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

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

Switching to a digital mail offers the potential to save your business money and time, whilst improving efficiency and customer service. Our hybrid mail service, PDM-Post, is proving popular with many of our clients who are making the most benefits. However, if you’ve never used a digital mail room before, it can seem like a mystifying concept! With this in mind, we thought we’d give you an outline of how digital mail rooms work.

Inbound digital mail

All PDM-Post incoming mail is a system by which all inbound mail is delivered to our secure handling centre via a dedicated PO box. Once mail has been opened, the contents are digitised, eradicating the need for your staff to have to handle incoming mail at all, freeing up their time to spend on more important tasks.

The digitisation of incoming mail involves the scanning of each mail item as a separate documents. Once this process has taken place, the digital versions of your mail are then forwarded electronically to the relevant department. In addition, it’s possible to classify mail into different categories such as invoices, general correspondence or contracts.

It’s worth bearing in mind that after you’ve received your inbound digital mail, correspondence can be integrated into your systems and workflows using one of our digital document management systems.

Outbound hybrid mail

Outgoing correspondence is uploaded by the user to our fully secure PDM-Post portal and this is possible in a wide range of formats such as Microsoft Word or PDF. Documents/letters can be uploaded individually or en mass, taking the headache out of mass mailings/mailshots.

To reduce the amount of mail being returned as undeliverable, all postcodes are validated and you’ll receive confirmation of posting via the PDM-Post portal. In addition, you’ll also receive a notification of any items which haven’t been delivered.

The benefits of hybrid mail

Hybrid mail systems offer a range of benefits including savings on paper, stationery, printer ink and photocopying, whilst efficiency and customer service are improved. If you’d like to find out more about our hybrid mail service, please don’t hesitate to get in touch.

Although many businesses would like to switch to a digital document management system, they’re often deterred by misconceptions surrounding complexity, concerns that they have too many paper-based systems or a company culture that’s slow to embrace change. Despite this, the Covid-19 pandemic has kick-started a rising trend towards digital business processes, forcing businesses to take the plunge and upgrade or transform their approach to document management. If yours is one of the businesses yet to make the change, don’t think it’s time to make the move and enjoy the benefits of digitisation?

Digitisation gets into gear

According to a survey carried out by McKinsey Global in May 2021, the Covid-19 pandemic led to businesses urgently seeking for ways to empower remote staff working, build business resilience, reduce a reliance on manual processes and ensure visibility of workflow. As such, for many companies, digitisation of their systems became an immediate priority, forcing them to accelerate their plans by three to four years.

In the past, digitisation was often just seen as a way to cut costs. However, thanks to the pandemic, digitisation and the use of technology rose to the top of the list of critical business components.

The benefits of digitisation for your businesses

Switching digital document management not only helps reduce costs but also offers a number of benefits for businesses and organisations of all shapes and sizes. Here are a few examples of how digital document management can help you:

• storage space of paper documents is reduced resulting in a tidy and efficient workplace
• documents are easy to find, fully searchable and can be shared amongst members of staff or departments in seconds
• documents are stored securely
• documents and the information stored inside them can be accessed at the touch of a button – regardless of where you are
• systems are streamlined, efficiency improves and valuable time isn’t wasted on managing and storing paperwork
• switching to a digitised systems is simple and straightforward

If you would like to find out more about the benefits of digitisation for your business, please get in touch.

As with other industry sectors, accounting practices face pressure to provide services which are cost-effective, accurate and fast. With this in mind, it’s important to make the most of the latest document management and archive systems.

At PDM we are leading professionals in document management and work with a number of accountancy firms. We provide a range of solutions designed to meet the specialist requirements of accountancy firms, helping them streamline their systems, improve efficiency and cut costs.

Tailor made document management systems for accountancy firms

Coping with mountains of paper documents generated by their clients is something which accountancy firms have always had to cope with. Whilst this is unlikely to change in the near future, there are steps you can take to manage accountancy process. Accounting documentation such as client files, audits, VAT, PAYE, Corporation Tax and general correspondence can all be filed and stored electronically under one document management system. Not only does this enable the efficient location of information, it also ensures everyone involved can access the documents they need at the touch of the button.

Here are some of the benefits a document management system could offer your accountancy business:

• Provide an improved service to your clients.

• Improve data security and ensure you are protected as all information is regularly backed up and encrypted.

• Provide authorised personnel with the access they need to client information.

• Cut the costs associated with off-site document storage.

• Staff are able to manage their workloads better, helping them to work more efficiently.

• Last and by no means least: de-clutter your office space and reduce your reliance upon paper documents.

Contact PDM to find out more about document management for accountants

Our document management services can help you save time and money whilst improving efficiency. To discover how our systems could benefit your business, call PDM on 01274 883459 for a free, no-obligation quote.