document management for schools

Streamlined Document Solutions for Schools, Colleges and Universities

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Tailored Document Solutions for the Modern Educational Landscape

As we approach the end of the long summer break, the run up to the start of a new autumn term can be an incredibly busy time for school, college and university administrators. At PDM, we pride ourselves on offering bespoke document management solutions tailored to the distinct needs of schools, colleges, and universities.

The world of education is governed by a myriad of regulations and guidelines concerning document management. Whether it’s the amalgamation of paper records, advanced document scanning, or fortified data storage, we’re here to ensure your institution remains compliant with the latest standards.

Safeguarding Student Data and Beyond

Our partnership with numerous educational institutions across the UK has equipped us with the expertise to address the unique challenges of handling and preserving student data. With our advanced scanning and cloud storage solutions, we offer unparalleled document security for both schools and universities.

Efficient Student Record Digitisation

Our cutting-edge scanning technology allows us to digitise vast amounts of student data swiftly and effectively. Once processed, these records are transformed into secure digital files, optimised for easy search and retrieval.

Digital Archive Solutions

Traditional paper archives not only consume vast storage spaces but are also vulnerable to deterioration or misplacement. By digitising these archives and storing them in the cloud, we provide a safer, more accessible solution. This not only enhances security but also allows institutions the flexibility to either store obsolete archives remotely or dispose of them securely.

Automated Data Collection

We recognise the challenges educational institutions face with manual data entry. Processing application forms and other documents can be a daunting task. However, our automated data capture service presents a swift, cost-effective alternative. Essential details like student IDs, names, and addresses are seamlessly extracted and can be integrated back into your existing systems.

Discover PDM’s Expertise in Document Management

Curious about how our tailored document management solutions can elevate efficiency and reduce costs for your institution? Reach out to PDM today and explore the myriad ways we can assist you.

document management systems

Data Capture – what is it and how could it benefit your business?

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In the digital age, data is the lifeblood of any business. It informs decisions, drives operations, and ultimately, fuels growth. One of the key ways businesses can harness this power is through data capture. Here at PDM, as a leading professional in document management, we have many years of experience in providing cost-effective, accurate and fully secure data capture services for our clients.

What is data capture?

Data capture, in its simplest form, is the process of collecting and converting information into a digital format. This can range from scanning physical documents to capturing digital data from various sources. The beauty of data capture lies in its ability to transform raw data into valuable, actionable insights.

PDM’s data capture service is designed to be fast, efficient, and highly cost-effective. We understand that every business is unique, which is why we offer tailored solutions to meet your specific needs. Our data capture service is not just about converting information into a digital format; it’s about making that information work for you.

Our advanced data capture technology can integrate seamlessly with other professional systems, such as accountancy modules like Sage, as well as E-discovery and E-disclosure tools for solicitors. This means we can streamline your operations, saving you time and resources.

Security-first data capture services

But what truly sets PDM apart is our commitment to security and confidentiality. We understand that your data is precious, which is why we take every measure to protect it. Our cloud-based document archiving software is highly secure, ensuring that your data is safe and accessible only to those you choose.

The benefits of using PDM’s data capture services are manifold. Not only can we help you reduce your paperwork mountain, but we can also help you unlock the full potential of your data. By turning raw data into actionable insights, we can help you make more informed decisions, improve efficiency, and drive your business forward.

Get in touch with the document management specialists

At PDM, we’re not just about managing your documents; we’re about helping you manage your business. So why not let us help you harness the power of data capture? Contact our team today for more information.

Unleashing the Power of Professional Document Management Services

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Document management services designed to improve efficiency

In the fast-paced world of business, efficiency is the key to success. At Professional Document Management (PDM), we understand this fundamental truth and have dedicated ourselves to providing services that help businesses streamline their operations, save time, and cut costs. Our range of services, including document scanning, OCR, data capture, and digital mailroom services, are designed to help businesses and organisations manage their documents more effectively.

Our document scanning service is a prime example of how we can help businesses improve efficiency. By converting physical documents into digital formats, we eliminate the need for physical storage and make it easier for businesses to access, manage, and share their documents. This not only saves time but also reduces the costs associated with physical storage and document retrieval.

