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?

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Harness the Power of Cloud-Based Document Storage: The PDM Way

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At PDM, we understand the ever-evolving nature of business operations. With the rapidly advancing digital age, we believe that adopting smarter, more efficient systems is key to sustainable business success. We’re here today to shed some light on one of these systems – cloud-based document storage.

Cloud-based document storage, in simple terms, is the storage of data on remote servers accessed via the internet, known as “the cloud.” It’s like having a high-tech, vastly spacious filing cabinet at your disposal 24/7, no matter where you are in the world.

How could your business benefit from cloud-based document storage?

Now, why should you consider migrating to cloud-based document storage? Let us illustrate the benefits that could transform your business operations.

1. Enhanced Security

At PDM we prioritise security above all. In traditional systems, document loss due to unforeseen circumstances like fires, floods, or theft can have devastating effects on your business. Cloud storage, however, mitigates these risks. Our advanced security measures include encryption, user authentication, and regular backups, ensuring your data is not only safe but also recoverable.

2. Improved Efficiency

In business, time is indeed money. Traditional, paper-based systems require manual labour to manage, organise, and retrieve documents. On the other hand, our cloud-based document storage system allows instant retrieval of your files. It’s as simple as typing in a keyword and voila, your document is there. This streamlining of processes saves significant time and therefore, money.

3. Reduced Paper Reliance

Transitioning to a cloud-based system doesn’t just offer practical benefits; it also aligns with our vision of a greener tomorrow. By reducing reliance on paper, businesses can make a substantial impact on reducing deforestation and waste, contributing to a healthier environment.

4. Scalability

Business growth often leads to an increased volume of data. With traditional storage, this could mean constantly needing to create more physical space for storage. However, cloud-based storage scales seamlessly with your business. As your business expands, so does your storage capacity, without any additional infrastructure costs.

5. Accessibility

Working remotely or on the go? No problem. With cloud-based storage, your documents are accessible anywhere, anytime, provided you have internet access. This flexibility is a game-changer in today’s increasingly remote workforce.

Get in touch with PDM – the document management specialists

Based in West Yorkshire, PDM specialises in a broad range of document management and storage services. Our mission is to enable businesses to utilise technology to its full potential, enhancing productivity, security, and sustainability.

Remember, transitioning to a new system may seem daunting, but the long-term gains outweigh the short-term efforts.

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The many benefits of cloud storage for your business

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Here at PDM we often talk about the many benefits that moving to a cloud document storage system can have for businesses. The start of a new year is a great time to take a good look at the systems and processes you use to ensure your business is efficient. With this in mind, we thought we’d cover some of the main benefits of cloud document storage:

1. Increased accessibility – With cloud document storage, you can access your documents from anywhere with an internet connection. This means you can work on the go, from home, or from different locations without having to carry around physical copies of your documents.
2. Improved collaboration – Cloud document storage allows multiple users to access and edit documents simultaneously. This means you can easily collaborate on projects and share updates in real-time.
3. Enhanced security – Cloud document storage providers typically offer robust security measures to protect your documents from unauthorized access and data breaches.
4. Automatic backups – One of the main benefits of cloud document storage is that it automatically backs up your documents in real-time. This means you don’t have to worry about losing your important documents in the event of a computer crash or other unforeseen event.
5. Reduced costs – By using cloud document storage, you can eliminate the need for expensive on-premises servers and storage systems. This can save your business money on hardware and maintenance costs.
6. Increased storage capacity – Most cloud document storage providers offer a generous amount of storage space, allowing you to store more documents than you would be able to on your local computer or network.
7. Enhanced document management – Many cloud document storage providers offer tools and features that make it easier to organise, search, and access your documents. This can save you time and improve your overall productivity.
8. Improved disaster recovery – In the event of a disaster, such as a fire or flood, your documents stored in the cloud will be safe and accessible. This can help you recover from a disaster more quickly and with minimal disruption to your business.
9. Enhanced accessibility for remote workers – With cloud document storage, remote workers can access and edit documents just as easily as if they were in the office. This can help improve collaboration and productivity among remote teams.
10. Improved integration with other tools and services – Many cloud document storage providers offer integration with popular productivity tools, such as Microsoft Office, Google Drive, and Dropbox. This can make it easier to work with your documents across different platforms and devices.

