document management system

Specialist document storage solutions for schools and colleges

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Document management systems from Pro-Doc

Schools and colleges have to cope with huge amounts of paperwork; from records of individual students through to invoices, staff details and financial documents. However, unlike many organisations, the secure and accurate capture of paperwork is of paramount importance for educational establishments.

According to safeguarding guidance published by the Department of Education in 2016, schools and colleges have a particular duty in terms of record keeping: “all concerns, discussions and decisions made and the reasons for those decisions should be recorded in writing.”

With this in mind, increasing numbers of schools and colleges now use a specialist software application designed to help monitor child protection, safeguarding and a wide range of pastoral and welfare issues which are stored centrally. This central storage ensures that the relevant people are alerted immediately to any possible issues, with reports on vulnerable pupils and groups of pupils produced at the touch of a button. Whilst this system works well, to close the loop existing paper records must be integrated into the system and this is where we can help.

Here at Pro-Doc we provide a complete data capture and document scanning service, designed to facilitate the transfer of paper documents into a simple to use, secure document archive and management system.

Contact Pro-Doc to find out more

We have more than 15 years of working with organisations of all shapes and sizes, offering secure and reliable scanning and digitisation services. Our systems have been thoroughly tested and audited to enable us to ensure the highest standards of security and confidentiality. If you would like to find out more about how we can help you transform your paper records into a digital record, ready to be incorporated into your safeguarding software, please don’t hesitate to get in touch.

document management services

Is electronic document management right for your business?

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If you’re interested in storing information in one central place, saving time and money, then the answer will be yes, electronic document management is right for your business! There is sometimes a misconception that electronic document management is the preserve of big corporations, however over recent years it something which is increasingly being used by SMEs and new businesses.

What is electronic document management?

An electronic document 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 and architectural plans, through to data, accounts and personnel records. Depending on your requirements, digital documents can be stored in either a cloud storage system or in a system hosted by your business.

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

One of the main 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 find out more about how you could save money and transform workflows with electronic document management, why not contact Pro-Doc 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 from Pro-Doc

The latest trends in electronic document management

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Using electronic document storage can help save you time and money

Investing in document management systems whilst reducing reliance upon paper has long been seen as goal for UK businesses and organisations. Although the benefits of electronic document management systems are widely recognised, a surprising number of businesses are still failing to recognise and embrace the advantages of a paperless office.

A number of trends have recently emerged in document management and although many have been around for some time, only now are they becoming recognised as the norm. Here are a few examples of some existing and emerging trends in document management:

  1. Collaboration

Collaboration between colleagues is, of course, widely recognised as a way to enhance project outcomes. Sharing recourses, knowledge and experience can only be a good thing and by using cloud document storage, you’ll be taking a significant step in improving collaboration and efficiency. Cloud storage allows for documents to be updated and shared, whilst notes, ideas and details of discussions can be added and viewed by all involved.

 

  1. Improving workflow

Whilst project management systems offer a useful way to collaborate with colleagues, they usually work as stand-alone systems which require individual users to sign in to different software platforms. A cloud document storage system provides workflow which can be tailored to meet the individual requirements of different businesses; offering the capability to automatically direct documents to the relevant member of staff.

 

  1. Cloud document storage

Put simply, the cloud is where it’s at. Offering a highly effective, reliable way to digitally manage documents, cloud document storage can help you dramatically reduce the costs incurred by manually searing through and storing paper files. Cloud storage keeps documents safe and ready to be accessed whenever and wherever you need to. Information can be found using simple keyword search and thanks to the enhanced security provided by the latest systems, cloud document storage is widely viewed as the gold standard for managing electronic files.

 

Document management systems from Pro-Doc

 

If you would like to find out more about the benefits of electronic document management, or to discuss your requirements, please don’t hesitate to get in touch. We are a specialist document management company based in Bradford, with many years of experience in providing safe, secure document management solutions, designed to help our clients save time, money and improve workflows.