Discover our range of document management services

In addition to document scanning, we also offer OCR services. OCR, or Optical Character Recognition, is a technology that can convert different types of documents, such as scanned paper documents, PDF files or images captured by a digital camera, into editable and searchable data. This can be particularly beneficial for businesses that deal with large volumes of paperwork, such as invoices or contracts, as it can significantly speed up data entry and reduce the risk of errors.

Our data capture services further enhance the efficiency of businesses by automating the process of extracting important information from documents. This can be particularly useful for businesses that need to process large volumes of forms or surveys, as it can significantly reduce the time and effort required to extract and analyse the data.

Finally, our digital mailroom services can help businesses streamline their mail processing operations. By digitising incoming mail, we can help businesses reduce the time and effort required to sort and distribute mail, thereby improving efficiency and reducing costs.

Get in touch with PDM – the document management experts

At PDM, we pride ourselves on our ability to provide fast, efficient, and highly cost-effective solutions for managing, protecting, and sharing documents. We work with a real emphasis on security and confidentiality, which is why we’re trusted by clients across a range of professions, from those in the legal professions to accountancy firms, construction companies, and those in the chemical industry.

The services offered by PDM can provide significant benefits for businesses and organisations looking to improve efficiency, save time, and cut costs. By taking the hassle out of document management, we allow businesses to focus on what they do best – running their business. So why not get in touch with us today and find out how we can help you streamline your document management processes?

document scanning services from Pro-Doc

What is document scanning and how can it benefit your business?

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Document scanning services use a type of technology which enables the digitisation of physical documents by converting them into digital formats. This technology is used by businesses, organisations, and individuals to store, share, and archive important documents. Document scanning services make it easier to share information and access documents from any location.

How does document scanning work?

Document scanning is the process of creating digital copies of physical documents. The physical document is first scanned with a scanner or specialised document scanner. The resulting digital file is then stored in a computer or other device. This digital version can be viewed and edited using a variety of software programs. Document scanning services can be used to scan a variety of documents in any size, including paper documents, photographs, books, magazines, letters, and more. Document scanning services offer several benefits.

What are the benefits of document scanning?

One of the most important benefits of document scanning is improved accessibility. Digital documents can be accessed from any computer or device with an internet connection, which makes them much easier to access than physical documents.

Digital documents can also be shared with other users much more quickly and easily than physical documents. Document scanning services also help to reduce storage costs. Physical documents require storage space, which can be expensive. Digital documents, on the other hand, can be stored on servers or in the cloud, which requires no physical space and can be accessed from anywhere. This reduces the amount of space needed for document storage and eliminates the need for filing cabinets and other physical storage solutions.

Document scanning services also improve the security of documents. Digital documents are much more secure than physical documents, as they can be protected with encryption and other security measures. This makes them much more difficult to access without authorisation. Digital documents can also be backed up regularly, which ensures that they are not lost in the event of a disaster.

Finally, document scanning services can save time. When physical documents are scanned, they can be quickly accessed and shared with other users. This eliminates the need to manually search for documents, which can be a time-consuming process. Overall, document scanning services are an invaluable tool for businesses, organisations, and individuals. They improve accessibility, reduce storage costs, improve security, and save time. By digitising physical documents, document scanning services make it easier to share and access important documents from any location.

Get in touch with PDM – the document management specialists

Here at PDM we offer a range of document scanning services to suit all businesses and organisations. To find out more, get in touch to speak to our team.

Making the most of document scanning

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Document scanning could offer your business a number of benefits and with this in mind, we thought we’d offer advice on how to make the most of this essential document management tool.

Plan to scan

When it comes to document scanning, planning ahead can help you save time and money. For example, identifying and prioritising in advance which documents are to be scanned is probably the single most important step in the scanning process. Although it might sound obvious, many of our clients underestimate the length of time that this stage can take. The identification process should comprise of two different stages: identifying the documents you need to scan and making sure they have been indexed appropriately.

It can be tempting to scan all documentation, however, it is important to identify documents which will offer the greatest increases in efficiency once they have been scanned. Over time you are likely to find that some documents are accessed less frequently than others, meaning that there might not be any benefit to having them digitized. In addition, duplicate documents should be removed and although it does take time to sort through files, it is definitely worth it in the long run in terms of time and expense. Don’t forget that you can always have additional documents scanned at a later date. However, by ensuring your most used documents are scanned immediately is an efficient way to keep costs to a minimum.

