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.

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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.

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Is your business ready to meet the new GDPR regulations?

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Document management systems to help you comply with GDPR

We’re now only six months away from the implementation of the new GDPR data protection regulations and if you’ve been putting off thinking ahead, now is the time to start getting your business ready.

Whilst the GDPR changes aren’t rocket science, it’s important to allow plenty to time to get your systems in order, ready to the new requirements. Remember that failure to meet and stick to the regulations covering data protection, could leave you at risk of having to pay a hefty fine.

What is GDPR?

The GDPR regulations are set to have a significant impact upon the way your company manages, processes and stores sensitive and personal information. GDPR will cover any information which could be used to identify an individual, such as their name, address or cultural orientation, in a similar way to the Data Protection Act.

However the difference between the current Data Protection Act and GDPR is that the new regulations also cover data collected from contemporary sources such as the usernames or pseudonyms used on social media platforms and IP addresses.

Practical steps to take to ensure you comply:

  1. Regardless of whether you store data in filing cabinets or electronically, you need to make sure you can access all the required information. However you store data, GDPR gives each individual the right to be erased from your CRM database or any other documentation you might have which relates to their details.

Being unable to locate the required information could cost you time and money so this is where a secure document scanning service could prove invaluable. Here at PDM we provide a range of secure document scanning services, including specially designed services for legal firms, schools and colleges. Scanning documents is the ideal way to transfer them into an easy to search, digital format, ready to be accessed as and when you need them.

  1. One of the most important aspects of the new GDPR regulations is the ability to keep personal data safe and secure. Paper documents can be easily mislaid, misfiled or lost; resulting in information falling in to the wrong hands, leading to a potential breach of data.

Each time a document is moved around it is at risk of loss, regardless of whether the document is in paper or electronic form. Cases of government officials leaving sensitive documents on trains are classic examples and a reminder of how important it is to ensure that data is protected. The solution to secure document storage is electronic document management and at PDM we work with companies to find an effective solution, designed to meet their individual requirements, helping to meet data protection legislation.

  1. To further safeguard important documents, periods of retention are put into place. The amount of time documents must be stored for varies from industry to industry. In addition, some documents such as personal data might be required to be destroyed after a set date as a way of ensuring they can’t be accessed again. Failure to destroy documents after a customer has asked you to do so is a breach of data protection and could result in a significant penalty. With this in mind it’s important to remember storing multiple copies of documents, or failure to accurately record retention periods, is likely to result in a major loss of time and money.

Document storage and archive management systems provide a highly effective solution to the issue of retention periods. Not only will a document storage system help you to free up valuable office space, it will also guarantee security whilst saving your employees significant amounts of time spent manually searching through paperwork.

Contact PDM for document management and storage advice

Here at PDM we have many years of experience in helping companies and organisations of all shapes and sizes find effective document storage solutions. We’ll use our expertise to find the ideal solution for you, helping you meet the new GDPR regulations whilst also saving money and improving efficiency.

If you would like to find out more please get in touch with us today by calling 01274 883459.

 

 

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Our tips for achieving streamlined document storage

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Document management and storage solutions designed to help you save time and money

Imagine an efficient, productive office, free from piles of paperwork and unfiled documents. If this is something you dream about, moving to an off-site document management system could be hugely beneficial for your business. Not only does off-site document management create much needed office space, it is also likely to encourage an increase in productivity.

Outsourcing your documentation means that your paperwork is completely secure, whilst searching for individual files will no longer be as time consuming as it is at the moment, with the days of hunting through filing cabinets well and truly consigned to the past!

Document management systems to meet your individual requirements

If you’d like to turn the dream of a streamlined, efficient office into a reality, choosing to work with a specialist document management company such as Pro-Doc should be the first step you take. We have a proven track record of providing secure document storage and archive systems for companies of all shapes and sizes and by using our services, you’ll be able to relax in the knowledge that your documents will be available for access as and when you need them.

We offer a range of document storage and management services, designed to take the hassle out of managing paperwork, records and archives. From document scanning and data capture, through to specialist services for legal firms, schools and colleges, we can help you safely and securely tackle that paperwork mountain.

It’s well worth bearing in mind that all types of documents in all sizes can be successfully captured and stored; from historical documents and architectural plans, to legal paperwork and financial documents. We work closely with all our clients to find the best and most efficient solution for them, offering a wide range of options including cloud-based document storage and cost-effective high speed scanning.

Contact PDM to find out more about

If you would like to find out more about the many benefits of switching to a document management system, please don’t hesitate to contact us to talk through your requirements.

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Protect your important documents by storing them off-site

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Are you making the most of offsite document storage?

Regardless of the size or the nature of your business, you’ll be at risk in some way or another to theft, flood, and fire or cyber-attack. Although these risks can never be completely eliminated, they can certainly be minimised and planned for.

Of course if the worst happens and a disaster befalls your business, paper documents and records can be at most risk of damage or loss. This is where offsite document storage, combined with an online document management system, can prove invaluable.

