Unleashing the Power of Professional Document Management Services

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Document management services designed to improve efficiency

In the fast-paced world of business, efficiency is the key to success. At Professional Document Management (PDM), we understand this fundamental truth and have dedicated ourselves to providing services that help businesses streamline their operations, save time, and cut costs. Our range of services, including document scanning, OCR, data capture, and digital mailroom services, are designed to help businesses and organisations manage their documents more effectively.

Our document scanning service is a prime example of how we can help businesses improve efficiency. By converting physical documents into digital formats, we eliminate the need for physical storage and make it easier for businesses to access, manage, and share their documents. This not only saves time but also reduces the costs associated with physical storage and document retrieval.

Discover our range of document management services

In addition to document scanning, we also offer OCR services. OCR, or Optical Character Recognition, is a technology that can convert different types of documents, such as scanned paper documents, PDF files or images captured by a digital camera, into editable and searchable data. This can be particularly beneficial for businesses that deal with large volumes of paperwork, such as invoices or contracts, as it can significantly speed up data entry and reduce the risk of errors.

Our data capture services further enhance the efficiency of businesses by automating the process of extracting important information from documents. This can be particularly useful for businesses that need to process large volumes of forms or surveys, as it can significantly reduce the time and effort required to extract and analyse the data.

Finally, our digital mailroom services can help businesses streamline their mail processing operations. By digitising incoming mail, we can help businesses reduce the time and effort required to sort and distribute mail, thereby improving efficiency and reducing costs.

Get in touch with PDM – the document management experts

At PDM, we pride ourselves on our ability to provide fast, efficient, and highly cost-effective solutions for managing, protecting, and sharing documents. We work with a real emphasis on security and confidentiality, which is why we’re trusted by clients across a range of professions, from those in the legal professions to accountancy firms, construction companies, and those in the chemical industry.

The services offered by PDM can provide significant benefits for businesses and organisations looking to improve efficiency, save time, and cut costs. By taking the hassle out of document management, we allow businesses to focus on what they do best – running their business. So why not get in touch with us today and find out how we can help you streamline your document management processes?

microfiche document scanning

Harness the Power of Cloud-Based Document Storage: The PDM Way

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At PDM, we understand the ever-evolving nature of business operations. With the rapidly advancing digital age, we believe that adopting smarter, more efficient systems is key to sustainable business success. We’re here today to shed some light on one of these systems – cloud-based document storage.

Cloud-based document storage, in simple terms, is the storage of data on remote servers accessed via the internet, known as “the cloud.” It’s like having a high-tech, vastly spacious filing cabinet at your disposal 24/7, no matter where you are in the world.

How could your business benefit from cloud-based document storage?

Now, why should you consider migrating to cloud-based document storage? Let us illustrate the benefits that could transform your business operations.

1. Enhanced Security

At PDM we prioritise security above all. In traditional systems, document loss due to unforeseen circumstances like fires, floods, or theft can have devastating effects on your business. Cloud storage, however, mitigates these risks. Our advanced security measures include encryption, user authentication, and regular backups, ensuring your data is not only safe but also recoverable.

2. Improved Efficiency

In business, time is indeed money. Traditional, paper-based systems require manual labour to manage, organise, and retrieve documents. On the other hand, our cloud-based document storage system allows instant retrieval of your files. It’s as simple as typing in a keyword and voila, your document is there. This streamlining of processes saves significant time and therefore, money.

3. Reduced Paper Reliance

Transitioning to a cloud-based system doesn’t just offer practical benefits; it also aligns with our vision of a greener tomorrow. By reducing reliance on paper, businesses can make a substantial impact on reducing deforestation and waste, contributing to a healthier environment.

4. Scalability

Business growth often leads to an increased volume of data. With traditional storage, this could mean constantly needing to create more physical space for storage. However, cloud-based storage scales seamlessly with your business. As your business expands, so does your storage capacity, without any additional infrastructure costs.

5. Accessibility

Working remotely or on the go? No problem. With cloud-based storage, your documents are accessible anywhere, anytime, provided you have internet access. This flexibility is a game-changer in today’s increasingly remote workforce.

Get in touch with PDM – the document management specialists

Based in West Yorkshire, PDM specialises in a broad range of document management and storage services. Our mission is to enable businesses to utilise technology to its full potential, enhancing productivity, security, and sustainability.

