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

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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

document management solutions

Tackle your paperwork mountain with our document management services

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If your business systems still rely upon paper, you struggle to find storage space for documents, or your office is cluttered with piles of unfiled paperwork, it’s likely that your business is drowning in paper and you’re struggling to cope!

We offer a range of document management solutions, designed to help businesses just like yours take control of their systems and manage paperwork better. Our services are ideal for businesses and organisations of all shapes and sizes, so whether yours is an SME or large corporation, we can help.

How an effective document management strategy can improve the way your run your business

Whether you’re looking for practical ways to become more organised and create space, or are looking for a streamlined, efficient approach to finances or HR, our document management services offer a range of benefits:

• digital documents can be searched at the touch of a button, helping you and your team save time when looking for important information
• transferring paperwork, archives or documents into a digital format provides a highly effective way to create more space
• documents are securely stored and protected from the risk of theft, fire or flood
• our services are efficient, secure and cost effective
• digital documents can be incorporated into the systems you already use
• we have the expertise to scan and digitise documents of all types and ages; from postage stamp size through to architectural plans and historical archives

Get in touch with PDM and start transforming the way you run your businesses

Our services can help you transform the way you run your business. If you would like to find out more, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

What are the benefits of digital document management and storage for your business?

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Document management for businesses

Digital document management and storage can offer businesses a number of potential benefits. From space saving through to a reduction in costs, moving to a digitised document management and storage system can help you streamline your business whilst also saving time and money. 

Here are just a few examples of the ways our customers have benefitted from digital document storage:

  • By having all of their documents stored electronically, businesses can save a significant amount of space compared to traditional paper–based storage methods. This can free up valuable office space, or allow businesses to downsize to smaller premises.
  • Electronic document storage can also make it easier and faster to find and retrieve documents when they are needed. This can save businesses time and improve efficiency.
  • Digital document management and storage can also offer greater security for businesses’ documents. Electronic documents can be password protected and backed up regularly, meaning that they are less likely to be lost or damaged.

Overall, digital document management and storage can offer businesses a number of potential benefits in terms of space–saving, efficiency, and security. Here at PDM we offer cost-effective, secure solutions designed to meet the requirements of all businesses and organisations. In addition, we also offer a number of bespoke solutions, especially designed to meet the unique requirements of legal firms, schools, colleges and universities.

Contact PDM – the document management specialists

Please get in touch to find out more and discuss your unique requirements.

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How to make new ways of working a PIQNIC

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The way many of us work is looking very different these days to how it was only a few years ago. The COVID-19 pandemic and an increasing desire to improve our life/work balance has led to many people working from home for at least part of the time. Whilst there’s no denying that a more flexible attitude to the working way is a great way to improve staff well-being and retention, it can be difficult to find strategies which connect teams and maintain productivity.

Discover a new way of working with PIQNIC

PIQNIC is an innovative single smart software problem which is designed to deliver a modern approach to work. Created to connect teams and bring information and workflows together into one place, PIQNIC has been developed to help businesses discover a new, smarter way of working.

So how does PIQNIC work? Well, the chances are that you’ve already heard of or used software platforms which many different workflows such as tasks, files, projects, teams and communications. However, the big difference between other run-of-the-mill business software products and PIQNIC is that PIQNIC also includes highly secure and extremely powerful document management. As a result, increasing numbers of the businesses we work with are now using PIQNIC because it offers them a number of benefits including:

  • a smart approach to work which meets today’s challenges and flexible working patterns
  • information is securely stored and safeguarded, whilst also providing instant access
  • the need for multiple software and apps is eradicated
  • everything is managed in one place: from document management and storage, through to project management and decision making
  • reliance upon distracting, time-consuming meetings and emails is reduced
  • all information, data and communications are 100% securely
  • business management is made easier

Make running your business a PIQNIC

As Certified Partners to PIQNIC, we’d be delighted to arrange a software demo for you, or to answer any questions you might have. To find out more, please get in touch by calling 01274 883459 or email info@pro-doc.co.uk

Scanning offers the perfect document storage solution

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Scanning is the ideal solution to your document storage issues and is perfect for any size of business or organisation. If you need to be able to access records and documents, scanned versions can be instantly accessed at the touch of a button, rather than having to search paper files. Not only does this significantly improve efficiency, it also saves time and frees up physical storage space.

What are the benefits of document scanning?

Many businesses and organisations struggle to find the space to store documents and given the legal obligation to retain paperwork for at least seven years for tax purposes, this often results in a significant quantity of paper! By transferring documents into a digital format you have the best of both worlds as documents are stored safely for future use, but without having to find storage space for the paper versions. As a result, document scanning offers a great way to de-clutter and improve document management, whilst also creating much-needed office space.

