document security scanning services

Services designed to protect your business-critical documents

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Protect your important documents with scanning and data capture services from PDM

The so-called ‘Beast from the East’ is here and although snow and low temperatures are unlikely to pose any threat to your important documents, this week’s bad weather does highlight the importance of document security.

Paper documents not only take up significant amounts of storage space, they are also susceptible to damage from the potential risks posed by severe weather events. Electronic documents, on the other hand, can be secured safely and securely in the ‘cloud’, enabling you to access them whenever and wherever you need to – perfect if a snow day forces you to work from home!

Here at PDM we offer a range of cost-effective digital document storage options and services, from highly efficient scanning, through to online storage, archive management and data capture. We work with business and organisations of all shapes and sizes, providing solutions to help you save money, improve document security and efficiency.

Converting your paperwork into secure electronic documents

Regardless of the nature of your business, we have the capability to scan your business-critical documents into digital versions, whether they are legal files, architectural plans, financial documents or archives. Our high-speed scanners are designed to scan multiple documents quickly and accurately, converting them into a digital format.

Once scanning has taken place, digital documents can be designed to be searched, accesses and shared at the touch of a button. Not only does document scanning offer an unbeatable way to free up much needed office space, it will also save your staff valuable time, helping the improve efficiency.

Digitally scanned documents can be transferred to you securely online, enabling them to be integrated into a new or existing document management system. Whichever option you choose, you’ll have the reassurance of knowing that your documents are safe, secure and ready to be accessed as and when you need them.

Contact PDM to find out more about our document scanning and archive management services

If you would like to find out more about the benefits that document scanning and digital archive management could offer your business or organisation, please don’t hesitate to get in touch to discuss your requirements.

document scanning services from Pro-Doc

Outsourcing scanning can save you time and money

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Many businesses have to deal with huge volumes of paperwork on a daily basis, covering everything from proposals and budget reports, through to contracts, invoices and human resources files. These are just a few examples, making up only a tiny percentage of the paperwork your staff is likely to have to cope with.

Scanning documents to convert them into digital files is an obvious solution and can help you keep on top of paperwork but by trying to scan ‘in-house’, you’re likely to cause a number of problems including paper jams, poor image quality and wasted staff time. Multifunctional office scanners simply aren’t designed to cope with large volumes of paperwork generated by most offices and with this in mind; outsourcing scanning provides a cost-effective solution to document management.

Scanning services provided by Pro-Doc

We offer a range of highly-efficient scanning services, designed to meet the individual requirements of businesses and organisations of all shapes and sizes, including legal companies, schools, colleges and universities.

Our scanning equipment has the capability to scan large volumes of paperwork in all sizes and formats, including historical documents, archives, architectural plans and financial documents. The image quality of each document is automatically enhanced, offering you the reassurance that the digital versions are easy to search and read. Documents can be converted into a wide range of digital formats, designed to be easy to search, access and share – regardless of where you are.

Contact us to find out more about the benefits of document scanning

If you’re looking for a way to improve efficiency, cut costs, reduce storage and enhance collaboration, document scanning offers the ideal solution. If you would like to find out more about our range of document scanning services, or to talk through your individual requirements, why not get in touch with us today?

document management services

Preparing to go paperless? Online document storage offers the ideal solution

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Cut costs and improve efficiency with online document storage solutions

If going paperless is one of your business goals, online document storage is the ideal way to streamline your systems, reduce storage space and cut down costs. All businesses face the prospect of finding ingenious ways to process and store paperwork which can easily begin to take over your premises.

How can PDM help?

Here at PDM we offer a range of document management and archive solutions, available for businesses and organisations of all shapes and sizes. Digitising your documents by using our document scanning service is the ideal way to help free up valuable storage and office space.

Documents of all sizes and format are suitable for scanning, from architectural plans and historical archives, through to financial and legal paperwork such as contracts or invoices. We use powerful high-speed scanning equipment with the capability to scan documents quickly and efficiently, before converting them into the digital format of your choice. Once scanned and digitised, documents can then be stored using a secure online storage facility.

