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.

document management storage solutions

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.

scanning legal documents

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.

electronic document scanning management storage

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?

HR document storage

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.

document management for accountants

Discover how effective document management can save you time and money

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Professional document management services from the document management experts

The last couple of years have been very challenging for many businesses. Hopefully the future is looking brighter but as a result of difficulties faced by businesses and organisations of all sizes, many are looking for ways to streamline their systems, improve efficiency and cut costs. From data capture, scanning and archive management, through to hybrid mail and specialist services for schools and legal firms, we offer a wide range of services designed to help businesses and organisations improve efficiency whilst saving time and money.

We can help you in a number of different ways:

  • PDM post: our specialist mail service offers a highly cost-effective way to send and receive mail through a virtual mailbox.

  • PIQNIC: designed to provide a modern approach to work, PIQNIC is powerful software which brings together files, tasks, projects, decisions, teams, communications and document management.

  • Scanning: scanning offers a cost effective and space-saving way to store large volumes and physical documents. Once scanned, documents can be provided in an easily accessible format at a cost equivalent to just four years of physical archiving. The vast majority of documents are suitable for scanning, helping you save space, money and time.

  • Data capture: physical documents not only need lots of storage space, they’re time consuming to search through too! Our data capture service makes files easy to access, enabling you and your team to find the information you need when you need it.

  • Archive management: once documents have been scanned we can offer you a range of secure access and storage options, designed to be integrated into your existing systems if required.

Contact PDM – your document management specialist

We provide a wide range of services which offer effective ways to ensure your business is streamlined and competitive. Our services are designed to help businesses and organisations like yours save time, money and improve efficiency. To find out how, get in touch with us by calling 01274 883459 or email info@pro-doc.co.uk

document management solutions from Pro-Doc

The software designed to make modern ways of working a PIQNIC

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The way we work has changed dramatically over the past decade or so, especially since the recent pandemic which has accelerated trends such as working from home and digital document management. Alterations to our ways of working can prove to be incredibly beneficial to both a business and its staff alike, however a cohesive approach is need to ensure a successful end result.

PIQNIC is an innovative, beautifully designed single smart platform which brings together everything to deliver a modern approach to work. Combining everything from files, tasks, decisions and projects, through to teams and communications, PIQNIC is highly efficient work management and planning software. However, there’s one big difference between PIQNIC and similar types of software and that’ s secure document management.

How PIQNIC can help your business

PIQNIC helps businesses and organisations of all shapes and sizes in a wide range of ways, including:

  • safeguarding and storing information whilst allowing instant access
  • there’s no need for multiple apps and software as everything is in one user-friendly place
  • PIQNIC offers a modern approach to work in a way that meets today’s challenges
  • reliance on distracting, time-consuming emails and meetings is reduced
  • all data, information and communications are fully secured
  • business management is easy and stress-free

Get in touch with PDM

As a PIQNIC certified partner we happy to provide further information on this powerful software solution. To book a demo or to find out how PIQNIC could benefit your business, please get in touch.

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Smart working can help you save time and improve efficiency

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Chances are that you’ve heard the term ‘smart working’ mentioned at some point over the last couple of years as it’s one of the latest sound bites used to describe a business-savvy approach to the workplace. The idea of smart working, in other words getting things done efficiently in as short a time as possible, came to prominence during lock downs during the pandemic when the majority of people were working from home. To give smart working a slightly more professional description, it’s often described as a strategic approach to flexible efficient working by making the most of modern technology to improve efficiency, cut costs and improve work-life balance.

Smart working sounds good, doesn’t it? At PDM we’re big fans of the idea and offer a range of document management solutions, designed to help you work smarter in order to streamline and improve the efficiency of your business. A badly organised, cluttered office, littered with mountains of unfiled paperwork is hardly conducive to smart working. If this sounds familiar and you’d like to change the way you work, improving your document management systems seems like a very good place to start!

Streamline the way you manage, store and share your data

Efficient document management and storage has the potential to transform your business; helping you improve efficiency and cut costs. Our services cover all aspects of document management such as:

  • Scanning services: if you have documents and records you need to access on a regular basis, document scanning provides a great alternative to having to store large volumes of paperwork. We’ll scan your documents – regardless of their age, type or size – converting them into an easily accessible format.

  • Data capture: not only do physical paper documents take up a great deal of space, they are extremely time-consuming to search – even if they are efficiently organised and stored. Once scanned and digitised, we can use a range of techniques to capture the data from files, ensuring they are easily accessible and that you can find the data when you need it.

  • Archive management: once documents have been scanned and the data capture, we can offer you a number of different options for accessing the information. We can provide your documents in a huge range of media types or in a secure online transfer, suitable for integration with an existing storage system. We also offer a range of document management and archive systems to suit all requirements; from basic free systems, through cloud-based systems.

Get in touch with PDM to find out how our document management services could help you work smarter

Taking a new approach to the way you manage, store and retrieve documents will save you time and money whilst helping you free up the amount of physical storage space you need. A cost-effective way to work smarter, our document management solutions are ideal for businesses and organisations of all sizes.

To find out more, please call 01274 883459 or email info@pro-doc.co.uk