document management systems

Document management and storage: which system is best for your business?

/in /by

Tailor made document management solutions from PDM

An online search for ‘document management’ will find a seeming endless list of different products and services. Not only does this make the process of choosing the best system for your business incredibly daunting, it could also put you off making the move to electronic document storage.

The phrase ‘document management’ is very broad and covers everything from scanning, imaging and text recognition, through records management, cloud storage and data capture. If you’re looking for a better, more efficient way to manage your documents, the process isn’t as simple as downloading a free, open-source system or investing in software. The features of different systems vary drastically and so it can be very difficult to choose the best one to suit the individual requirements of your business. With this in mind, here at PDM we are experts in working with businesses to help the find the best system for them.

Our services

We offer a full range of document management and storage services which are designed to be tailored to meet the individual demands of your business. From services specially designed for schools or legal firms, through to bulk scanning, data capture and archive management, we can provide you with efficient systems to suit your budget and requirements.

Get in touch with PDM – the document management experts – to find out more

Making the move to electronic document management and storage can help you free up time, save money and increase space. To find out more, contact our team on 01274 883459 to obtain a free, no-obligation quote.

scanning legal documents

Save time and money with our specialist legal services

/in /by

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

Is paperwork weighing you down?

/in /by

Document management solutions to suit all budgets and requirements

Do you struggle to find space to store important documents and paperwork? Is it difficult to find information you need quickly? Is your office cramped and cluttered with piles of unfiled documents? Are you spending money on additional physical storage space for paperwork? If you’ve answered yes to any of these questions, it sounds as though you and your business would benefit from a more efficient approach to document management.

Save time and money with an online document management system

The traditional approach to document storage requires lots of space to store paperwork such as filing cabinets and shelving, whilst calling for sufficient time to search through files to find information. Not only is this highly inefficient, reliance upon paper-based storage is likely to slow down your business systems and processes. This, in turn, 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 tangible benefits including:

  • de-cluttered, tidy office with plenty of room to move around
  • significant improvements in efficiency – documents can be searched and information located at the touch of a button
  • online document management is 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 implemented, 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 provide specialist document management services, designed to meet the unique requirements of legal firms, schools and colleges

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

archive management

Managing historical documents

/in /by

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

HR document storage

Is your HR department over-burdened by paperwork?

/in /by

Document storage solutions designed for HR departments

Due to the nature of their work, human resources departments have always been very reliant on paperwork. From application forms, through to staff reviews and staff management, to processes used by HR teams tend to be very paper-heavy. Storage problems can easily arise as HR documents must be easy to access and stored for a certain length of time. However as a business and its HR archive grows, storing and managing such a large amount of paperwork can become a problem.

Although human resources departments are very resource-heavy, an increasing number are choosing to work towards the goal of a paperless office. It’s not difficult to understand why: it takes a huge amount of time to manage staff records and because records have to be retained for duration of employment and beyond (decades in the case of company pensions), the requirement to find a digital solution is becoming increasingly pressing for many HR departments.

Store and manage HR paperwork with a digital document storage solution

Digital document storage offers the ideal way for HR department to drastically reduce the amount of paper they add to an overcrowded document archive. Information can be accessed and shared instantly, making digital document storage an efficient, achievable option for your HR department.

It’s important to note though that although moving to a digital document storage system is a positive first step towards a paperless office, there’s still the problem of existing physical paper records. We can help with this too thanks to our scanning service. Our powerful scanning equipment is able to scan hundreds of documents a day, converting them into digital files, designed to be stored, managed and searched electronically. Scanning documents in this way has the potential to transform the way your HR team work, improving efficiency, security and helping to reduce costs.

Get in touch to find out more about how our document storage systems could help your business

We provide a range of cost-effective services ideal for businesses and organisations of all sizes. To discover how digital document management could transform your business processes, get in touch with PDM by calling 01274 884359 or email info@pro-doc.co.uk

document management storage solutions

Spring is here so why not spring clean your office paperwork?

/in /by

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

document management services

Is online document storage right for your business?

/in /by

Cost effective document management solutions provided by PDM

If you’d like to be able to store information in one central place whilst saving time and money, then the answer will be yes, online document storage is right for your business! There is sometimes a misconception that online document management and storage are the preserve of big corporations, however over recent years it is something which is increasingly being used by businesses and organisations of all sizes.

What is online document storage?

Often referred to as cloud storage, an electronic document storage management system is a central digital repository, designed to hold all of your documents, information, files and records. Documents of all types and sizes can be stored; from legal documents, archives and architectural plans, through to data, accounts and personnel records. Depending on your needs, digital documents can be stored in either a cloud storage system or in a system hosted by your business.

Moving to online document storage begins with the ‘capture’ of paper documents and files; this is done using a document scanning system. Th powerful scanning systems we use here at Pro-Doc have the capability to scan hundreds of documents at a time and once documents have been scanned, they are converted into digital files, ready to be accessed as and when you need them.

One of the most significant benefits of moving to an electronic document management system is the improvement in workflows. Documents can, for example, be automatically forwarded to a particular member of staff or department, whilst information can be found quickly and efficiently using keyword search.

Security is, of course, a concern for all businesses but today’s electronic document management systems are designed to provide unparalleled levels of protection through secure user access, so you can relax in the knowledge that your business critical information is safe and protected.

