document management companies Leeds

Are you storing business-critical information in a self-storage facility?

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Self storage facilities vs managed document storage

Here at PDM we have many years of expertise in all aspects of document management. As one of Yorkshire’s leading document management companies, we often work with companies who have been using self-storage or lock-up facility to store data and paperwork, including business critical documents.

Many companies rely on self-storage facilities to free up storage space in their offices when having a reorganisation or employing a new member of staff, for example. Although self-storage facilities provide a useful short-term solution, it’s important to be aware of the pitfalls of using this type of storage on a long-term basis.

Your local self-storage facility is likely to be anything but as the majority are situated in out of town locations, at least driving distance away from your office. This means the expense and inconvenience of you or your staff having to travel to access the documents you need which is especially disruptive when a document is required quickly.

More importantly, as a result of the new GDPR regulations, organisations need to be able to access information quickly if a request is received for information. If your documents are stored off-site or inefficiently, it could be difficult to respond to requests as quickly as you need to.

Successful, efficient document management is only achieved by being able to access the documents you need as and when you need them, whilst having the reassurance that they are secure and safeguarded from theft or damage by the elements. With this in mind, managed document storage offers by far the best solution.

Managed documents storage from one of Yorkshire’s leading document management companies

Here at PDM we offer a range of high-quality services, designed to make document management as simple and cost-effective as possible. Regardless of the size or nature of your business, we can help you store your data so that you meet GDPR regulations, free up office space, improve efficiency and reduce costs. If you would like to find out more about 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.

bulk document scanning

Bulk scanning designed to transform the way you manage documents

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Bulk scanning solutions provided by PDM

Designed to provide a cost-effective approach to turning paper documents into scanned images, our state of the art scanning system offers an efficient and secure way to store high volumes of information.

Why document scanning?

Paper documents can take up huge amounts of space whilst being time-consuming to search through and hard to access. Document scanning offers a cost-effective alternative and can help you improve data security, cut costs and enhance efficiency.

We offer a range of bulk document scanning services designed to convert paper documents into high quality digital files. The majority of documents are suitable for scanning; from architectural plans and historical archives, through to HR records, finance documents and legal paperwork.

The scanning process

So how do we transform paper documents into scanned documents? Unlike the office scanners you might have come across before, our scanning bureau is fully equipped with high speed duplex colour scanners which have the capacity to scan more than 100,00 images per week.

We’ll begin by collecting your documents ready for scanning and are able to san anything from paper sizes up to drawings larger than A0 sizes. We can also scan microfilm, microfiche or books if required. Once scanned, your documents can be saved in the digital format of your choice, including TIFF, PDF and JPG.

Scanned documents are fully searchable and once the scanning process is complete, we can use a range of techniques to capture the information stored within them. Data can capture data in the level of data you need; whether you only need document titles or multiple fields within documents. Designed to offer bespoke solutions for businesses and organisations of all types, we work with schools, colleges, legal firms and more to provide tailor made data capture solutions.

Digital documents can then be easily integrated into a cloud storage document management system, securely stored and ready to be accessed as and when you need them. Not only does this help free up valuable physical storage space, it also helps to ensure that you meet your legal obligations to store documents for at least seven years for tax purposes.

Contact PDM to find out more

Here at PDM we have years of experience in providing our clients with cost-effective secure document storage and management solutions. Whether you have a million documents or just one filing cabinet fully, we’ll work closely with you to create a solution which saves you time and money whilst helping to improve efficiency.

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

scanning legal documents

Specialist services for scanning legal documents

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Scanning services designed for law firms

Here at Pro-Doc our range of document storage and management services includes a scanning service, specially designed for the scanning of legal documents.

For many law firms the costs associated with copying legal documents are significant and are not recovered. This can be for a range of reasons; including documents which are unnecessarily reproduced or that the resources used are difficult and time-consuming to quantify.

However, by using our legal scanning services legal firms can ensure that copying costs are fully and accurately recorded, enabling them to fully recover these costs. In addition, using our scanning services offers a range of additional benefits including increased office space, more effective use of staff time and a reduction in the number of paper documents stored in the office.

We take original documents before scanning them and converting them, if required, into digital files designed to be integrated into an existing document management system. We provide systems to ensure that information stored electronically is securely stored, providing our clients with cost effective, efficient solutions to ensure legal admissibility.