To ensure your business gains maximum benefit from scanning, it is essential identify which document management system you are going to use before the project begins. This is the best way to ensure that the process is configured according to your requirements and that the scanning process is as logical and streamlined as possible. Our team are happy to provide further advice and guidance on this if required.

Lastly, you will need to spend time considering how and where you will store paperwork once it it has been digitised. A number of different options are available; from off-site document storage, through to secure shredding and disposal. Whichever option you choose, don’t forget to make sure that you aren’t in breach of data protection rules.

Contact PDM to find out more

As document management specialists, here at PDM we work with businesses and organisation of all shapes and sizes. If you would like to find out more about the benefits document scanning could offer your business, or to talk through solutions designed to meet your individual requirements, please don’t hesitate to get in touch.

data capture services

Document scanning: the space saving solution to document storage

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Cost-effective scanning services from one of Yorkshire’s leading document imaging companies

If you still rely upon filing cabinets and paper documents, it’s time to start thinking about an alternative solution. Not only do paper documents take up significant amounts of office space, they’re time consuming to search and are at risk of loss or damage.Digital imaging is one of a number of cost effective document management solutions available which could help you improve efficiency and security, whilst reducing the amount of physical storage space you need.

Our document scanning service

Here at PDM we use high speed duplex colour scanners which have the capacity to scan over 100,00 documents each week. We have the expertise to scan on demand everything from invoices and legal documents, through to architectural plans and historical archives. Size isn’t an issue as our equipment can be used to scan tiny, postage stamp sized documents, through to large format documents or drawings larger than A0 size. Ideal for all businesses and organisations, digital imaging and scanning is now widely used by accounts payable departments, human resources, legal firms, schools and colleges as a cost effective solution to record scanning and data capture.

The next step towards effective document management

Once your documents have been scanned and digitised they can be saved in a range of digital formats, depending on your individual requirements. The next step is data capture and we offer a range of options, designed to make the information within your digital documents easy to find. It is possible to capture data in a different levels of details; for example you might simply need to capture document titles, or multiple fields within each document to allow for forward processing through other business applications.

Following data capture we can then offer you a choice of different document management software solutions, depending on how you’d prefer to access the information. Digital document managements systems are safe and secure and will help you free up storage space whilst providing you with instant access to information as and when you need it.

Transform your business with our document scanning and document management services

If you’re struggling to find storage space for paperwork or are searching for a way to improve efficiency and streamline the way you manage your business, our professional document scanning services provide a cost-effective, efficient solution.

To take the next step and transform the way you work, please get in touch with our team by calling 01274 883459 or email info@pro-doc.co.uk

 

bulk document scanning

Bulk scanning designed to transform the way you manage documents

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Bulk scanning solutions provided by PDM

Designed to provide a cost-effective approach to turning paper documents into scanned images, our state of the art scanning system offers an efficient and secure way to store high volumes of information.

Why document scanning?

Paper documents can take up huge amounts of space whilst being time-consuming to search through and hard to access. Document scanning offers a cost-effective alternative and can help you improve data security, cut costs and enhance efficiency.

We offer a range of bulk document scanning services designed to convert paper documents into high quality digital files. The majority of documents are suitable for scanning; from architectural plans and historical archives, through to HR records, finance documents and legal paperwork.

The scanning process

So how do we transform paper documents into scanned documents? Unlike the office scanners you might have come across before, our scanning bureau is fully equipped with high speed duplex colour scanners which have the capacity to scan more than 100,00 images per week.

We’ll begin by collecting your documents ready for scanning and are able to san anything from paper sizes up to drawings larger than A0 sizes. We can also scan microfilm, microfiche or books if required. Once scanned, your documents can be saved in the digital format of your choice, including TIFF, PDF and JPG.

Scanned documents are fully searchable and once the scanning process is complete, we can use a range of techniques to capture the information stored within them. Data can capture data in the level of data you need; whether you only need document titles or multiple fields within documents. Designed to offer bespoke solutions for businesses and organisations of all types, we work with schools, colleges, legal firms and more to provide tailor made data capture solutions.

Digital documents can then be easily integrated into a cloud storage document management system, securely stored and ready to be accessed as and when you need them. Not only does this help free up valuable physical storage space, it also helps to ensure that you meet your legal obligations to store documents for at least seven years for tax purposes.