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How to make new ways of working a PIQNIC

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The way many of us work is looking very different these days to how it was only a few years ago. The COVID-19 pandemic and an increasing desire to improve our life/work balance has led to many people working from home for at least part of the time. Whilst there’s no denying that a more flexible attitude to the working way is a great way to improve staff well-being and retention, it can be difficult to find strategies which connect teams and maintain productivity.

Discover a new way of working with PIQNIC

PIQNIC is an innovative single smart software problem which is designed to deliver a modern approach to work. Created to connect teams and bring information and workflows together into one place, PIQNIC has been developed to help businesses discover a new, smarter way of working.

So how does PIQNIC work? Well, the chances are that you’ve already heard of or used software platforms which many different workflows such as tasks, files, projects, teams and communications. However, the big difference between other run-of-the-mill business software products and PIQNIC is that PIQNIC also includes highly secure and extremely powerful document management. As a result, increasing numbers of the businesses we work with are now using PIQNIC because it offers them a number of benefits including:

  • a smart approach to work which meets today’s challenges and flexible working patterns
  • information is securely stored and safeguarded, whilst also providing instant access
  • the need for multiple software and apps is eradicated
  • everything is managed in one place: from document management and storage, through to project management and decision making
  • reliance upon distracting, time-consuming meetings and emails is reduced
  • all information, data and communications are 100% securely
  • business management is made easier

Make running your business a PIQNIC

As Certified Partners to PIQNIC, we’d be delighted to arrange a software demo for you, or to answer any questions you might have. To find out more, please get in touch by calling 01274 883459 or email info@pro-doc.co.uk

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Could you go paperless?

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Achieve your goal of a paperless of office with our document management services

Over recent years there has been increasing talk of paperless offices. However, whilst technology such as fax machines and pagers have been relegated to history, mountains of paperwork still seem to be a feature of many offices.

Going paperless offers a range of benefits and with this in mind, we thought we’d explore how we can help you turn life without paperwork into a reality.

Why go paperless?

The most obvious reason to go paperless is the amount of money it could help you save! Paper is expensive, not least in terms of the cost to your business but also in its impact upon the environment. Many businesses are now actively trying to reduce the amount of paper they use, with many aiming towards an entirely paperless office.

Whilst paper expensive to buy, there are also additional costs which tend to be overlooked including photocopying, storage and postage. Reducing how and when you use paper will cut these costs, helping you save money which could be invested elsewhere into your business.

Cutting down on paperwork can also help you make significant savings in terms of time. Paperwork is time-consuming; whether you’re searching through piles of it, processing documents, filing or finding places to store it! Reducing paperwork administration not only improves staff morale, it also improves efficiency, productivity, customer service and more.

Last and by no means least, moving towards digital communication rather than traditional paper can make all the difference to the success of your business. Digital communication is quick (almost instant in many cases) and easy and once digitised, information and documents can be accessed at any time and from any place.

Get in touch with us

At PDM we offer a range of services designed to help businesses and organisations transform the way they work by reducing the amount of paper they use. To find out more about our services, call 01274 883459 or email info@pro-doc.co.uk

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The pros and cons of cloud document storage vs traditional storage

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Why choose cloud document storage above traditional storage?

Increasing numbers of businesses and organisations now reply upon cloud storage. There’s no denying that cloud storage offers significant benefits and in this post we thought we’d explore some of the advantages and disadvantages that it can offer.

All businesses – regardless of size – generate huge amounts of data on a daily basis. This volume of data makes document storage a priority (and headache!) for many businesses, especially when it comes to choosing the safest and most cost-effective solution. There are two main choices on offer: off-site cloud storage and traditional on-site storage. This sounds like a fairly straightforward choice; however finding the right one for you isn’t always that simple as you need to find a solution which is right for your business. With this in mind, here are a few issues you might like to consider:

How important is data control?