Remember, transitioning to a new system may seem daunting, but the long-term gains outweigh the short-term efforts.

document management solutions

Boost the efficiency of your accounts department with OCR technology

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OCR (optical character recognition) software is a highly advantageous tool that Accounts Departments can leverage to streamline the processing of both paper and electronic documents. Despite its widespread use, many Accounts Departments have yet to fully tap into the potential benefits offered by this technology.

What is OCR?

OCR is a feature of digital scanning that converts various types of documents—whether typed, printed, or handwritten—into a digital text format. This versatile tool is ideal for processing a wide range of documents, such as receipts, invoices, debit and credit notes. By employing OCR, different members of an accounts team can quickly search, retrieve, and edit documents using computer software.

At PDM, we utilise advanced OCR systems designed to extract relevant information from documents in various formats. Not only does OCR significantly reduce the occurrence of human errors associated with manual data entry, but it can also be customised to detect duplicate transactions, ensuring the utmost accuracy in your documentation.

The advantages of OCR

By incorporating OCR into your workflow, you can enjoy a multitude of benefits, including:

• Drastically reducing the need for time-consuming manual data entry
• Lowering overall costs
• Accelerating invoice processing times
• Boosting productivity levels
• Enhancing data accuracy
• Liberating office space by minimising the need for paper document storage
• Improving overall efficiency by reducing time spent searching for information

Contact Pro-Doc today

At Pro-Doc, we offer a wide range of cost-effective document management and storage solutions, specifically designed to minimise costs and optimise efficiency.

If you’re interested in learning more about the advantages that OCR software can bring to your business or if you’d like to discuss your specific requirements, please do not hesitate to get in touch with us today. Our team is ready to assist you.

archive management

Revolutionise Your Historical Document Management with PDM’s Solutions

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Efficiently managing and storing historical documents and archives can be quite a challenge. At PDM, we understand the complexities involved, which is why we offer a comprehensive range of document management and storage services tailored to your specific needs.

Streamlined Document Scanning

The first step in archive management is document scanning, and at PDM, we possess cutting-edge scanning equipment capable of processing thousands of documents per day. Whether you’re dealing with historical records, postage stamp-sized items, or large architectural plans, our high-quality scanners can handle them all.

Seamless Archive Management

Once the documents are scanned, their data is meticulously captured and made ready for digital storage. Digital documents have the advantage of not occupying physical space and can be effortlessly searched for quick and easy access to the information you require.

Flexible Document Storage Solutions

PDM offers an array of document storage options across various media types. You can choose to manage your documents within your existing system or opt for our bespoke document management and archive systems tailored to your specific requirements.

Contact PDM for Further Details

Digital document management brings a multitude of benefits, particularly in terms of security and efficiency. To discover how our digital archive management solutions can revolutionise the way you store, access, and manage historical documents, don’t hesitate to contact us. You can reach us at 01272 883459 or email us at info@pro-doc.co.uk.

Upgrade your historical document management practices with PDM’s advanced solutions and experience the difference for yourself.

document management systems

Enhancing document management processes in educational institutions

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As the demanding summer term draws to a close, headteachers and school administrators eagerly anticipate a well-deserved break. However, the fleeting nature of the summer holidays means that September and a new academic year will swiftly approach. It’s no secret that many schools and colleges struggle to effectively handle and store the vast amount of data they accumulate. With stringent guidelines on safeguarding and data usage, implementing an efficient document management system can significantly enhance efficiency and document security.

Our comprehensive solutions

We have developed a range of document management services specifically tailored to assist schools, colleges, and universities in managing and securing their data handling and storage practices. In 2016, the Department of Education released the document “Keeping Children Safe in Education: Statutory Guidance for Schools and Colleges,” which emphasised the responsibility educational institutions have in maintaining accurate records. The guidance stated that “all concerns, discussions, and decisions made, along with the reasons for those decisions, should be recorded in writing.” Consequently, an increasing number of schools and colleges have adopted software designed to address safeguarding, child protection, and a broad spectrum of welfare issues from a centralised repository.

Meeting safeguarding guidelines with ease

With over 15 years of experience in scanning and digitising records for various organisations, we understand the paramount importance of security, reliability, and confidentiality. Our well-tested and audited system ensures that your paper records are swiftly and securely digitised, ready to be seamlessly integrated into your safeguarding software.

Get in touch with PDM – the document management experts

To learn more about our comprehensive document management services catered specifically to schools and colleges, please don’t hesitate to contact us. You can reach us at 01274 883459 or via email at info@pro-doc.co.uk. We are committed to assisting educational institutions in streamlining their document management processes for improved efficiency and enhanced security.

document management solutions from Pro-Doc

How could your business benefit from cloud based document storage?

