documents of all sizes and shapes, including legal documents, accounts, archives and architectural plans. Online document storage helps to significantly reduce the amount of physical storage space required, making a better working environment.
• Improved efficiency and workflow: once documents have been digitised they can be found and instantly accessed by whoever needs them. Not only does this save signifiant amounts of time that would otherwise have been spent searching through paperwork, it also make data sharing much easier and more efficient.
• Increased security: storing documents online helps to improve security protecting against damage from fire and flood. In addition, documents are safe from the risk of physical theft.

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

We offer a range of document management services including document scanning, data capture and archive management. In addition, we also offer a number of specialist services designed to meet the unique requirements of schools and legal businesses.

To find out more about how our services could help you save time and money whilst improving efficiency, get in touch by calling 01274 883459 or email info@pro-doc.co.uk