document management services

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It’s well worth bearing in mind that all types of documents in all sizes can be successfully captured and stored; from historical documents and architectural plans, to legal paperwork and financial documents.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.

offsite document storage

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.

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 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.

 

 

 

 

data capture services from Pro-Doc

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.

scanning legal documents

What’s the best way to manage legal documents?

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Document management advice from Pro-Doc

Whilst electronic document management offers significant benefits for legal firms, making the move from paper to digital still presents a huge leap of faith for many companies.

In the not so distant past, the management of legal documentation of meant managing paper, back in the time when ‘cloud’ meant something white and fluffy that floats in the sky! Thanks to advances in technology, the way in which documents are managed has changed beyond all recognition and increasing numbers of firms are choosing to manage legal contracts, documents, correspondence etc. electronically.

A good document management system offers the capability for law firms to improve customer and increase efficiency whilst maintaining high standards of security and confidentiality. Provided a document management system is simple yet efficient to use, lawyers and legal professionals will be free to concentrate on what they do best.

As is the case with all businesses, law firms come in all shapes and sizes and what works for one, might not be suitable for another. To find out what type of document management system is best for your business, it helps to take a long, hard look at what you do and how you do it. For example, a large law firm covering a broad geographical area and wide range of different types of clients is likely to have a large, mobile team of lawyers working on all sorts of devices. In this case they’d be likely to need a completely secure system, which is designed to be flexible, adaptable and very user-friendly.

Cost effective document management and storage solutions

Cost is also likely to be a significant factor for many law firms, especially sole practitioners operating on the high street. With this in mind, investing in a document management system doesn’t mean forking out for a massive system as there are a number of different approaches which can be taken, with options to suit most budgets.

Contact Pro-Doc to find out more

If you would like to find out more about our document management services, or to talk through your individual requirements, please don’t hesitate to contact Pro-Doc today.

 

pro-doc document management services

Is shredding the best way to destroy out-of-date data?

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Electronic document management systems from Pro-Doc

The answer to this question is no, not necessarily! Thanks to advances in the technology behind scanning and document management technology, there’s been a significant shift from our reliance on paper to regular use of electronic document storage. However, despite the fact that paper documentation can be lost or damaged, they can also be used if absolute proof is required. With this in mind, many businesses – especially those in the legal sector – find having an archive store of paper documentation extremely comforting and it’s this reliance upon paper which deters them from taking advantage of the wide range of document storage solutions available.

Granted the prospect of an entirely paperless office is still some way off, the move towards paperless document storage systems seems unstoppable. However, even in this new age of cloud storage and electronic filing, destroying paper documentation can feel very drastic, making many companies reluctant to move towards an entirely digital system.

Most paper documents are shred because they are no longer needed and with the intention of freeing up what is usually much needed storage space. However, there are documents to which the normal rules don’t apply and title deeds, tax documents, leases, wills etc. must be kept. On the other hand, there is a general misconception that this type of important documentation has to be stored in its original paper format but this is not the case. If digital documents are captured, stored and managed correctly, they are just as valid as their paper counterparts.

Solve storage problems and streamline processes

Moving to an electronic document management system is a sensible decision for several reasons. Not only does efficient document management mean so much than scanning and storing documents digitally, it also offers the capability to capture data to drive fully automated electronic processes. There’s no doubt that electronic document management is an excellent way to help solve problems of physical storage, it can also prove revolutionary when used as to track payments, for example, or to automatically approve a range of legal documents.

Contact Pro-Doc for further information

Whether you decide to move your business onto a cloud based storage solution, or to make use of a bulk scanning service, electronic document management is transforming from a state-of-the-art luxury to a business essential. To find out more about the benefits of electronic document management, or to talk through the best solutions for your business, why not get in touch with Pro-Doc today?

document management services from Pro-Doc

Secure document management services from Pro-Doc

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Document management services designed to help you maximise your business’s potential

Today’s business world is highly competitive and with this in mind it’s vital that you’re able to store your documents somewhere that is safe and secure whilst allowing instant access. This is where Pro-Doc come in by offering a range of efficient professional document management services, designed to help our clients do what they do best: run their businesses.