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The business benefits of cloud based document storage

In today’s digital world, businesses generate a vast amount of data and documents, which they need to store and manage securely. Traditionally, businesses have relied on physical storage methods, such as filing cabinets, paper records and on-premise servers. However, with the advent of cloud-based document storage systems, businesses can now store their data and documents in a secure, online environment. In this blog post, we will explore the business benefits of switching to a cloud-based document storage system.

Cut costs

One of the most significant benefits of switching to a cloud-based document storage system is the cost savings. Traditional on-premise document storage solutions require businesses to invest in expensive hardware, software, and IT staff. With cloud-based storage, businesses can store their data and documents in a secure, online environment, without having to invest in any additional hardware or software. Cloud storage providers typically charge on a subscription basis, which is much more affordable than purchasing and maintaining your own hardware and software.

Improve accessibility

Cloud-based document storage solutions offer businesses increased accessibility to their data and documents. With on-premise storage solutions, employees can only access documents when they are physically in the office. With cloud-based storage, however, employees can access documents from any location, at any time, provided they have an internet connection. This increased accessibility can help businesses to improve their productivity, as employees can work from home or on-the-go, without any disruptions.

Enhanced security

Security is a top concern for businesses when it comes to document storage. Physical storage methods, such as filing cabinets, are vulnerable to theft and damage, while on-premise servers can be vulnerable to cyber attacks. Cloud-based document storage solutions, on the other hand, offer a much higher level of security. Cloud storage providers typically have robust security measures in place, such as encryption, firewalls, and multi-factor authentication. In addition, cloud-based storage providers offer regular data backups, ensuring that businesses’ data is protected in the event of a disaster.

Scalability

Another benefit of cloud-based document storage solutions is scalability. As businesses grow, they generate more data and documents, which need to be stored securely. Traditional storage solutions can be difficult to scale, as businesses need to invest in additional hardware and software as they grow. With cloud-based storage, however, businesses can easily scale up or down as required. Cloud storage providers offer a range of subscription options, allowing businesses to choose the package that best suits their needs.

Collaboration is key

Collaboration is key to the success of any business. With traditional storage solutions, collaborating on documents can be challenging, as employees need to physically access the document in question. With cloud-based storage solutions, however, collaboration is much easier. Employees can access documents from any location, at any time, and can collaborate in real-time using features such as document sharing and version control. This increased collaboration can help businesses to work more efficiently, resulting in improved productivity and profitability.

Get in touch with PDM – the document management and storage experts

From cost savings to increased accessibility, improved security, scalability, and collaboration, businesses can benefit in many ways by moving to the cloud. At PDM, we offer a range of cloud-based document storage solutions, including hybrid mail services, scanning, data capture and cloud storage. Contact us today to find out how we can help your business to make the transition to the cloud.

document management solutions

Is your business making the most of smart working?

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Document management services designed to help you work smarter

In today’s business world, the term “smart working” is commonly used to describe a strategic approach to flexible and efficient work. By using modern technology to improve work-life balance, cut costs, and increase efficiency, smart working can be a game-changer for your business. At PDM, we offer a range of document management solutions that can help you work smarter and improve your business efficiency.

If your office is cluttered with mountains of unfiled paperwork, it’s hardly conducive to smart working. If you want to change the way you work, improving your document management systems is an excellent place to start. Efficient document management and storage have the potential to transform your business by cutting costs and improving efficiency. Our services cover all aspects of document management, including scanning services, data capture, and archive management.

Our document scanning service provides a great alternative to having to store large volumes of paperwork. We can scan your documents – regardless of their age, type or size – and convert them into an easily accessible format. Once scanned and digitized, we can use a range of techniques to capture data from files, ensuring they are easily accessible when you need them.

We also offer a range of document management and archive systems to suit all requirements. We can provide your documents in a wide range of media types or in a secure online transfer, suitable for integration with an existing storage system. Our archive management service ensures that once documents have been scanned and the data captured, you have a number of different options for accessing the information.

Last and by no means least, our hybrid mail service offers a cost-effective way to cut costs and improve efficiency by digitising the way you send and receive mail. Moving to a hybrid mail service is an efficient way to reduce the amount of time staff spend opening, sorting and distributing mail, whilst also making it easy to send letters at the touch of a button.