Contact us for information on our legal document scanning services

The ideal way to recoup the costs associated with scanning legal documents whilst reducing your reliance on a paper filing system, our legal scanning services can help you save money and improve efficiency.

We offer a wide range of services designed to provide effective services for a range of sectors, from the secure storage of medical records, through to document storage for schools and colleges.

To find out more or to discuss your individual requirements, why not get in touch by calling 01274 883459 or email info@pro-doc.co.uk?

secure document management

Is your business-critical paperwork protected from the elements?

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Safe and secure document management solutions from PDM

Winter is fast approaching and with this in mind it’s important to ensure that your business-critical elements are protected from adverse weather events such as flooding. Many businesses still rely on paper documents and whilst this can feel secure and comforting, it can result in significant problems if the worst happens and your business premises suffers catastrophic damage.

Protect your documents with our archive management solutions

The latest digital document archive management systems are highly secure and designed to enable access to documents and information at the touch of a button. Unlike traditional paper-based archives, digital archives are fully secure and protected from the elements, whilst helping to reduce the amount of storage space you need.

A number of options are available following document scanning or data capture. We have the expertise to provide documents to our clients through a huge range of media types whilst we also provide a fully secure online transfer service. Whichever system you decide to use, we’ll ensure that it’s managed within your existing systems, making it straightforward for you to add new digital documents.

We also offer a range of document management and archive systems which can be tailored to suit your needs. Ranging from free basic document archive applications on your own network, through to comprehensive cloud-based document management systems, we’ll provide you with a system designed to meet your individual requirements. Our document management and archive systems have been designed with security in mind, offering you peace of mind and the capability to access your business-critical documents whenever you need them.

Contact PDM to find out more

If you would like to find out more about how we can provide you with secure solutions, designed to protect your business-critical paperwork, please don’t hesitate to get in touch for further information.

data capture services from Pro-Doc

GDPR regulations will still apply – even after Bexit

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Document management services designed to help you meet GDPR requirements

The new GDPR regulations surrounding data protection came into force in May this year and although Brexit isn’t going to happen for a while yet, when it does the GDPR regulations will still apply.

GDPR stands for General Data Protection Regulation and has been designed to reform the law surrounding data protection in the EU. Here’s a very quick reminder of some of the changes GDPR has brought into effect:

  • Data subjects’ rights have been strengthened with increased accountability for data controllers who are now required to be able to demonstrate compliance by documenting their data storage and usage activities.
  • Data protection authorities have been given more power.
  • Public authorities and businesses performing certain data operations have to have a Data Protection Officer.

These are just a few of the changes brought in by GDPR and as anyone who’s been involved will know, there’s a lot more to it than this!

However, although the UK is leaving the EU and GDPR came into effect on 25 May 2018, until the date Brexit becomes effective, European law – including GDPR – will still continue to apply. What happens after Brexit is a little more uncertain, with various models for the flow of data between the UK and Europe under discussion.

If an agreement on data isn’t reached, the UK will be considered a ‘third county’ when it comes to GDPR. GDPR will still apply to UK businesses which have an establishment in the EU, or who process personal data, sell goods and services or monitor behaviour in the EU.

GDPR regulations have a direct effect in very EU member state. However, because it is up to each state to add or consider additional provisions, the UK Government has introduced a Data Protection Bill into Parliament. This means that GDPR will be implemented into UK law after Brexit.

Contact PDM for advice on data management and storage

Here at PDM we offer a range of cost-effective secure document management storage solutions, designed to help businesses and organisations meet their data protection obligations.

If you’d like to find out more, please don’t hesitate to get in touch to speak to one of our team.

document management and storage solutions from PDM

The paperless office: just a dream or close to reality?

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Move one step closer to the paperless office with document storage solutions from Pro-Doc

There’s little doubt that a paperless office would offer a wide range of advantages. Converting paper-based file storage systems to a digital system is a highly effective way to solve a number of issues; from inefficiencies in workflows, through to poor productivity and the costs associated with buying paper and printer ink. Despite the fact that a paperless office seems like a no-brainer, it is surprising how many businesses still rely almost entirely on paper.

Is going paperless a realistic goal?