Digitised documents can be easily accessed and are designed to be shared and viewed easily – regardless of where you are. Not only does this offer an effective way to reduce the amount of paper you need and physical document storage, it also has the potential to vastly improve staff collaboration and streamline systems.

Online document storage offers the following benefits:

  • Data is stored securely and found and retrieved from multiple locations using a web browser
  • Relevant permissions can be set, enabling you to control who has access to certain documents
  • Digitised documents can be filed and indexed in an electronic ‘filing cabinet’; designed to eradicate time spent looking for documents. Keyword search functionality is available and can be used to find information quickly

Contact PDM to find out more

We work with a wide range of businesses and organisations, from schools and colleges, through to legal firms and manufacturing companies. If you’d like to find out more about the benefits that online document storage could offer your business or organisation please don’t hesitate to get in touch.

document management storage solutions

Make improved streamlined document management a New Year resolution for your business

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So it’s the time of year when we make New Year resolutions and alongside the usual suspects such as losing a few pounds or getting more exercise, why not thinking about making some resolutions for your business?

From improving efficiency and taking on new staff, through to reducing overheads or even relocating to new premises, streamlining the way to you manage, share and store data can have a significant impact upon all of these areas and more.

Maximise office space with online document storage

If your office is feeling cramped and cluttered, rather than going to the trouble and expense of moving, it can be well worth taking a good look at how much storage space is being taken up by paperwork and documents. Using online document storage is the ideal way to free up space and once paper documents have been scanned and digitised, they can be securely shredded or moved to an off-site storage facility. Online document is completely safe and secure and once converted into a digital format, documents can be shared or accessed at the touch of a button.

Document scanning designed to increase productivity and improve accuracy

Depending on the nature of your business, document scanning and data capture offers a highly efficient way to record and store data. Unlike manual data entry which is incredibly time-consuming, document scanning and data capture are accurate, fast methods of entering large volumes of information, helping you speed up data processing and make better use of staff time.

Ensure you meet the new GDPR regulations

As we’ve discussed in previous blog posts, there’s not long to go until the new GDPR regulations come into effect. By digitising your records, your staff will be able to find data much faster whilst helping to ensure you meet the GDPR regulations which will come into effect in May this year.

Get ready to meet your 2018 business goals

Regardless of what you do or how you do it, here at Pro-Doc we offer a range of effective document management solutions suitable for businesses and organisations of all shapes and sizes. From schools and colleges, through to manufacturing and financial companies, our document management services can help you save time and money.

If you would like to find out more, please don’t hesitate to get in touch to talk through your individual requirements.

 

document management services from Pro-Doc

Are your office documents as protected as they could be?

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Take stock of document storage systems

As we discussed in our last blog post, the new GDPR data protection regulations are looming and with this in mind, now is the ideal time to take stock of how you store your businesses’ documentation onsite.

The GDPR data protection regulations will be very significant for businesses of all shapes and sizes as the monetary penalties for failing to comply could be up to 4% of your global turnover or £20 million – whichever amount is greater.

Does your business store personal data?

The term ‘personal data’ applies to any confidential information which could be used to identify and individual such as their name, date of birth etc. ‘Sensitive data’ covers information on ethnicity or sexual preference, for example.

Is your data adequately protected?

Under existing Data Protection Act guidelines, businesses are obliged to ensure that data is stored safely and securely. However, the majority of modern offices are designed in an open-plan layout which can compromise the management, security and access of data. This can prove to be of particular issue for Human Resources departments and for any businesses who need to store confidential information on employees.

Document security health check

Carrying out a document security ‘health check’ is a good way to ensure everything is as secure as it could be, whilst reminding yourself and your employees of the importance of data protection. Things to think about include:

  • Where are paper documents currently stored e.g. desk drawers or filing cabinets?
  • Which members of staff have access to personal data?
  • Is their access controlled?
  • Are document storage areas locked at the end of each day?
  • Are records kept of who is accessing information and when?