 

 

 

 

document management for schools

Legal document copying and archive services designed to help you save time and money

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Specialist document management services for legal firms

Many law firms spend significant amounts of time and money copying legal documents – costs which they are often unable to recoup when charging fees for a case.  Here at Pro-Doc we provide a range of specialist services designed for legal firms, designed to offer an efficient way to save valuable staff time, whilst reducing the costs spent on expensive print consumables.

By using our specialist legal service, legal firms also have a way to accurately record the costs that come with copying legal documentation; making it much easier to fully cover costs from clients whilst freeing up valuable staff time.

How to avoid time-consuming in-house photocopying

Legal firms will be all too aware that time is money so with this in mind, it’s important 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, and when E-disclosure is combined with the digitisation of paper documents, results in a comprehensive library of documents, designed to enable a full disclosure.

Contact Pro-Doc for advice on copying and storing legal documents

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 the services provided by Pro-Doc? Not only will 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.

 

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Data capture services to help you increase storage and improve efficiency

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The advantages of making the move to digital document storage

Traditional form of document storage can pose real problems for businesses and organisations. Keeping large volumes of paperwork not only involves finding space to store it all, searching for individual documents or key pieces of information can prove problematic too. However, despite the difficulties of holding on to large volumes of paper documentation, when it comes to making the switch to a digital or virtual form of document storage, many businesses are concerned about the security of such a move. Here at Pro-Doc we know that the benefits of transferring data into a digital format far outweighs the minimal risks and with this in mind, we thought we’d explain what data capture is and how it could help you transform your business processes.

What is data capture?

Not only are paper documents difficult to store; they can also be very difficult to search – even those that are well organised! Data capture resolves these issues and the process starts with document scanning, followed by the digitisation of the documents. It is then possible to use a number of different approaches to capture the data from theses digital files, ensuring the information you need is easily accessible as and when you need it.

Data can be captured in varying levels of detail; you might, for example, simply need capturing, or it might be necessary to capture a number of different fields within documents. Capturing data in this way allows for efficient forward processing through a wide variety of business applications, including accounts processing for example.

There are occasions where the automatic recognition of the content of documents is difficult impossible and in situations such as these, our data keying bureau has the expertise to manually extract data to exceptionally high levels of accuracy. Manually keying in data, although it is a more time-consuming process, still means that you’ll be able to access the captured data in seconds.

Optical character recognition (OCR)

Our data capture service includes full document optical character recognition which offers the facility to convert physical documents into a highly searchable format, providing you with accurate digital information you can rely upon. In addition, OCR also allows for previously paper documents to be turned into editable formats, converting your paperwork and archives into responsive, active documents.

Contact Pro-Doc on 01274 883459

We work with a wide range of businesses and organisations throughout Yorkshire, helping them transform the way they work through our data capture and document storage services. If you would like to find out more about how we can help you or to talk through your requirements, please don’t hesitate to get in touch.

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What’s the best way to manage legal documents?

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Document management advice from Pro-Doc

Whilst electronic document management offers significant benefits for legal firms, making the move from paper to digital still presents a huge leap of faith for many companies.

In the not so distant past, the management of legal documentation of meant managing paper, back in the time when ‘cloud’ meant something white and fluffy that floats in the sky! Thanks to advances in technology, the way in which documents are managed has changed beyond all recognition and increasing numbers of firms are choosing to manage legal contracts, documents, correspondence etc. electronically.

A good document management system offers the capability for law firms to improve customer and increase efficiency whilst maintaining high standards of security and confidentiality. Provided a document management system is simple yet efficient to use, lawyers and legal professionals will be free to concentrate on what they do best.

As is the case with all businesses, law firms come in all shapes and sizes and what works for one, might not be suitable for another. To find out what type of document management system is best for your business, it helps to take a long, hard look at what you do and how you do it. For example, a large law firm covering a broad geographical area and wide range of different types of clients is likely to have a large, mobile team of lawyers working on all sorts of devices. In this case they’d be likely to need a completely secure system, which is designed to be flexible, adaptable and very user-friendly.

