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.

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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.

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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.

PDM-Post business mail services

How our hybrid mail service can save you time and money

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Here at PDM we now offer a hybrid mail service that provides a cost-effective, secure alternative to traditional paper-based mail. With the increasing cost of consumables like paper, toner, envelopes, and stamps, sending mail has become expensive and time-consuming.

PDM-Post Outgoing Hybrid Mail

Sending mail through PDM-Post is simple and convenient. You can upload letters to the PDM-Post portal in various formats such as PDF or Microsoft Word. You can upload a single letter or a batch of letters, and all postcodes are validated before mailing to ensure correct addressing. Once the letters are posted, you will receive verification, and a copy of each letter will be stored in the PDM-Post portal. You will also receive a notification if a letter is undelivered.

PDM-Post Incoming Mail

Our incoming mail service is ideal for businesses, especially if you work from home and want to keep your address private or if you spend time working away from the office. Your mail is collected from a private PO box and delivered to our secure production centre. We open hard copy mail, digitally capture the contents, and send them directly to your PDM-Post portal inbox. You can download mail from the portal and incorporate it into the system of your choice. Additionally, mail items can be sorted and named by date received, details of the sender, or individual recipient to meet your requirements.

The business benefits of PDM-Post

Using PDM-Post can help you save money by reducing the amount spent on consumables like paper, toner, and stamps, and free up staff time. With PDM-Post, you can send and receive mail from your desktop, which is both cost-effective and convenient. To find out more about how PDM-Post can help you make substantial savings, contact us at 01274 883459 or email info@pro-doc.co.uk.

document scanning services from Pro-Doc

What is document scanning and how can it benefit your business?

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Document scanning services use a type of technology which enables the digitisation of physical documents by converting them into digital formats. This technology is used by businesses, organisations, and individuals to store, share, and archive important documents. Document scanning services make it easier to share information and access documents from any location.

How does document scanning work?

Document scanning is the process of creating digital copies of physical documents. The physical document is first scanned with a scanner or specialised document scanner. The resulting digital file is then stored in a computer or other device. This digital version can be viewed and edited using a variety of software programs. Document scanning services can be used to scan a variety of documents in any size, including paper documents, photographs, books, magazines, letters, and more. Document scanning services offer several benefits.

What are the benefits of document scanning?

One of the most important benefits of document scanning is improved accessibility. Digital documents can be accessed from any computer or device with an internet connection, which makes them much easier to access than physical documents.

Digital documents can also be shared with other users much more quickly and easily than physical documents. Document scanning services also help to reduce storage costs. Physical documents require storage space, which can be expensive. Digital documents, on the other hand, can be stored on servers or in the cloud, which requires no physical space and can be accessed from anywhere. This reduces the amount of space needed for document storage and eliminates the need for filing cabinets and other physical storage solutions.

Document scanning services also improve the security of documents. Digital documents are much more secure than physical documents, as they can be protected with encryption and other security measures. This makes them much more difficult to access without authorisation. Digital documents can also be backed up regularly, which ensures that they are not lost in the event of a disaster.

Finally, document scanning services can save time. When physical documents are scanned, they can be quickly accessed and shared with other users. This eliminates the need to manually search for documents, which can be a time-consuming process. Overall, document scanning services are an invaluable tool for businesses, organisations, and individuals. They improve accessibility, reduce storage costs, improve security, and save time. By digitising physical documents, document scanning services make it easier to share and access important documents from any location.