Solutions for businesses of all sizes

A number of different professional document management services are available, designed to be tailored to meet the varying requirements of different businesses and industries. Regardless of the size of your company, or the volume or condition of your businesses’ documentation, we’ll work with you to find a solution that allows you to access the information you need when you need it.

Storing documents in a digital format, rather than in a traditional filing cabinet, is an excellent way to free up storage space. The vast majority of documents can be scanned, regardless of their size, type or how old they are. Here at Pro-Doc we use highly efficient digital scanning systems to scan multiple documents incredibly quickly, ready for them to be stored as digital files, ready to be accessed as and when you need them. Our scanning services can be used to scan everything from invoices and legal documents, through to architectural plans and historical archives.

Access information at the touch of a button

Once documents have been scanned, you’ll need to be able access the information that’s stored within them. We use OCR – optical character recognition – to create fully searchable digital documents, designed to enable our clients to find the information they need, whether it’s the name of a file or just a particular word, at the touch of a button.

Contact Pro-Doc to talk through your requirements

If you’d like to find a way to streamline your businesses process, improve security and free up storage space, why not get in touch with us to talk through the range of options available? Here at Pro-Doc we provide document storage solutions for businesses of all shapes and sizes so please contact us to discuss your requirements.

 

document management solutions from Pro-Doc

Online document management solutions provide secure data storage for the future

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Document management solutions designed improve efficiency and reduce storage costs

Sometimes it seems as though the world of work is changing at breakneck speed and thanks to rapid developments in document management technology, there’s now a very real possibility that the prospect of a paperless office could move from science fiction to reality during the next decade. Not only is this great news for businesses keen to improve their environmental credentials and increase efficiency; it could also help reduce storage and administration costs. There’s little doubt that electronic document management solutions offer massive potential, but what are the trends for the future and how will the way we work be affected?

Cloud storage offers a secure solution

If you run your own business you’d have to have been living on another planet to have missed any talk of ‘cloud storage.’ In case there’s anyone out there who doesn’t know what cloud storage is; it’s simply a term used to describe the practice of using a network of remote servers to manage, store and process data. Cloud storage has moved into the mainstream over the last couple of years, and thanks to the benefits it can offer in terms of efficiency, data recovery and the ability to share data and work from anywhere, it’s now widely used by businesses of all shapes and sizes.

Despite the fact that many business owners worry about the security of cloud storage, this isn’t an issue which is confined to online document management. Any form of document storage has an element of risk attached – paper documents can be copied, stolen or destroyed, for example – the benefits of cloud storage far outweigh the minimal risks.

Findability is the latest trend in document management

The ‘findability’ of digital documents looks set to become a real talking point amongst companies providing document management solutions. Findability is very different to ‘search-ability’ and it’s important not to confuse the two. Findability is the term used to describe how easy it is to find a piece of information on a website, for example. Search-ability, on the other hand, is the way in which we find information using known information such as a phrase or keyword.

In the very near future it likely that the way we search the web or data will take into consideration who we are, where we are, what we do and what we already know; providing tailor-made search results which are unique and relevant to the searcher. We’ve all got used to using search engines – after all they’ve been with us for some time – and have come to realise that there’s an awful lot of information out there and that it can be very time consuming trawling through it all to find exactly what you need to know. With this in mind, the search engines have cottoned on to the fact that it would be much better if they could direct relevant information in the direction of individual users. This technological leap means that the document management systems of tomorrow will be designed to make content searches incredibly accurate.

It looks as though document management and electronic content management solutions are moving from the shadows into the spotlight. Remember when you first heard about email and what a novelty the web seemed when we first used it? This is the way electronic document management is likely to be seen at some point soon and it’s unlikely that, just like email, there will be many businesses left who aren’t making the most of the benefits on offer.

Contact Pro-Doc to discuss your requirements

If you would like to find out more about the document management solutions available from Pro-Doc, or to talk through your requirements, why not get in touch with us today?