document management systems

Improve efficiency and cut costs with our microfiche document scanning service

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Once an essential way to store data such as plans, information or drawings, microfiche was widely used by engineering, finance and human resources departments. Although microfiche is now an outdated technology, for many businesses it’s essential that they are able to access the information stored on microfiche documents. However, accessing the information isn’t always straightforward and can result in a range of problems including:

  • Unlike digital files, files stored on microfiche cannot be indexed. This makes it difficult and time consuming for staff to find the information they need.

  • Unlike digital files, the information stored on microfiche cannot be easily shared. This means that the costs of sharing the information can easily spiral, whilst there is the ever present danger that the information can be lost in transit.

  • Reading microfiche documents requires special equipment which can cost as much as £1000. In addition, as this type of equipment is rapidly becoming obsolete, it is becoming increasingly difficult to get hold of.

Document scanning services

Not only does document scanning help improve efficiency and cut costs, it will also dramatically reduce the amount of physical storage space you need. Unlike their microfiche or paper counterparts, digital documents take up no storage space at all, whilst ensuring they are fully secure and can be accessed at the touch of a button.

At PDM we offer a range of cost-effective document scanning services, designed to help businesses and organisations reduce costs and improve efficiency. Ideal for converting microfiche documents in PDFs or any other format you require, we have the capability to scan information quickly and efficiently.

Get in touch with PDM

If you would like to find out more about our microfiche document scanning service, or to talk through your individual requirements, please don’t hesitate to get in touch by calling 01274 883459.

document management companies Leeds

Cost-effective document storage solutions designed for HR departments

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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

archive management

Cost effective solutions for the management and storage of historical documents

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Document management solutions from PDM

If you work with historical documents or archives, you’ll be well aware of the challenges that managing and storing this type of documentation can often present. Here at PDM we are experts in all types of document management, offering a wide range of management and storage services, with options to suit all requirements.

Document scanning

Archive management starts begins document scanning. At PDM we have a range of high quality scanning equipment with the capability to safely scan thousands of documents per day. The majority of documents are suitable for scanning; from historical records through to tiny items the size of postage stamps, up to large documents such as architectural plans.

Archive management

Once documents have been scanned, the data from them can be captured, ready to be digitally stored. Digital documents don’t take up any physical storage space and can be searched at the touch of a button to find the information you need quickly and easily.

We offer a range of document storage options in a selection of media types. Documents can be either managed within your own existing system, or alternatively we are able to offer a range of document management and archive systems designed to be tailored to meet your requirements.

Contact PDM to find out more

Digital document management offers a number of advantages, not least in terms security and efficiency. If you would like to find out how digital archive management could help you improve the way you store, access and manage historical documents, get in touch with us by calling 01272 883459 or email info@pro-doc.co.uk

document management services

Is online storage the right approach to document management for your business?

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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.

document management systems

How schools and education providers can improve their document management processes

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Document management solutions for schools and colleges

The hectic summer term has almost drawn to a close and if you’re a headteacher or school administrator, the chances are that you’re looking forward to a well deserved rest! However, as you already know, the long summer holidays pass incredibly quickly and before you know it, September and a new academic year will have rolled around.

Many schools and colleges struggle to cope with and manage the amount of data they have to store and in view of the strict guidelines which now cover safeguarding and data use, having an efficient document management system has the potential to make huge improvements in efficiency and document security.

Our services

We have developed a range of document management services, specially designed to help schools, colleges and universities manage and secure they way they handle and store data. Back in 2016, the Department of Education published a document entitled “Keeping children safe in education Statutory Guidance for schools and colleges.” This document outlined the responsibilities schools and colleges have when it comes to accurate record keeping, stating that: “all concerns, discussions and decisions made and the reasons for those decisions should be recorded in writing.” As a result, increasing numbers of schools and colleges have addressed the issue by using software designed to handle all aspects of safeguarding, child protection and a wide range of child protection and welfare issues from one central repository.

Helping you meet safeguarding guidelines

We have over 15 years of experience in scanning and digitising records for a wide range of organisations and businesses. We understand the importance of security, reliability and confidentiality and have in place a thoroughly tested and audited system. Our digitisation for safeguarding service will quickly and securely digitise your paper records, ready for them to be incorporated into your safeguarding software.

Contact PDM – the document management experts

To find out more about our document management services for schools and colleges, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

scanning legal documents

What are the benefits of our specialist document scanning services for your legal business?

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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

document management solutions

Is your business being held back by paperwork?

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Document management solutions for businesses of all shapes and sizes

Do you struggle to find enough space to store important documents and paperwork? Is it time-consuming and difficult to find information you need quickly? Is your office becoming cramped and cluttered with piles of unfiled documents? Are you incurring additional costs on extra physical storage space for paperwork? If you’ve answered yes to any of these questions, you and your business would definitely benefit a more modern, streamlined approach to document management

Online document management systems save time and money

The ‘traditional’ method document storage calls for lots of space to store paperwork such as filing cabinets and shelving, whilst requiring lots of time to search through files to find information. Furthermore, thanks to the recent changes many businesses have had to make in order to find a new way of working, increasing numbers of people are now choosing to work from home where possible.

Not only is a reliance upon paper-based storage highly inefficient, it is likely to slow down your business systems and processes. Furthermore, in turn this could also negatively impact upon your ability to provide efficient customer service, whilst over-burdening and pressurising staff.