Cost effective document management and storage solutions

Cost is also likely to be a significant factor for many law firms, especially sole practitioners operating on the high street. With this in mind, investing in a document management system doesn’t mean forking out for a massive system as there are a number of different approaches which can be taken, with options to suit most budgets.

Contact Pro-Doc to find out more

If you would like to find out more about our document management services, or to talk through your individual requirements, please don’t hesitate to contact Pro-Doc today.

 

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Is shredding the best way to destroy out-of-date data?

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Electronic document management systems from Pro-Doc

The answer to this question is no, not necessarily! Thanks to advances in the technology behind scanning and document management technology, there’s been a significant shift from our reliance on paper to regular use of electronic document storage. However, despite the fact that paper documentation can be lost or damaged, they can also be used if absolute proof is required. With this in mind, many businesses – especially those in the legal sector – find having an archive store of paper documentation extremely comforting and it’s this reliance upon paper which deters them from taking advantage of the wide range of document storage solutions available.

Granted the prospect of an entirely paperless office is still some way off, the move towards paperless document storage systems seems unstoppable. However, even in this new age of cloud storage and electronic filing, destroying paper documentation can feel very drastic, making many companies reluctant to move towards an entirely digital system.

Most paper documents are shred because they are no longer needed and with the intention of freeing up what is usually much needed storage space. However, there are documents to which the normal rules don’t apply and title deeds, tax documents, leases, wills etc. must be kept. On the other hand, there is a general misconception that this type of important documentation has to be stored in its original paper format but this is not the case. If digital documents are captured, stored and managed correctly, they are just as valid as their paper counterparts.

Solve storage problems and streamline processes

Moving to an electronic document management system is a sensible decision for several reasons. Not only does efficient document management mean so much than scanning and storing documents digitally, it also offers the capability to capture data to drive fully automated electronic processes. There’s no doubt that electronic document management is an excellent way to help solve problems of physical storage, it can also prove revolutionary when used as to track payments, for example, or to automatically approve a range of legal documents.

Contact Pro-Doc for further information

Whether you decide to move your business onto a cloud based storage solution, or to make use of a bulk scanning service, electronic document management is transforming from a state-of-the-art luxury to a business essential. To find out more about the benefits of electronic document management, or to talk through the best solutions for your business, why not get in touch with Pro-Doc today?

document management services from Pro-Doc

Secure document management services from Pro-Doc

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Document management services designed to help you maximise your business’s potential

Today’s business world is highly competitive and with this in mind it’s vital that you’re able to store your documents somewhere that is safe and secure whilst allowing instant access. This is where Pro-Doc come in by offering a range of efficient professional document management services, designed to help our clients do what they do best: run their businesses.

Solutions for businesses of all sizes

A number of different professional document management services are available, designed to be tailored to meet the varying requirements of different businesses and industries. Regardless of the size of your company, or the volume or condition of your businesses’ documentation, we’ll work with you to find a solution that allows you to access the information you need when you need it.

Storing documents in a digital format, rather than in a traditional filing cabinet, is an excellent way to free up storage space. The vast majority of documents can be scanned, regardless of their size, type or how old they are. Here at Pro-Doc we use highly efficient digital scanning systems to scan multiple documents incredibly quickly, ready for them to be stored as digital files, ready to be accessed as and when you need them. Our scanning services can be used to scan everything from invoices and legal documents, through to architectural plans and historical archives.

Access information at the touch of a button

Once documents have been scanned, you’ll need to be able access the information that’s stored within them. We use OCR – optical character recognition – to create fully searchable digital documents, designed to enable our clients to find the information they need, whether it’s the name of a file or just a particular word, at the touch of a button.