Contact Pro-Doc to find out more

If you would like to discover how you could save money and transform workflows with electronic document management, why not get in touch for further information? We are an established company based in Bradford, offering a wide range of secure document management and storage services including document scanning, cloud storage and specialist services for legal companies.

document management solutions

Could you go paperless?

/in , /by

Achieve your goal of a paperless of office with our document management services

Over recent years there has been increasing talk of paperless offices. However, whilst technology such as fax machines and pagers have been relegated to history, mountains of paperwork still seem to be a feature of many offices.

Going paperless offers a range of benefits and with this in mind, we thought we’d explore how we can help you turn life without paperwork into a reality.

Why go paperless?

The most obvious reason to go paperless is the amount of money it could help you save! Paper is expensive, not least in terms of the cost to your business but also in its impact upon the environment. Many businesses are now actively trying to reduce the amount of paper they use, with many aiming towards an entirely paperless office.

Whilst paper expensive to buy, there are also additional costs which tend to be overlooked including photocopying, storage and postage. Reducing how and when you use paper will cut these costs, helping you save money which could be invested elsewhere into your business.

Cutting down on paperwork can also help you make significant savings in terms of time. Paperwork is time-consuming; whether you’re searching through piles of it, processing documents, filing or finding places to store it! Reducing paperwork administration not only improves staff morale, it also improves efficiency, productivity, customer service and more.

Last and by no means least, moving towards digital communication rather than traditional paper can make all the difference to the success of your business. Digital communication is quick (almost instant in many cases) and easy and once digitised, information and documents can be accessed at any time and from any place.

Get in touch with us

At PDM we offer a range of services designed to help businesses and organisations transform the way they work by reducing the amount of paper they use. To find out more about our services, call 01274 883459 or email info@pro-doc.co.uk

data capture services

Document scanning: the space saving solution to document storage

/in , , /by

Cost-effective scanning services from one of Yorkshire’s leading document imaging companies

If you still rely upon filing cabinets and paper documents, it’s time to start thinking about an alternative solution. Not only do paper documents take up significant amounts of office space, they’re time consuming to search and are at risk of loss or damage.Digital imaging is one of a number of cost effective document management solutions available which could help you improve efficiency and security, whilst reducing the amount of physical storage space you need.

Our document scanning service

Here at PDM we use high speed duplex colour scanners which have the capacity to scan over 100,00 documents each week. We have the expertise to scan on demand everything from invoices and legal documents, through to architectural plans and historical archives. Size isn’t an issue as our equipment can be used to scan tiny, postage stamp sized documents, through to large format documents or drawings larger than A0 size. Ideal for all businesses and organisations, digital imaging and scanning is now widely used by accounts payable departments, human resources, legal firms, schools and colleges as a cost effective solution to record scanning and data capture.

The next step towards effective document management

Once your documents have been scanned and digitised they can be saved in a range of digital formats, depending on your individual requirements. The next step is data capture and we offer a range of options, designed to make the information within your digital documents easy to find. It is possible to capture data in a different levels of details; for example you might simply need to capture document titles, or multiple fields within each document to allow for forward processing through other business applications.

Following data capture we can then offer you a choice of different document management software solutions, depending on how you’d prefer to access the information. Digital document managements systems are safe and secure and will help you free up storage space whilst providing you with instant access to information as and when you need it.

Transform your business with our document scanning and document management services

If you’re struggling to find storage space for paperwork or are searching for a way to improve efficiency and streamline the way you manage your business, our professional document scanning services provide a cost-effective, efficient solution.

To take the next step and transform the way you work, please get in touch with our team by calling 01274 883459 or email info@pro-doc.co.uk

 

document management and storage solutions from PDM

Are you smart working?

/in /by

Document management solutions designed to help you work smarter

Smart working is one of the latest sound bites used to describe a business-savvy approach to the workplace. A strategic approach to flexible, efficient working, smart working makes the most of modern technology to improve efficiency, cut costs and improve work-life balance.

Here at PDM we offer a range of document management solutions, designed to help you work smarter and improve the efficiency of your business. A badly organised, cluttered office, littered with mountains of unfiled paperwork is hardly conducive to smart working. If this sounds familiar and you’d like to change the way you work, improving your document management systems seems like a very good place to start!

Improving the way you manage, store and share your data

Efficient document management and storage has the potential to transform your business; helping you improve efficiency and cut costs. Our services cover all aspects of document management such as:

  • Scanning services: if you have documents and records you need to access on a regular basis, document scanning provides a great alternative to having to store large volumes of paperwork. We’ll scan your documents – regardless of their age, type or size – converting them into an easily accessible format.
  • Data capture: not only do physical paper documents take up a great deal of space, they are extremely time-consuming to search – even if they are efficiently organised and stored. Once scanned and digitised, we can use a range of techniques to capture the data from files, ensuring they are easily accessible and that you can find the data when you need it.
  • Archive management: once documents have been scanned and the data capture, we can offer you a number of different options for accessing the information. We can provide your documents in a huge range of media types or in a secure online transfer, suitable for integration with an existing storage system. We also offer a range of document management and archive systems to suit all requirements; from basic free systems, through cloud-based systems.

Contact us to find out how our document management services could help you work smarter

Streamlining the way you manage, store and retrieve documents will save you time and money whilst helping you free up the amount of physical storage space you need. A cost-effective way to work smarter, our document management solutions are ideal for businesses and organisations of all sizes.

To find out more, please call 01274 883459 or email info@pro-doc.co.uk