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.

document management for accountants

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?

document management services

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

document scanning services

How to choose the right document management solution for your business

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As with so many things in life, when choosing a document management system it can be very tempting to rush headlong into making a decision, getting side-tracked along the way by tempting special offers. However, document management systems vary hugely in complexity, with solutions designed to cover everything from imaging and text recognition, through to records management and business process automation. As such, finding a solution to manage your documents and business processes isn’t as straightforward as it might seem. With this in mind, we thought we’d offer a little advice on how to get started.

Assess your document management needs

First things first and it’s important to bear in mind that document management needs vary hugely from one business, industry or organisation to another. Furthermore, weighing up the pros and cons of various alternatives, whilst making the best choice can prove to be daunting in the extreme, whilst there’s a risk that implementation will be unsuccessful if the chosen system doesn’t suit the day to day requirements of its users. This is why it’s important to carry out a thorough needs assessment before you go shopping.

A successful document management system will sit at the heart of your business operations, which means that it has to integrate seamlessly with the other systems you use, whilst also providing support to a diverse set of users. As such, choosing a system calls for a methodical and careful approach. The best place to start is to get to grips with the technical features of the system you’re considering, and your own existing business processes.

Carrying out a needs assessment requires collaboration between staff and managers; ideally resulting in a written overview of your existing and future document management and processing requirements, objectives and any constraints. One of the simplest ways to find out what you want and need is to create a checklist of preferred features. Not only does this help develop a consensus, it also identifies the document management requirements the new system needs to address. Then, once you have your completed checklist, you’ll be able to look at different solutions with the knowledge that you have the information you need to make an informed decision.

Document management solutions tailored to meet your requirements

We know that choosing and implementing a new document management system can prove extremely daunting. Here at PDM we offer solutions to suit all types of businesses and organisations. We’re happy to work with you and your team to help you select a system that’s right for you. Get in touch today to find out more and talk through your document management needs.

Document Management Company

Helping HR departments improve efficiency

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Document storage solutions designed for HR departments

Thanks to the nature of their work, human resources departments are prone to being reliant on paperwork. From application forms and staff reviews, through to general staff management, HR teams tend to be extremely paper-centric. As a result, storage problems can easily arise as HR documents must be easy to access and stored for a certain length of time. However, as a business and its HR archive grows, storing and managing such a large amount of paperwork can become a problem.

Despite these issues, an increasing number are choosing to work towards the goal of a paperless office. It’s easy to understand why: it takes a huge amount of time to manage staff records and because records have to be retained for duration of employment and beyond (decades in the case of company pensions), the requirement to find a digital solution is becoming increasingly important.

Store and manage HR paperwork securely online

Digital document storage offers the ideal way for HR department to drastically reduce the amount of paper they add to an overcrowded document archive. Information can be accessed and shared instantly, making digital document storage an efficient, achievable option for your HR department.

It’s important to note though that although moving to a digital document storage system is a positive first step towards a paperless office, there’s still the problem of existing physical paper records. We can help with this too thanks to our scanning service.

Our powerful scanning equipment is able to scan hundreds of documents a day, converting them into digital files, designed to be stored, managed and searched electronically. Scanning documents in this way has the potential to transform the way your HR team work, improving efficiency, security and helping to reduce costs.

Contact PDM – the document management specialists

To discover how digital document management could transform your HR and business processes, get in touch with PDM by calling 01274 884359 or email info@pro-doc.co.uk

document management services

Have you reached your document management pain point?

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Put an end to the pain of managing paperwork with our document management solutions

There’s no doubt that managing paper documents can be very expensive, time consuming and frustrating when you take into account the costs of storage and consumables, combined with time spent searching through files!

At PDM we offer a range of document management services, designed to make storing and finding information as easy, efficient and enjoyable as possible. From archive management and scanning services, through to hybrid mail and data capture, we work with businesses and organisations of all sizes, helping them improve efficiency whilst saving time and increasing storage space.

The benefits of document management and storage?

Whether you need to find the information you need at the touch of a button, or dream of a streamlined, clutter free office, our document management solutions can help in a variety of ways:

  • Document management is highly secure and easy to use. Rather than searching through a filing cabinet or a pile of paper, you’ll be able to find what you need when you need it. This is a great way to improve efficiency, save time and improve the way you communicate with clients or customers.

  • We’ll scan and digitise your documents, regardless of what size, shape or age. These digital documents will take up a tiny fraction of the space the paper originals did, enabling you to free up office and storage space.

  • Valuable paperwork and business-critical documents are protected from external risks such as fire, flood or theft.

  • Using a document management system means you’ll be able to view business documents regardless of where you are or what time of day it is.

  • Documents can be shared, printed or accessed by colleagues in seconds.

  • Our services are designed to be tailored to meet your requirements and we also offer specialist services for schools and legal businesses.

Take control of document management

To find out more about the benefits of document storage for your business, get in touch with PDM by calling 01274 883459 or email info@pro-doc.co.uk