On-premises storage hardware is usually best suited to businesses and organisations who need or want a high level of control over data and documentation. Choosing the ‘on-premises’ option can help to maximise the performance of various applications, providing increased support in a range of areas including back up capabilities and file system replication. On-premises hardware also offers enhanced direct management of the security and compliance of data, helping you to comply with industry-specific regulations if required.

However, choosing to work with a cloud storage provider can offer significant benefits in comparison to traditional forms of storage. Smaller businesses, for example, are likely to discover that even if they have a limited budget, the built-in data management offered by cloud storage proves to be extremely cost-effective.

One of the biggest influences on whether cloud storage is right for your business is the ability to store and the ease of access it offers. Cloud storage is likely to exceed the benefits of traditional storage as the systems designed to access cloud data don’t usually have just one point of failure which could bring down the whole system. In addition, using cloud storage means that data can be quickly accessed from a number of locations.

Access

One of the biggest influences on whether cloud storage is right for your business is the ability to store and the ease of access it offers. Cloud storage is likely to exceed the benefits of traditional storage as the systems designed to access cloud data don’t usually have just one point of failure which could bring down the whole system. In addition, using cloud storage means that data can be quickly accessed from a number of locations.

Despite the fact that cloud storage can present difficulties in terms of latency, traditional on-premises storage which has been configured to provide high-speed availability is likely to prove to be a costly option.

Cost-effective cloud storage

There’s no doubt that when it comes to cost savings, cloud storage is the clear winner. By choosing to move to cloud storage, you have the option to buy the right amount of storage for your business, rather than having to invest in expensive hardware – not least in terms of the extra cost of power and storage. Cloud storage is user-friendly, secure and designed to grow as your business grows – providing you with a long-term solution.

To find out more, why not get in touch with PDM today?

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The implications of GDPR for HR Departments

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Document management solutions for HR Departments

Electronic document management solutions are widely used by human resources departments, offering a cost effective way to manage and store searchable employee records. However, as a result of the new GDPR regulations, it is likely to be necessary for many organisations to consider additional categorisation of records if they are to meet their data management and protection obligations.

The new GDPR regulations give employees the right to find out which data their employer processes, why it is processed and where it is stored. With this in mind, HR departments will have to find a way to manage this change, with the categorisation of HR records by type and an efficient HR records management system likely to be the most effective solutions. It is now also important for employers to have an effective method of finding and removing information, as well as a process to manage when data is deleted, for example when an employee leaves the company. In addition, systems will also need to be established with the aim of removing data if requested by an employee and which the employer has no legitimate reason to store.

Take control with document management solutions from Pro-Doc

Our online document management solutions offer the ideal way for HR departments to store data securely, ensuring information is found quickly using an efficient quick search tool. We can also help you categorise data in order to suit your requirements, ensuring you meet the new GDPR regulations both now and in the future.

Here at Pro-Doc we offer a wide range of document management solutions which are designed to be tailored according to the requirements of different organisations. Whether your records are currently in a paper format and need to be digitised, or you need to find a way to improve data security and management, we have the expertise to help.

Contact Pro-Doc to find out more

If you would like to find out more about how our document management solutions could help you meet your GDPR obligations whilst improving efficiency and cutting costs, why not get in touch to discuss your requirements?

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Worried about sensitive documents? Keep them safe and secure with a document management system

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Document management systems from PDM

Every now and then there’s a story in the news about a senior politician or civil servant leaving highly sensitive documents on the train or a bus. Not only is this sort of scenario a nightmare for government, it’s can also prove hugely stressful and problematic for businesses.

The single most effective way to avoid a stressful situation such as this is through digital document management and here at PDM we provide businesses and organisations of all shapes and sizes a range of cost-effective solutions:

Document scanning: having business-critical paperwork scanned is the first step in converting them into security digital versions. Document scanning offers an effective way to save paperwork from being lost, damaged or stolen whilst travelling, whilst also helping you save on physical document storage space. Once scanned, digital documents can be easily indexed, allowing you to search documents quickly to find the information you need.