Get in touch with PDM – the document management specialists

Here at PDM we offer a range of document scanning services to suit all businesses and organisations. To find out more, get in touch to speak to our team.

microfiche document scanning

The many benefits of cloud storage for your business

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Here at PDM we often talk about the many benefits that moving to a cloud document storage system can have for businesses. The start of a new year is a great time to take a good look at the systems and processes you use to ensure your business is efficient. With this in mind, we thought we’d cover some of the main benefits of cloud document storage:

1. Increased accessibility – With cloud document storage, you can access your documents from anywhere with an internet connection. This means you can work on the go, from home, or from different locations without having to carry around physical copies of your documents.
2. Improved collaboration – Cloud document storage allows multiple users to access and edit documents simultaneously. This means you can easily collaborate on projects and share updates in real-time.
3. Enhanced security – Cloud document storage providers typically offer robust security measures to protect your documents from unauthorized access and data breaches.
4. Automatic backups – One of the main benefits of cloud document storage is that it automatically backs up your documents in real-time. This means you don’t have to worry about losing your important documents in the event of a computer crash or other unforeseen event.
5. Reduced costs – By using cloud document storage, you can eliminate the need for expensive on-premises servers and storage systems. This can save your business money on hardware and maintenance costs.
6. Increased storage capacity – Most cloud document storage providers offer a generous amount of storage space, allowing you to store more documents than you would be able to on your local computer or network.
7. Enhanced document management – Many cloud document storage providers offer tools and features that make it easier to organise, search, and access your documents. This can save you time and improve your overall productivity.
8. Improved disaster recovery – In the event of a disaster, such as a fire or flood, your documents stored in the cloud will be safe and accessible. This can help you recover from a disaster more quickly and with minimal disruption to your business.
9. Enhanced accessibility for remote workers – With cloud document storage, remote workers can access and edit documents just as easily as if they were in the office. This can help improve collaboration and productivity among remote teams.
10. Improved integration with other tools and services – Many cloud document storage providers offer integration with popular productivity tools, such as Microsoft Office, Google Drive, and Dropbox. This can make it easier to work with your documents across different platforms and devices.

Are you making the most of digital document management and storage?

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In today’s world, businesses have to manage, store and access a large amount of information in order to run successfully. With the advent of digital document management and storage, businesses are now able to store, access and manage their documents much more efficiently than before. This technology offers a variety of benefits to businesses that range from cost savings to increased security.

Despite the benefits in terms of cost and improved efficiency offered by digital document management, many businesses and organisations still rely upon paper-based systems. If you’ve not already done so, now is the time to consider taking a new approach to document management and in this blog we’ll explore some of ways your business could benefit.

The business benefits of digital document management

One of the primary benefits of digital document management and storage is cost savings. By storing documents digitally, businesses are able to reduce their need for physical storage space and eliminate costs associated with renting such space. Additionally, digital document storage can also save businesses money on printing costs and paper supplies. Furthermore, digital storage can help businesses save time by reducing the amount of time spent searching for physical documents and allowing them to quickly and easily access documents when needed.

Digital document management and storage also offers businesses increased security for their documents. By storing documents digitally, businesses can protect sensitive data from unauthorized access and ensure that their documents are secure and protected. Digital storage also offers businesses the ability to track and monitor access to documents, and to set up different levels of access for different users. This feature helps businesses ensure that only authorized personnel are able to access and view sensitive documents.

Digital document management and storage also provides businesses with increased flexibility and scalability compared to physical document storage. By using digital document storage, businesses are able to easily add or delete documents, and can easily expand or shrink their digital storage capacity as needed. Additionally, digital storage can also allow businesses to store and access documents from multiple locations, allowing users to access documents from any device with an internet connection.

Finally, digital document management and storage can also help businesses increase their efficiency and productivity. By reducing the amount of time spent searching for physical documents, businesses can free up more time to focus on other tasks. Additionally, digital storage can also help businesses streamline their document workflow, allowing them to quickly access, view and update documents from any device.

Overall, digital document management and storage offer a variety of benefits to businesses, from cost savings to increased security. By taking advantage of this technology, businesses can save time, improve their document workflow and protect sensitive data. In today’s digital world, digital document management and storage is an essential tool for businesses looking to stay competitive and successful.

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We help businesses maximise the potential of digital document management

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We often talk about the benefit of digital document management, however once you’ve made the switch to a digital approach to document management and storage, what’s the best way to ensure you get maximum benefit from your new system?

