Make 2019 the year you streamline your document management systems

The start of a new year is traditionally the time when we make resolutions for the year ahead. This year, rather than setting yourself the usual challenges of getting more exercise or cutting back on cakes and biscuits, why not focus upon improving the way you manage your businesses documents?

A streamlined document management system can offer a huge range of benefits, not least being able to find documents when you need them! Document management is so much more than a tidy office and when done efficiently, could help you save significant amounts of time and money. Here are just a few examples of how improving your approach to document management could help:

1. Whilst a tidy office is just one benefit of efficient document management, it’s important not to underestimate the power of de-cluttering! A tidy office looks professional and goes a long way towards helping to boost the image of a business. In addition, there’s nothing worse than mounds of unfiled paperwork which has to be sorted through by hand to find information. The most effective way to resolve these problems is by switching to a digital document system which isn’t as difficult as it sounds. Documents are scanned using powerful high resolution scanners, before being converted into a digital format designed to be stored electronically. Digital documents can be searched in seconds and scanning is suitable for all types of documents; from architectural plans and invoices, through to historical archives, legal documents and medical records.
2. Digital document management offers an unbeatable way to improve efficiency as rather than wasting time searching paperwork, documents can be searched at the touch of a button. This improvement in efficiency enables teams to get on with their jobs, enabling them to complete work quickly and meet important deadlines.
3. Paper documents are highly susceptible to loss and damage – for the majority of businesses the loss of all paperwork in a fire or flood would be devastating. The safest solution is to store information online rather than in a filling cabinet! Online document storage is highly secure and information can be assessed as and when you need it, regardless of where you are.

Here at PDM we offer a range of cost-effective document management and storage solutions, designed to offer businesses and organisations of all sizes an efficient way to store, organise and retrieve information. If you would like to find out more about how can help you make the move to digital document storage, please don’t hesitate to get in touch by calling 01274 883459 or email info@pro-doc.co.uk

Security document storage and management solutions provided by PDM

The Christmas holidays are rapidly approaching and if you’re planning on closing your business premises for a couple of days, it’s important to ensure all business-critical information is stored safely and securely. Many businesses still rely on physical document storage and keep important paperwork, including highly sensitive information, in unlocked filing cabinets. Not only is this sort of approach highly risky in terms of business security, it could also leave you exposed when it comes to your data protection responsibilities.

Obviously ‘physical’ security is important for your business and it goes without saying that your premises need the protection a burglar alarm etc. However, whilst computer equipment is susceptible to theft, don’t overlook the information stored on computers and digital devices. Here at PDM we provide a range of cost-effective and highly secure document storage solutions, designed to store all types of documents – from accounts and human resources information, through to archives, correspondence and more – online in a cloud storage system.

Paper documents are prepared for cloud storage by scanning them into a digital format. Digital documents are designed to be highly searchable, enabling you to find the information you need quickly and without having to manually look through mounds of paperwork. Not only does this help to save time, it can also have a positive impact upon productivity. In addition, the online document storage solutions we offer are designed to integrate with other professional systems, such as accountancy software like Sage, or the E-discovery and E-disclosure tools used by solicitors.

Contact PDM to start transforming the way you store and manage your documents

We provide specialist document management solutions for legal firms, schools and colleges, along with services designed to be tailored to suit the individual requirements of different businesses. If you would like to find out more about how we can help you improve the way you store and manage documents, please don’t hesitate to get in touch.

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.

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.