Make the most of online document management systems

Probably the single most effective step you can take to improve the security of documentation and data is by switching to an online (cloud-based) document storage system. Documents are bulk scanned – this is a process which is suitable for all types of documents, from HR through to accounts and legal documents – before being stored electronically. Data can be accessed or shared at the touch of a button, providing you with the peace of mind that the information you need is secure but readily available.

Contact PDM to find out more

If you would like to find out more about document protection and storage, here at PDM we offer a range of services, designed to help businesses and organisations improve security, streamline systems and reduce costs. Please don’t hesitate to get in touch to discuss your requirements.

document scanning services from Pro-Doc

Reduce costs and streamline your systems with our scanning services

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Professional scanning services provided by Pro-Doc

If you need to be able to regularly access large volumes of paper documents or records, our scanning services offer an efficient solution and a great way to reduce the amount of physical storage space you need.

As you’re probably already aware, storing physical documents can prove to be extremely costly, whether you keep them on-site or use an archive service. Our scanning services offer a cost-effective alternative to physical archives, equivalent to just four years of physical archiving costs. We understand that there is now a legal obligation for businesses and organisations to retain documents for at least seven years for tax purposes and as such we believe that our scanning services offers an unbeatable alternative, helping you save time and free-up space.

How our scanning services work

We use state-of-the-art high-speed duplex colour scanners which have capability to scan more than 100,000 images each week. Once scanned, the digital images can be saved in a wide range of formats depending on your individual requirements, including PDF, TIFF and JPG.

We have the expertise to scan documents of all shapes and sizes; from postage stamp size, through to larger than A0 size, including architectural plans, archives, documents and books.

Contact PDM for details of our scanning services

If you would like to find out more about how our scanning services can help you save time and money whilst freeing up storage space, why not get in touch? We work with business and organisations throughout the North of England so please don’t hesitate to contact us today.

document management system

Specialist document storage solutions for schools and colleges

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Document management systems from Pro-Doc

Schools and colleges have to cope with huge amounts of paperwork; from records of individual students through to invoices, staff details and financial documents. However, unlike many organisations, the secure and accurate capture of paperwork is of paramount importance for educational establishments.

According to safeguarding guidance published by the Department of Education in 2016, schools and colleges have a particular duty in terms of record keeping: “all concerns, discussions and decisions made and the reasons for those decisions should be recorded in writing.”

With this in mind, increasing numbers of schools and colleges now use a specialist software application designed to help monitor child protection, safeguarding and a wide range of pastoral and welfare issues which are stored centrally. This central storage ensures that the relevant people are alerted immediately to any possible issues, with reports on vulnerable pupils and groups of pupils produced at the touch of a button. Whilst this system works well, to close the loop existing paper records must be integrated into the system and this is where we can help.

Here at Pro-Doc we provide a complete data capture and document scanning service, designed to facilitate the transfer of paper documents into a simple to use, secure document archive and management system.

Contact Pro-Doc to find out more

We have more than 15 years of working with organisations of all shapes and sizes, offering secure and reliable scanning and digitisation services. Our systems have been thoroughly tested and audited to enable us to ensure the highest standards of security and confidentiality. If you would like to find out more about how we can help you transform your paper records into a digital record, ready to be incorporated into your safeguarding software, please don’t hesitate to get in touch.

document scanning services

Save space, time and money with our document scanning services

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Document scanning services in Leeds and Bradford

Here at Pro-Doc we provide a wide range of document scanning services, all designed to help our clients save time and money whilst improving efficiency.

Whether you have documents or records which you need to access regularly, or a looking for a way to free-up physical storage space, scanning can provide the ideal solution. Once scanned, documents can be converted into a digital format which is easy to access at an equivalent cost to four years of physical archiving.