Document management advice from the document management specialists

With this in mind, here are some practical ways to ensure you and your business reap the benefits of taking a new and more efficient approach to document management and storage:

1. First, choose a digital document management system that fits the needs of your organisation.
2. Create a naming and filing structure that is intuitive and easy to navigate.
3. Ensure that all employees have access to the system and are trained on its use.
4. Implement a regular cleaning and organising routine to keep the system up-to-date and clutter-free.
5. Utilise features such as version control and automatic backup to prevent loss of important documents.
6. Encourage collaboration and sharing among team members, using the system as a central repository for shared documents.
7. Use security measures such as passwords and permissions to protect sensitive information.
8. Consider integrating the system with other business tools, such as project management software or customer relationship management systems.
9. Regularly review and update the system to ensure it remains effective and efficient.
10. Monitor usage and analyse data to continually improve the system and maximize its benefits for the organization.

Discover our document management and storage solutions

If you would like to find out more about the benefits of digital document management and storage, why not get in touch today to discuss your requirements?

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Make 2023 the year you transform your approach to document management and storage

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Not long to go now until Christmas and this is a good time to think about making resolutions for the year ahead. This year, rather than setting yourself the usual challenges, why not look new ways to take control of the way you manage and store your businesses documents?

Taking a new approach to document management and storage can offer a huge range of benefits, not least in terms of being able to find documents when you need them! Furthermore, efficient document management means more than a tidy office and when done correctly, can help you save significant amounts of time and money. Here are a few examples of how improving your approach to document management could transform the way you run your business:

1. Although a tidy office is just one benefit of efficient document management, it’s important not to underestimate the power of de-cluttering. Not only does a tidy office look professional, it will also go a long way towards helping to boost the image of a business.
2. Digital document management offers an unbeatable way to improve efficiency as rather than wasting time searching paperwork, documents can be searched and then shared, if necessary, at the touch of a button. This improvement in efficiency enables teams to complete work quickly and meet important deadlines.
3. Having to shift through piles of unfiled paperwork which has to be sorted through by hand to find information is needlessly time consuming. Switching to a digital document system is a highly effective way to solve this issue and isn’t as difficult as it sounds. Documents are scanned using powerful high resolution scanners and are then converted into a digital format designed to be stored electronically in the format of your choice. Digital documents can be searched and shared in seconds and scanning is ideal for a huge range of documents; from architectural plans and invoices, through to historical archives, legal documents and medical records.
4. An additional consideration which is often overlooked is that 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. With this in mind, 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.

Contact PDM – the document storage specialists

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

document management services

Is there still a place for paper in your business?

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The answer to whether there’s still a place for paper is likely to be yes. Perhaps a better to question would be to consider where and how that paper is used as if you still rely upon a paper trail to run your business, it’s time to consider adopting a digital approach. Ditching paper altogether isn’t a viable solution for many business, however digitising the data held in paper records is becoming increasing important if your business is to remain complaint and efficient.

How paper reduces productivity

Reliance on paper results in a number of issues which can have a direct effect on efficiency including:

  • Storing, finding and then retrieving paper documents is inefficient and time consuming. In addition, using a paper based system also makes it difficult to keep control over different versions of the same document.
  • Document storage regulations require the retention and removal of data in accordance with pre-set regulatory periods. Relying on a paper-based system makes this much more difficult, putting businesses at risk of data storage breaches.
  • Internal quality audits and external compliance audits are more difficult and stressful to complete.
  • The costs in terms of resources, physical storage space and time are far higher for a paper based system.

PDM – digital document management solutions for businesses of all sizes

We provide a wide range of digital document management solutions designed to make the move from a paper-based system simple, efficient and cost-effective. Our systems are suitable for businesses and organisations of all sizes, whilst we offer bespoke solutions for schools, colleges, universities and legal firms.

To find out more about the benefits of digital document management and to start reducing your reliance upon paper-based systems, get in touch with PDM by calling 01274 883459 or email info@pro-doc.co.uk