Contact PDM to find out more

Here at PDM we have years of experience in providing our clients with cost-effective secure document storage and management solutions. Whether you have a million documents or just one filing cabinet fully, we’ll work closely with you to create a solution which saves you time and money whilst helping to improve efficiency.

Contacting PDM is easy; simply call 01274 883459 or email info@pro-doc.co.uk

document management services

Making the most of document scanning

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Our advice on how to maximise the benefits of document scanning

Following on from our recent blog post on the benefits document scanning could offer your business, we thought we’d offer advice on how to make the most of this valuable document management tool.

Planning for scanning

As with many things, when it comes to document scanning, planning ahead can help you save time and money. With this in mind, identifying and prioritising in advance which documents are to be scanned is probably the single most important step in the scanning process. Whilst it might sound obvious, many of our clients underestimate the length of time that this stage can take. The identification process should comprise of two different stages: finding the documents you need to scan and making sure they have been indexed appropriately.

The first thing to remember is that it is important to identify documents which will offer the most benefits to efficiency once they have been scanned. Over time you are likely to find that some documents are accessed less frequently which means that there might not be any benefit to having them digitized. Remember that you can always have additional documents scanned at a later date. However, by ensuring your most used documents are scanned immediately is a good way to help keep costs to a minimum.

Duplicate documents should be removed and although it does take time to sort through files, it is definitely worth it in the long run in terms of time and expense.

To ensure your business enjoys maximum benefit from scanning, it is vital that you identify which document management system you are going to use before the project begins. This is the best way to ensure that the process is configured according to your requirements and that the scanning process is as logical and streamlined as possible. Our team are happy to provide further advice and guidance on this if required.

Last and by no means least, you will need to spend time considering how and where you will store paperwork once it it has been digitised. A range of options are available, from off-site document storage, through to secure shredding and disposal. Whichever option you choose, don’t forget to make sure that you aren’t in breach of data protection rules.

Contact PDM to find out more

As document management specialists, here at PDM we work with businesses and organisation of all shapes and sizes. If you would like to find out more about the benefits document scanning could offer your business, or to talk through solutions designed to meet your individual requirements, please don’t hesitate to get in touch.

microfiche document scanning

Cut costs with microfiche scanning

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Improve efficiency and cut costs with our microfiche document scanning service

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

  • 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.
  • 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.

Document scanning services from PDM

Here 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.

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 secure and can be accessed at the touch of a button.

Contact PDM for further information

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.

electronic document scanning management storage

Could document scanning help your business?

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Document scanning services provided by PDM

There’s nothing more irritating or time consuming than searching for an important piece of information from an old document. You know you filed it in the right place last time you used it, but instead have to spend hours rifling through filing cabinets in an effort to track down the elusive piece of paper.

Or perhaps you know exactly which snippet of information you need, but can’t remember which document it’s in. You know that you’ll have to search through piles of folders to find it when you could be doing something far more productive instead. We’ve all been there but when used efficiently, document scanning offers a cost-effective way to knock irritating, time-consuming situations such as these on the head, helping you free up your time to do what you do best.

What is document scanning?

When document scanning is suggested as an efficient way to capture images of documents, many people think of desk top scanners, used to scan individual documents one at a time. Here at PDM we use high-speed duplex scanners which have the capacity to scan more than 100,000 images per week. The resulting images can be saved in a range of digital formats including PDF and JPG, depending on your individual requirements.

What’s involved?

Document scanning refers to a process of converting paper documents into a digital format. This process begins with the scanning and capture of the image, utilising OCR (Optical Character Recognition) software designed to intelligently recognise words. The digital file is then stored securely, available for retrieval as required.

What are the benefits of document scanning?

  • Document scanning offers a range of benefits, not least in terms of additional storage space. Paperwork takes up huge amounts of space but by scanning documents into a digital format, document scanning can help you create room in your office.

  • Efficiency is also improved as rather than spending hours searching through paper files and folders, you and your team could find the information you need at the touch of a button. When efficiency is improved costs are cut too, helping you save time and money.

  • Document security and data protection have been highlighted by the recent introduction of the GDPR requirements. Digital documents storage is safe and secure, offering you a way to manage data and personal information with efficiency and in-line with the new GDPR regulations.

Contact PDM to find out more

Our specialist document scanning and management solutions have been designed to help businesses just like yours save time, cut costs and improve efficiency.

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