Moving to an online document management and storage system offers a range of real benefits including:

• a well -organised, de-cluttered, tidy office which presents a professional image and has plenty of room for staff to move around
• significant improvements in efficiency – documents can be searched and information located at the touch of a button
• online document management is completely safe and secure – unlike physical storage, documents and sensitive information are protected from theft, flood or fire
• once an online document storage system has been put in place, staff have time to concentrate on their role, rather than wasting time searching for documents or information
• we offer a range of document management and storage solutions with options suitable for all budgets and requirements
• we are able to provide professional support and guidance to help you find the best solution for your budget and requirements, whilst ensuring a safe and efficient move to an online system
• we provide specialist document management services, designed to meet the unique requirements of legal firms, schools and colleges

Get in touch to discover how to free your business from the paperwork burden

To find out more about how online document management could help you save money and improve efficiency, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

document scanning services

What’s the difference between self storage facilities and managed document storage?

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Secure document storage solutions from the document management specialists

As one of Yorkshire’s leading document management companies, we often come into contact with companies who have been using self-storage or a lock-up facility to store documents. In addition, many of these companies are using self-storage facilities to store business critical documents.

Many companies use self-storage facilities to cope with limited office storage space, when having a reorganisation or employing a new member of staff, for example. However, it’s important to be aware of the pitfalls of using this type of storage on a long-term basis.

Although described as ‘local’ many self-storage facility are anything but as the majority are located in out of town locations. This means the expense and inconvenience of you or your staff having to travel to access the documents you need. This is especially disruptive when a document is required quickly or your team are likely to be working from home for at least some of the time.

More importantly, as a result of the GDPR regulations which came into effect a couple of years ago, organisations need to be able to access information in a timely manner if a request is received for information. Furthermore, if your documents are stored off-site or inefficiently, it could be difficult to respond to requests in a timely manner and in line with legislation.

Efficient, successful document management can only achieved by being able to access and share documents quickly and efficiently. In addition, you also need the reassurance that they are secure and safeguarded from theft or damage by the elements. With this in mind, managed document storage offers the best solution.

Managed documents storage from one of Yorkshire’s leading document management companies

If you would like to find discover how managed document storage could transform the way you run your business, please don’t hesitate to get in touch by calling us on 01274 883459.

PDM-Post business mail services

Save time and money with PDM Mailroom Services

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With many businesses having to find smarter ways of working to address the difficulties of team working with staff spread far and wide, discovering strategies to make life easier is becoming increasingly pressing. Sending and receiving mail is one aspect of the new way of working which can prove difficult to manage. Here at PDM our hybrid Mailroom Services are designed to make managing outgoing and incoming mail as efficient and cost-effective as possible.

Outgoing hybrid mail services

Sending mail is easy with PDM Post! Our PDM-Post portal does all the work: letters are simply uploaded, either individually or en-mass, by the user and this can be done in a range of formats including Microsoft Word or PDF. To eliminate the expense of incorrectly addressed items, all post codes are validated before they are posted and once items have been sent, verification of posting is received using the PDM-Post portal. Finally, notification is end if any letters are returned as undelivered, whilst a copy of each letter is stored securely in the PDM-Post portal.

Incoming hybrid mail services

Receiving and distributing incoming mail can prove particularly challenging when staff are working from home or in a number of different locations. Our incoming mail service offers a cost-effective solution to this as mail is collected from a dedicated PO box, before being delivered to our fully secure production centre.

Hard copy mail is opened and digitally captured, before being sent directly to your PDM-Post portal inbox, from where it can be downloaded and then integrated into a system of your choice. In addition, as a further option, mail items can be named and sorted according to your requirements; whether this is the date received, details of the sender or the individual recipient.

Get in touch with PDM to find out more

If you would like to find out how we can transform the way you send and receive mail, get in touch with PDM by calling 01274 883459 or email info@pro-doc.co.uk

document management systems

Discover a new way of working with PIQNIC

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The last 15 months or so have been something of a challenge for many businesses as they overcome the difficulties posed by different teams working from home. Although there’s no doubt that the pandemic has thrown up problems, many businesses have used the situation to their advantage by embracing new processes and approaches to working.

It’s possible that the world of work may have changed forever to some extent. As a result, finding a more modern approach to work has become a top priority for many businesses who understand the benefits that ‘smart working’ has to offer. From finding ways to connect teams and improve productivity, through to bringing workflows and information together into one place, there are time and cost-savings to be made by adopting a new way of working.

PIQNIC is a single smart platform which has been cleverly designed to offer a simple yet highly effective approach to smart working. A smart software platform which manages everything from one place, PIQNIC brings together files, tasks, projects, communications, teams and decisions. However, the major difference between PIQNIC and other planning/work management software is that is also provides incredibly powerful and fully secure document management.

The benefits of PIQNIC

Increasing numbers of businesses are using PIQNIC because if offers a wide range of benefits and helps to:

  • store and safeguard information whilst ensuring it is instantly accessible
  • eradicate the need for multiple software/apps
  • meet the challenges of the modern working environment
  • reduce time-consuming distractions including emails and meetings
  • provide a highly secure way to store data, information and communications
  • make business management easier, simpler and less time-consuming

Get in touch to find out what PIQNIC could do for your business

If you’d like to find out more about PIQNIC and the benefits it could offer your business, please get in touch with PDM for further information or to arrange a free demo. Contacting PDM is easy, simply call 01274 883459 or email info@pro-doc.co.uk