Contact Pro-Doc to talk through your requirements

If you’d like to find a way to streamline your businesses process, improve security and free up storage space, why not get in touch with us to talk through the range of options available? Here at Pro-Doc we provide document storage solutions for businesses of all shapes and sizes so please contact us to discuss your requirements.

 

document management solutions from Pro-Doc

Online document management solutions provide secure data storage for the future

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Document management solutions designed improve efficiency and reduce storage costs

Sometimes it seems as though the world of work is changing at breakneck speed and thanks to rapid developments in document management technology, there’s now a very real possibility that the prospect of a paperless office could move from science fiction to reality during the next decade. Not only is this great news for businesses keen to improve their environmental credentials and increase efficiency; it could also help reduce storage and administration costs. There’s little doubt that electronic document management solutions offer massive potential, but what are the trends for the future and how will the way we work be affected?

Cloud storage offers a secure solution

If you run your own business you’d have to have been living on another planet to have missed any talk of ‘cloud storage.’ In case there’s anyone out there who doesn’t know what cloud storage is; it’s simply a term used to describe the practice of using a network of remote servers to manage, store and process data. Cloud storage has moved into the mainstream over the last couple of years, and thanks to the benefits it can offer in terms of efficiency, data recovery and the ability to share data and work from anywhere, it’s now widely used by businesses of all shapes and sizes.

Despite the fact that many business owners worry about the security of cloud storage, this isn’t an issue which is confined to online document management. Any form of document storage has an element of risk attached – paper documents can be copied, stolen or destroyed, for example – the benefits of cloud storage far outweigh the minimal risks.

Findability is the latest trend in document management

The ‘findability’ of digital documents looks set to become a real talking point amongst companies providing document management solutions. Findability is very different to ‘search-ability’ and it’s important not to confuse the two. Findability is the term used to describe how easy it is to find a piece of information on a website, for example. Search-ability, on the other hand, is the way in which we find information using known information such as a phrase or keyword.

In the very near future it likely that the way we search the web or data will take into consideration who we are, where we are, what we do and what we already know; providing tailor-made search results which are unique and relevant to the searcher. We’ve all got used to using search engines – after all they’ve been with us for some time – and have come to realise that there’s an awful lot of information out there and that it can be very time consuming trawling through it all to find exactly what you need to know. With this in mind, the search engines have cottoned on to the fact that it would be much better if they could direct relevant information in the direction of individual users. This technological leap means that the document management systems of tomorrow will be designed to make content searches incredibly accurate.

It looks as though document management and electronic content management solutions are moving from the shadows into the spotlight. Remember when you first heard about email and what a novelty the web seemed when we first used it? This is the way electronic document management is likely to be seen at some point soon and it’s unlikely that, just like email, there will be many businesses left who aren’t making the most of the benefits on offer.

Contact Pro-Doc to discuss your requirements

If you would like to find out more about the document management solutions available from Pro-Doc, or to talk through your requirements, why not get in touch with us today?

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How data capture could help your business

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What is data capture?

Data capture is a process which is designed to capture and extract the data from electronic files and paper documents, allowing you to search or share information at the touch of a button, helping to streamline business processes, free up time and reduce storage space.

How does data capture work?

Before the data from paper documents can be extracted, the documents have to be scanned and converted into a digital format. This scanning process can be carried out quickly and efficiently – specialist document scanning companies such as Pro-Doc use powerful scanners which have the capability to scan many thousands of documents in a single day. Regardless of its age, size or type, virtually any document can be scanned, from architectural drawings and plans, through to legal documents, correspondence, invoices and even historical artefacts.

Once documents have been scanned they 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 format.

Can any data be captured?

The simple answer to this is yes. OCR allows for the conversion of most types of printed text, regardless of how the page has been laid out or how the text is placed upon the page. OCR produces incredibly 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 even further. Designed to interpret and capture handwritten text; this incredibly powerful software has the ability to interpret handwriting of any size or style from purely handwritten documents or documents with a combination of handwriting an 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 most significant 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, offering 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.