Data capture: this is the process used to ‘capture’ the information you need from scanned documents. Not only do physical documents take up large amounts of space, they can also be extremely time consuming to search through. Once we’ve scanned and digitised your documents, a number of methods can be used to capture the data within files, ensuring it’s ready to access as and when you need it.

Document management: not only is a document management system a highly effective way to prevent important information from being lost or damaged, it could also enable you to improve efficiency and streamline your business. Perfect for any organisation which needs to access files and information from a range of different locations, digital document management is a bit like having a filing cabinet stored in your tablet or laptop!

Contact PDM to find out how to protect your business critical documents

At PDM we work with businesses and organisations of all shapes and sizes, from commercial companies and legal firms, through to schools and colleges. We can provide you with tailor made solutions, designed to meet the individual requirements of your business, so to find out more, why not get in touch with us today?

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Are you ready for GDPR?

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Document storage solutions to help your business meet the new GDPR regulations

With around eight weeks to go until the new GDPR regulations come into effect, if you’re worried about GDPR and the impact it could have on the way your company stores and manages personal data, we offer a range of services which can help you meet the new requirements.

What is GDPR?

General Data Protection Regulation (GDPR) represents the largest and most important change to data privacy in the last two decades. Covering the protection of personal data that companies store and use to identify covering individuals, such as their name, address and contact number, along with sensitive information such as gender.

The culmination of four years of work to ensure data protection meets the demands of the 21st century, in the UK GDPR will supersede the Data Protection Act 1998. Designed to offer more control over how organisations use our data, with stringent penalties issued to organisations which don’t comply, GDPR is designed to ensure data protection law is consistent across the European Union.

Does GDPR apply to you?

The answer to this is yes if you control or process personal data and this is something which is likely to apply to the majority of businesses, organisations and charities in the UK. Data storage is an important consideration and here at PDM we offer a range of cost-effective secure solutions, designed to help you protect your business-critical data. From document scanning designed to convert paper documents into a digital format, through to online cloud-storage and data capture, we provide document management systems to help you meet the new GDPR regulations and more.

Contact PDM for further advice

Our services are available to business of all shapes and sizes; from specialist services for legal companies, schools and colleges, through to SMEs, manufacturers and more. Using our services is not only a great way to provide yourself with peace of mind that you are in line with GDPR, but could also help you save time, money and improve efficiency.

To find out more to obtain a free, no-obligation quote, why not get in touch today?

 

document management for schools

Document management services for schools, colleges and universities

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Specialist document management services designed to ensure safeguarding

Here at PDM we provide a range of specialist document management services for schools, colleges and universities, specially designed to meet the unique requirements of these organisations.

Document management in the education sector is covered by a range of guidelines and legislation. From the integration of paper records, through to document scanning and secure data storage, we can provide your with the solutions you need to ensure your systems are in line with the latest requirements.

Protect student records, archive management and more

We work with schools and colleges throughout the UK, helping them find effective solutions designed to meet the challenges of managing and storing student data and archives. Our document scanning and cloud storage systems can help you store large amounts of student information, providing document security for universities and schools.

Scanning student records

Thanks to our state-of-the-art scanning equipment, we have the capability to scan large volumes of student information quickly and efficiently. Once scanned, student records can then be converted in secure digital documents, designed to be searchable and easy to access.

Archive storage

Not only do paper archives take up huge amounts of storage space, they are also susceptible to loss or damage. Once student archives have been scanned, online cloud storage offers an ideal way to store important information and records in a digital format, ready to be accessed as and when you need them. Not only is this a great way to improve security, it also offers the opportunity to store outdated archives off-site or to have them securely shredded.

Data capture services

Having worked with a wide range of schools, colleges and universities, at PDM we understand just how time-consuming data processing can be. Manually entering the data from application forms and other documents is very labour intensive but using our data capture service offers a cost-effective, efficient alternative. Information such as student numbers, names and addresses can be automatically captured before being stored in your preferred format and imported back into your systems.

Contact PDM to find out more about our specialist services for schools and universities

If you would like to find out more about how our specialist document management services could help you cut cost and improve efficiency, why not get in touch today for further information?