Contact PDM – the document management experts

At PDM, we believe that streamlining the way you manage, store, and retrieve documents will save you time and money while helping you free up physical storage space. Our document management solutions are cost-effective and ideal for businesses and organizations of all sizes.

To find out how our document management services can help you work smarter, please call 01274 883459 or email info@pro-doc.co.uk. Our team will be happy to discuss your requirements and provide you with a customized solution that meets your needs.

Document Management Company

Now’s the time to spring clean your approach to document management

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Spring has arrived, bringing with it warmer weather, blossoming flowers, and longer days. It’s also the perfect time to tackle that ever-growing pile of paperwork and cluttered office space. But where do you begin? With so many documents and records to manage, it’s easy for paperwork to spiral out of control. That’s where document management solutions come in.

At PDM, we offer a range of cost-effective services to help businesses and organisations organise and manage their documents efficiently and effectively. By implementing a document management system, businesses can enjoy several benefits, including improved efficiency and workflow, increased space, and enhanced security.

Improved workflow and efficiency

By digitising documents, they can be found and accessed instantly by anyone who needs them. This saves significant amounts of time that would otherwise be spent searching through paperwork, and makes data sharing more efficient. In addition, document management systems can help automate business processes, reducing the time and effort required to complete routine tasks.

Increased space

Scanning and converting documents into digital files means they can be stored online in a safe, secure cloud storage system. This helps reduce the amount of physical storage space required, making for a better working environment. Document scanning is suitable for documents of all sizes and shapes, including legal documents, accounts, archives, and architectural plans.

Improved security

Storing documents online helps improve security, protecting against damage from fire, flood, or physical theft. With cloud storage, documents are accessible only to those with authorised access, providing enhanced data security and privacy.

Contact PDM – the document management specialists

At PDM, we offer a range of document management services, including document scanning, data capture, and archive management. We also offer specialist services designed to meet the unique requirements of schools and legal businesses. Our team of experts can help you design and implement a document management system tailored to your specific needs.

So, don’t let paperwork take over your office this spring. Get in touch with PDM and discover the benefits of document management. Contact us today by calling 01274 883459 or emailing info@pro-doc.co.uk.

document scanning services

Preserving historical documents: Solutions from PDM

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Working with historical documents and archives presents unique challenges related to organisation and storage. At PDM, we provide a comprehensive suite of document management and storage services tailored to fit any requirement.

Digitalisation through Scanning

The first step in archive management is document scanning. Equipped with advanced scanning technology, PDM can process thousands of documents daily. Our scanners accommodate an extensive range of documents, from historical records and minuscule items like postage stamps to larger materials such as architectural plans.

Efficient Archive Management

After scanning, data from the documents is captured and prepared for digital storage. Digital documents occupy no physical space and can be easily searched, allowing for quick access to needed information.

We offer various document storage options using multiple media types. You can either integrate your documents into your existing system, or we can provide customized document management and archive solutions tailored to your specific needs.

Connect with PDM for More Information

Digital document management delivers numerous benefits, particularly regarding security and efficiency. To learn more about how digital archive management can enhance your storage, access, and management of historical documents, contact us at 01272 883459 or email info@pro-doc.co.uk.

document management solutions

Spring into action with our document management solutions

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Spring has arrived, and it’s the perfect time to declutter your office and reduce paperwork. No matter the size of your business, managing and storing documents can be a challenge over time. If left unchecked, paperwork can quickly become overwhelming and hinder your ability to find important information when you need it.

Document management systems from the document management specialists

Fortunately, PDM offers a wide range of cost-effective document management and storage solutions to help businesses of all sizes organize their documents more efficiently. Disorganized document management can lead to inefficient business processes, customer dissatisfaction, and costly errors. A spring cleaning of your paperwork and business documents can bring many benefits, including:

• Improved efficiency and workflow: Once documents are digitized, they can be accessed instantly by anyone who needs them. This saves significant amounts of time that would otherwise have been spent searching through paperwork, and it makes data sharing more efficient.
• More space: Scanning and converting documents into digital files means they can be stored online in a safe, secure cloud storage system. This helps reduce the amount of physical storage space required, which makes for a better working environment.
• Increased security: Storing documents online helps to improve security by protecting against damage from fire and flood, as well as the risk of physical theft.

Get in touch to find out more about our bespoke document management solutions

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

If you’re looking to save time and money while improving efficiency, get in touch with PDM, the document management specialists, by calling 01274 883459 or emailing info@pro-doc.co.uk. We can help you transform your office and take control of your documents.