Scanning services for documents of all shapes and sizes

Document scanning can be used to convert physical documents of almost any size, shape, age or quality into a digital format and is an ideal way to reduce the storage space required for architectural drawings, survey maps, legal documents, archives, personnel files, voices and historical records. Whether your documents are the size of postage stamps or in a book format, our powerful scanners make fast work of scanning documents, offering the capacity to scan up to 100,000 images each week. Once scanned, digital documents can be storage in a range of formats including PDF, JPG and TIFF, depending on your individual requirements.

Contact Pro-Doc for further information

We work with a wide range businesses and organisations, from construction companies and legal firms, through to schools colleges and universities. If you would like to talk to us to us about your requirements we’d love to help – why not get in touch to find out more about our document scanning services?

document scanning services

Are you making the most of document scanning?

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Document scanning services designed to save time and money

It’s staggering to think that it’s possible for one DVD to hold almost 30 filing cabinet’s worth of information. If you’re struggling to cope with a mountain of paperwork and unfiled documents, our document scanning service offers an excellent way to free-up storage, improve workflows, save time and money.

The benefits of document scanning

First and foremost is the significant savings in storage space offered by scanning documents. We’ve worked with countless businesses that find it difficult to deal with a backlog of paperwork and are experiencing significant issues with finding enough storage space to keep it all. Document scanning solves these problems at a stroke by transforming paper documents and files into digital versions, ready to be accessed at the touch of a button.

This ease of access is the key to the time and money savings offered by document scanning. Rather than you, or your team, spending hours searching for an elusive piece of information, you’ll be able to use a keyword search to find what you need in seconds.

Many of our clients are surprised a just how much office space they manage to free up once they’ve switched to electronic document management. Instead of piles of paper and rows of filing cabinets, they’re able to see their office in a new light, finding room for much-needed new members of staff or to carry out core business activities.

Security is often a major concern for businesses who are considering making the switch to electronic document storage. Our scanning and storage services are safe and secure – all information is backed-up and safeguarded – offering you the reassurance that your valuable documentation is protected and ready to be accessed quickly.

Contact Pro-Doc for further information on our document scanning service

Document scanning offers a wide range of significant benefits, both in terms of time saving and reduced costs. We have many years of experience in providing safe and secure document scanning and management services so why not get in touch today for further information?

document scanning services from Pro-Doc

Document scanning can help you tackle that paperwork mountain

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Document scanning services from Pro-Doc

Managing paperwork, documents and filing can take huge amounts of time, potentially distracting you from doing your job or running your business. However, by using one of our document scanning or management services, you could save yourself time and money whilst also improving efficiency.

Digital document scanning is a safe, secure and incredibly effective way of tackling document storage issues. Our expertise dates back many years and as such we’ve continuously invested time and resources into the latest hardware and software solutions to enable us to offer our clients an efficient, cost-effective scanning service.

We know that to be effective and efficient, document scanning services need to be designed to meet the individual requirements of our clients and so instead of asking you to change your processes, we’ll work closely with you to ensure that our document scanning service matches your requirements.

Flexible document scanning services designed to meet your unique requirements

 

We know that for our business clients time means money.  Our state-of-the-art high speed duplex colour scanners allow us to scan over 100,000 document pages each day – scanned documents which can then be returned to you in a range of different formats including TIFF, PDF, GIF and JPG.

Working closely with clients is central to what we do; understanding how your business works helps us to offer you the best possible service and to maximise any potential improvements that document scanning can bring to your business processes.  We assign our clients an individual point of contact as we feel that this is the best way to deliver our scanning service to the highest possible standards, ensuring the project is delivered on both time and within budget.

Thanks to our central location in Bradford, we are able to offer our reliable and efficient document scanning services to clients throughout West Yorkshire and the north of England.

Contact Pro-Doc for further information

If you would like more information on our range of document management and document scanning services, why not get in touch with one of our friendly team for further advice? Contacting Pro-Doc is easy: simply call 01274 883459.