Although there’s still a month to go until the start of a new year, now is a good time to think about making resolutions for the year ahead. So, instead of setting yourself the usual challenges of getting more exercise or eating healthily, why not focus upon finding new ways to manage your businesses documents?

Streamlining your document management systems can offer a huge range of benefits, not least in terms of being able to find documents when you need them! In addition, 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 help:

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. Furthermore, there’s nothing more disheartening than piles of unfiled paperwork which has to be sorted through by hand to find information. Switching to a digital document system is a highly effective way to address these problems 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.

2. Digital document management offers an unbeatable way to improve efficiency. As already mentioned, 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. An additional factor 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

Sending bulk mail can be expensive, not only costing considerable amounts of money, but also taking up lots of staff time. Our PDM-Post service has been designed to help organisations of all sizes cut the cost of printing and processing both inbound and outbound mail.

PDM-Post can be tailored to suit the individual requirements of your business or organisation. Here’s an overview of what’s on offer – you have the option to use the entire service or just one element:

PDM-Post Incoming Mail

• Mail is collected from a dedicated PO box and delivered to our secure production centre.
• Your hard copy mail is opened and digitally captured.
• Your mail is sent directly to your PDM-Post portal inbox.
• From our secure PDM-Post portal your mail can be downloaded and then incorporated into a system of your choice.
• As an option mail items can be named and sorted as you require, this could be using the date received, the details of the sender, and the individual recipient. This metadata is also available in a variety of formats which could enable the direct import to your existing systems.

PDM-Post Outgoing Hybrid Mail

• Letters are uploaded by the user to the PDM-Post portal. This can be done using a variety of formats including Microsoft Word or PDF. They can be uploaded individually or en-mass.
• All post codes are validated prior to postage which eliminates the cost of incorrectly addressed items.
• Verification of posting using the PDM-Post portal.
• Notification is made to you for any letters returned e.g. people have moved away.
• A copy of each letter sent will be stored in the PDM-Post portal.

The benefits of PDM-Post

Using PDM-Post offers a range of cost-effective benefits:
1. Reduced printing costs.
2. Staff can spend time doing productive tasks instead of processing in/outbound mail.
3. No further need for costly franking machines, toner etc.
4. Lower cost per envelope and postal charges.
5. No minimum volumes
6. Paper consumption reduced.
7. You are can chose to use either or both services.

Sending and receiving mail directly to and from your desktop offers substantial savings on mail costs.

If you would like to find out more about how our PDM-Post service could save you time and money, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

Because of the nature of their crucial role in a business, human resources departments have always been paperwork heavy. From application forms, through to staff reviews and staff management, to processes used by HR teams tend to be very reliant on paper documents.

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 rapidly become a problem.

Although human resources departments tend to be resource-heavy, an increasing number are choosing to work towards a paperless office. It’s not hard to understand why: it takes a massive amount of time to manage staff records. In addition, 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 increasingly pressing for many HR departments.

Store and manage HR paperwork with a digital document storage solution

Digital document storage offers a secure and highly efficient 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, this still leaves the problem of existing physical paper records. We can help with this too, thanks to our cost-effective document scanning service. We have powerful scanning equipment which 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 and security, whilst helping to cut costs.

Get in touch to find out more about how our document storage systems could help your business

We provide a range of cost-effective services ideal for businesses and organisations of all sizes. To discover how digital document management could transform your business processes, get in touch with PDM by calling 01274 884359 or email info@pro-doc.co.uk

If you’d like to be able to store information in one central place whilst saving time, money and improving efficiency, then the answer will be yes, online document storage is right for your business! There is sometimes a misconception that online document management and storage are the preserve of big corporations. However, over the past years it is something which is increasingly being used by businesses and organisations of all sizes.

What is online document storage?

Often referred to as cloud storage, an online document storage management system is a central digital repository, designed to hold all of your documents, information, files and records. Documents of all types and sizes can be stored; from legal documents, archives and architectural plans, through to data, accounts and personnel records. Depending on your needs, digital documents can be stored in either a cloud storage system or in a system hosted by your business.

Moving to online document storage begins with the ‘capture’ of paper documents and files; this is done using a document scanning system. The powerful scanning systems we use here at Pro-Doc have the capability to scan hundreds of documents at a time. Once documents have been scanned, they are converted into digital files, ready to be accessed as and when you need them.

One of the most significant benefits of moving to an electronic document management system is the improvement in workflows. Documents can, for example, be automatically forwarded to a particular member of staff or department, whilst information can be found quickly and efficiently using keyword search.

Security is, of course, a top priority for all businesses. Today’s electronic document management systems are designed to provide unparalleled levels of protection through secure user access, so you can relax in the knowledge that your business critical information is safe and protected.

Contact Pro-Doc to find out more

Offering a cost-effective way to meet the demands of modern working, online document storage and management is ideal for businesses who want to improve efficiency and security, whilst cutting the costs associated with physical storage.

To find out more our services and discuss your individual requirements, get in touch to find out more.

Here at Professional Document Management we understand the challenges many legal firms face when it comes storing, organising and indexing a growing number of documents.

As a result have developed a range of specialist legal document scanning services, designed to convert paper documents in into digital files. Not only do our legal services help to improve efficiency, increase office space and ensure you comply with data security legislation.

Storing legal documents in an electronic format offers a number of significant benefits including increased security, the ability to access documents from any desktop at any time, and to save valuable storage space.

Efficient document management combined with exceptional customer support

Professional Document Management we take great pride in offering exceptional customer support  and when you work with us, you’ll be able to enjoy all the benefits of our expertise in legal document management. We work on a diverse range of projects and have invested in the very latest state of the art document scanning equipment, designed to produce high quality scanned documents in digital files in the format of your choice.

Choosing our legal document scanning solutions could offer you the following benefits:

• Converting legal documents into electronic files helps to improve records management and efficiency as information can be accessed at any time, from any desktop at the touch of a button.
• Office storage space is at a premium and with this in mind, reducing the amount of storage space you need for paperwork can help to enhance the cost effectiveness of your business premises.
• Legal documents and paper records are scanned and converted into electronic files in a range of digital formats.
• We work with law firms of all sizes and our services can be tailored to suit the individual requirements of your business.
• We offer a number of different document management systems, with options to suit all budgets and requirements.

Contact Professional Document Management to find out more about our legal document scanning services

For further information on the benefits our legal document scanning services could offer your business, please get in touch with our team by calling 01274 883459 or email info@pro-doc.co.uk