How and where you store your records should form part of your business continuity plan and things to consider include:

  • Where do you store your documents?
  • Are they in a safe, protected area, away from possible damage by the elements?
  • Who can access your documents?
  • Has your documentation been backed up?

It’s worth bearing in mind that even a minor disaster could have a significant impact on your business. Think about what would happen if you lost all of your customer or employee information? Not only would this affect your business, it could also lead to hefty penalties for non-compliance with data protection regulations.

What are the benefits of offsite document storage?

Whilst planning for a disaster seems very doom and gloom, offsite document storage offers a great way to protect your key business information from the elements, theft or loss. The range of benefits offered includes:

  • Faster document retrieval
  • Increased office and storage space
  • Improved productivity
  • Reduction in costs
  • Managed destruction dates

Moving to an offsite document storage system is relatively simple and by working with a specialist document storage provider such as PDM, we’ll use our expertise to ensure everything is as straightforward as possible.

Contact PDM to discuss your document storage requirements

To prepare your records for offsite storage, we’ll scan them into a digital format, ready to be stored offline and available for access as and when you need them. We provide a wide range of offsite document storage systems, with options suitable for businesses and organisations of all shapes and sizes. Regardless of your requirements, we’ll identify a system that works for you, helping you improve efficiency and reduce costs.

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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.

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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 management solutions from Pro-Doc

The latest trends in electronic document management

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Using electronic document storage can help save you time and money

Investing in document management systems whilst reducing reliance upon paper has long been seen as goal for UK businesses and organisations. Although the benefits of electronic document management systems are widely recognised, a surprising number of businesses are still failing to recognise and embrace the advantages of a paperless office.

A number of trends have recently emerged in document management and although many have been around for some time, only now are they becoming recognised as the norm. Here are a few examples of some existing and emerging trends in document management:

  1. Collaboration

Collaboration between colleagues is, of course, widely recognised as a way to enhance project outcomes. Sharing recourses, knowledge and experience can only be a good thing and by using cloud document storage, you’ll be taking a significant step in improving collaboration and efficiency. Cloud storage allows for documents to be updated and shared, whilst notes, ideas and details of discussions can be added and viewed by all involved.

 

  1. Improving workflow

Whilst project management systems offer a useful way to collaborate with colleagues, they usually work as stand-alone systems which require individual users to sign in to different software platforms. A cloud document storage system provides workflow which can be tailored to meet the individual requirements of different businesses; offering the capability to automatically direct documents to the relevant member of staff.

 

  1. Cloud document storage

Put simply, the cloud is where it’s at. Offering a highly effective, reliable way to digitally manage documents, cloud document storage can help you dramatically reduce the costs incurred by manually searing through and storing paper files. Cloud storage keeps documents safe and ready to be accessed whenever and wherever you need to. Information can be found using simple keyword search and thanks to the enhanced security provided by the latest systems, cloud document storage is widely viewed as the gold standard for managing electronic files.

 

Document management systems from Pro-Doc

 

If you would like to find out more about the benefits of electronic document management, or to discuss your requirements, please don’t hesitate to get in touch. We are a specialist document management company based in Bradford, with many years of experience in providing safe, secure document management solutions, designed to help our clients save time, money and improve workflows.

 

 

 

 

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Data capture services to help you increase storage and improve efficiency

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The advantages of making the move to digital document storage

Traditional form of document storage can pose real problems for businesses and organisations. Keeping large volumes of paperwork not only involves finding space to store it all, searching for individual documents or key pieces of information can prove problematic too. However, despite the difficulties of holding on to large volumes of paper documentation, when it comes to making the switch to a digital or virtual form of document storage, many businesses are concerned about the security of such a move. Here at Pro-Doc we know that the benefits of transferring data into a digital format far outweighs the minimal risks and with this in mind, we thought we’d explain what data capture is and how it could help you transform your business processes.

What is data capture?

Not only are paper documents difficult to store; they can also be very difficult to search – even those that are well organised! Data capture resolves these issues and the process starts with document scanning, followed by the digitisation of the documents. It is then possible to use a number of different approaches to capture the data from theses digital files, ensuring the information you need is easily accessible as and when you need it.

Data can be captured in varying levels of detail; you might, for example, simply need capturing, or it might be necessary to capture a number of different fields within documents. Capturing data in this way allows for efficient forward processing through a wide variety of business applications, including accounts processing for example.

There are occasions where the automatic recognition of the content of documents is difficult impossible and in situations such as these, our data keying bureau has the expertise to manually extract data to exceptionally high levels of accuracy. Manually keying in data, although it is a more time-consuming process, still means that you’ll be able to access the captured data in seconds.

Optical character recognition (OCR)

Our data capture service includes full document optical character recognition which offers the facility to convert physical documents into a highly searchable format, providing you with accurate digital information you can rely upon. In addition, OCR also allows for previously paper documents to be turned into editable formats, converting your paperwork and archives into responsive, active documents.

Contact Pro-Doc on 01274 883459

We work with a wide range of businesses and organisations throughout Yorkshire, helping them transform the way they work through our data capture and document storage services. If you would like to find out more about how we can help you or to talk through your requirements, please don’t hesitate to get in touch.