The answer to this is a resounding ‘yes’ as thanks to the huge range of paperless systems now available, it’s easier than ever to ditch the filing cabinet! If you’re planning on switching from a paper-based system to a digital one, you’ll find that digital document management offers a number of significant advantages:

  • Space currently used to store paper documents can be freed up to create space for additional staff or simply more room to move around a cluttered office!
  • Efficiency is improved as less time is spend searching through paperwork to find the information you need. When documents are converted into a digital format they can be easily searched, enabling you to pick out and retrieve the information you need at the touch of a button.
  • Security is enhanced as the latest online cloud storage systems are completely secure and safe enough to store even highly sensitive information.
  • Costs are cut, whether in terms of a reduced need for physical storage space, or in a reduction in the amount of money spent on consumables such as paper, toner and filing equipment.

Achieve a paperless office with document storage solutions from PDM

Here at PDM we offer a range of cost-effective solutions, designed to help businesses and organisations reduce their reliance on paper documentation. If you would like to find out more about how we can help you cut costs and improve efficiency, why not get in touch to talk through your requirements?

secure document storage from Pro-Doc

The pros and cons of cloud document storage vs traditional storage

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Why choose cloud document storage above traditional storage?

Increasing numbers of businesses and organisations now reply upon cloud storage. There’s no denying that cloud storage offers significant benefits and in this post we thought we’d explore some of the advantages and disadvantages that it can offer.

All businesses – regardless of size – generate huge amounts of data on a daily basis. This volume of data makes document storage a priority (and headache!) for many businesses, especially when it comes to choosing the safest and most cost-effective solution. There are two main choices on offer: off-site cloud storage and traditional on-site storage. This sounds like a fairly straightforward choice; however finding the right one for you isn’t always that simple as you need to find a solution which is right for your business. With this in mind, here are a few issues you might like to consider:

How important is data control?

On-premises storage hardware is usually best suited to businesses and organisations who need or want a high level of control over data and documentation. Choosing the ‘on-premises’ option can help to maximise the performance of various applications, providing increased support in a range of areas including back up capabilities and file system replication. On-premises hardware also offers enhanced direct management of the security and compliance of data, helping you to comply with industry-specific regulations if required.

However, choosing to work with a cloud storage provider can offer significant benefits in comparison to traditional forms of storage. Smaller businesses, for example, are likely to discover that even if they have a limited budget, the built-in data management offered by cloud storage proves to be extremely cost-effective.

One of the biggest influences on whether cloud storage is right for your business is the ability to store and the ease of access it offers. Cloud storage is likely to exceed the benefits of traditional storage as the systems designed to access cloud data don’t usually have just one point of failure which could bring down the whole system. In addition, using cloud storage means that data can be quickly accessed from a number of locations.

Access

One of the biggest influences on whether cloud storage is right for your business is the ability to store and the ease of access it offers. Cloud storage is likely to exceed the benefits of traditional storage as the systems designed to access cloud data don’t usually have just one point of failure which could bring down the whole system. In addition, using cloud storage means that data can be quickly accessed from a number of locations.

Despite the fact that cloud storage can present difficulties in terms of latency, traditional on-premises storage which has been configured to provide high-speed availability is likely to prove to be a costly option.

Cost-effective cloud storage

There’s no doubt that when it comes to cost savings, cloud storage is the clear winner. By choosing to move to cloud storage, you have the option to buy the right amount of storage for your business, rather than having to invest in expensive hardware – not least in terms of the extra cost of power and storage. Cloud storage is user-friendly, secure and designed to grow as your business grows – providing you with a long-term solution.

To find out more, why not get in touch with PDM today?

microfiche document scanning

Cut costs with microfiche scanning

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Improve efficiency and cut costs with our microfiche document scanning service

Once an essential way to store data such as plans, information or drawings, microfiche was widely used by engineering, finance and HR departments. Although microfiche is now an outdated technology, for many businesses it is still vital that they are able to access the information stored on microfiche documents. However, accessing the information isn’t always simple or straightforward and can result in a range of problems including:

  • Reading microfiche documents requires special equipment which can cost as much as £1000. In addition, as this type of equipment is rapidly becoming obsolete, it is becoming increasingly difficult to get hold of.
  • Unlike digital files, files stored on microfiche cannot be indexed. This makes it difficult and time consuming for staff to find the information they need.
  • Unlike digital files, the information stored on microfiche cannot be easily shared. This means that the costs of sharing the information can easily spiral, whilst there is the ever present danger that the information can be lost in transit.