Document scanning also offers a great way to improve efficiency. Instead of having to spend time searching for paper documents of miss-placed files, you and your staff would be able to find the information at you need at the touch of button. In addition, documents can be shared instantly, enabling you and your team to carry out more productive tasks instead.

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

We are leading specialists in all aspects of digital document management and storage, with many years of experience in providing secure and reliable services. We’re confident that our document scanning services offer an efficient and cost-effective alternative to traditional paper-based document management systems. To find out more about how we can help you save time and money, get in touch to speak to one of our team.

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Save time and money with our specialist legal services

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Unfortunately, many law firms are unable to recover the costs associated with document reproduction for a specific case, whilst many documents are reproduced unnecessarily. These costs arise because the resources used can be very difficulty to record and quantify case by case. As a result, the print consumables used and the time allocated to junior staff can be difficult and time-consuming to record.

However, using our specialist legal services offers a cost-effective way to fully and accurately record document reproduction costs, therefore making them fully recoverable. In addition, our services will enable you to free-up staff time, allowing to concentrate on roles which make better use of their expertise and training.

We are able to provide fast turnaround times on legal documentation copying, including conveyancing documents and court bundles. Once documents have been copied, we are then able to provide them in any combination of digital and hard copy formats.

Get in touch with PDM

Our specialist document management services offer an efficient, secure and cost-effective way to reduce the time and money you spend on storing, copying and archiving documents. If you would like to find out more, please get in touch to obtain a fast quote by calling 01274 883459.

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Revolutionise your approach to document storage with data capture

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Not only do physical document archives take up a lot of storage space, they’re also difficult and time-consuming to search, regardless of well organised they may be. However, once documents have been scanned and digitised, the data within them will be digitally captured, making it readily available for you to share or access at the touch of a button.

How does data capture work?

Data capture is the second stage in a process which begins with digital scanning. Once documents have been scanned, the data within them can be captured in a level of detail to meet your requirements. For example, you might simply need to have the titles of files captured, or multiple fields within a document. Once the information you need has been canned, this enables forward processing through a wide range of business applications, such as Accounts Processing.

There are times when automatic recognition for documents isn’t possible. When this is the case, our well-equipped data keying bureau will manually extract date from documents with a very high level of accuracy. Once this has been done, you’ll then be able to access and search archives of information at the touch of a button.

In addition, our data capturing service also includes full optical character recognition (OCR). We use the latest specialist and highly reliable character recognition software to convert physical documents into a fully searchable digital format to provide you with an accurate document archive you can rely upon. Not only does this allow for speedy document searches, it also enables paper documents to be converted into digital editable formats, suitable for use in a wide range of software such as Microsoft Word.

Contact PDM – your data capture specialists

Data capture offers the potential to turn your physical paper archive into responsive, living documents. To find out more, or to discuss your requirements, why not get in touch today?

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Document management services designed for schools and colleges

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The long summer holidays are rapidly approaching but first there’s a hectic schedule of exams and end of term events to organise. The school year is  always very busy and with this in mind, many school administrators find it difficult to set time aside to keep on top of document management. In addition, there’s also pressure to ensure the secure and accurate capture and storage of safeguarding records within the latest guidelines.

In 2016, the Department of Education published a document entitled ‘Keeping children safe in Education – Statutory guidance for schools and colleges’ which outlines the duties that schools and colleges have concerning recording keeping. As a result, many schools and colleges are now meeting these requirements by utilising specialist software designed for monitoring child protection, safeguarding issues and a wide range of additional welfare and pastoral issues. This type of software brings all these issues together under one umbrella, securely storing them into a central repository.

Organising and storing documents in this way enables the relevant people immediately to any issues, allowing senior leaders to develop a chronology surrounding a particular student. In addition, simply pushing a button generates reports on vulnerable pupils and pupil groups; and these reports can be used for Ofsted or in Case Conference or Governors meetings.

Although document management software for schools and colleges is designed to streamline the way they store and manage information, in order to make the software ‘complete’, existing paper records have to be integrated into the system and this is where we can help. We provide a complete data capture and document scanning service which securely transfers paper documents into a user-friendly archive, designed to enable you to efficiently manage important school documents.

We have almost two decades of experience in providing scanning and digitisation records for a wide range of organisations including schools, colleges and universities. Our services are fast and reliable with an emphasis upon security and confidentiality. As such, we have a rigorously tested, audited system in place, designed to maintain the highest standards.

To find out more about how we can help you safely and securely manage documents within your education setting, please get in touch to discuss your requirements.