Document scanning services from PDM

Here at PDM we offer a range of cost-effective document scanning services, designed to help businesses and organisations reduce costs and improve efficiency. Ideal for converting microfiche documents in PDFs or any other format you require, we have the capability to scan information quickly and efficiently.

Not only does document scanning help improve efficiency and cut costs, it will also dramatically reduce the amount of physical storage space you need. Unlike their microfiche or paper counterparts, digital documents take up no storage space at all, whilst ensuring they secure and can be accessed at the touch of a button.

Contact PDM for further information

If you would like to find out more about our microfiche document scanning service, or to talk through your individual requirements, please don’t hesitate to get in touch by calling 01274 883459.

document scanning services from Pro-Doc

Could your Accounts Department benefit from using OCR?

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Improve the efficiency of your Accounts Department with OCR

OCR (optical character recognition) software has long been recognised to be a beneficial way for Accounts Departments to process high volumes of paper and electronic documents quickly and efficiently. However, despite that fact that OCR has been widely used for some time, many Accounts Departments are failing to make the most of the benefits that the technology can offer.

What is OCR?

OCR is feature of digital scanning which converts typed, printed and handwritten documents into a digital text format. Ideal for wide range of different documents including receipts, invoices, debit and credit notes, OCR allows different members of an accounts team to quickly search and then edit documents using a computer programme.

The OCR systems we use here at PDM are designed to extract the information you need from within documents in a wide range of formats. Not only does OCR reduce the human errors which can occur with manual data entry, OCR software can also be designed to check for duplicate transactions, helping to ensure that all documentation is completely accurate.

Using OCR offers a range of benefits including:

  • reduced need for time-consuming manual data entry
  • a reduction in costs
  • invoices are processed faster
  • productivity increases
  • enhanced data accuracy
  • more office space as less storage is needed for paper documents
  • efficiency is improved as less time is spent looking for information

Contact Pro-Doc

We offer our clients a wide range of cost-effective document management and storage solutions, designed to reduce costs and improve efficiency.

If you would like to find out more about the benefits that OCR software could offer your business, or to discuss your individual requirements, please don’t hesitate to get in touch with us today.

electronic document scanning management storage

Could document scanning help your business?

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Document scanning services provided by PDM

There’s nothing more irritating or time consuming than searching for an important piece of information from an old document. You know you filed it in the right place last time you used it, but instead have to spend hours rifling through filing cabinets in an effort to track down the elusive piece of paper.

Or perhaps you know exactly which snippet of information you need, but can’t remember which document it’s in. You know that you’ll have to search through piles of folders to find it when you could be doing something far more productive instead. We’ve all been there but when used efficiently, document scanning offers a cost-effective way to knock irritating, time-consuming situations such as these on the head, helping you free up your time to do what you do best.

What is document scanning?

When document scanning is suggested as an efficient way to capture images of documents, many people think of desk top scanners, used to scan individual documents one at a time. Here at PDM we use high-speed duplex scanners which have the capacity to scan more than 100,000 images per week. The resulting images can be saved in a range of digital formats including PDF and JPG, depending on your individual requirements.

What’s involved?

Document scanning refers to a process of converting paper documents into a digital format. This process begins with the scanning and capture of the image, utilising OCR (Optical Character Recognition) software designed to intelligently recognise words. The digital file is then stored securely, available for retrieval as required.

What are the benefits of document scanning?

  • Document scanning offers a range of benefits, not least in terms of additional storage space. Paperwork takes up huge amounts of space but by scanning documents into a digital format, document scanning can help you create room in your office.

  • Efficiency is also improved as rather than spending hours searching through paper files and folders, you and your team could find the information you need at the touch of a button. When efficiency is improved costs are cut too, helping you save time and money.

  • Document security and data protection have been highlighted by the recent introduction of the GDPR requirements. Digital documents storage is safe and secure, offering you a way to manage data and personal information with efficiency and in-line with the new GDPR regulations.

Contact PDM to find out more

Our specialist document scanning and management solutions have been designed to help businesses just like yours save time, cut costs and improve efficiency.

If you would like to find out more about our document scanning services, or to talk through your individual requirements, please don’t hesitate to get in touch.