The world of work has changed beyond all recognition over the past decade or so and with teams dispersed across various locations, it’s essential to adopt smarter working methods. One significant challenge in this new working environment is the management of mail. PDM’s hybrid Mailroom Services are crafted to streamline the handling of both outgoing and incoming mail, making the process both efficient and cost-effective.

Outgoing Hybrid Mail Services

Sending mail couldn’t be easier with PDM Post! Utilise our PDM-Post portal to manage your mailings effortlessly. Users can upload letters in various formats, including Microsoft Word or PDF, whether individually or in bulk. In addition and for your peace of mind, our system ensures accuracy by validating all postcodes before dispatch. Confirmation of posting is provided through the PDM-Post portal, and users are notified if any mail is returned undelivered. Additionally, a copy of each letter is securely stored within the portal for your convenience.

Incoming Hybrid Mail Services

Managing incoming mail can be a significant hurdle, particularly when staff are based remotely. Our incoming mail service offers a streamlined, cost-effective solution. Mail is gathered from a dedicated PO box and transported to our secure production centre. Here, physical mail is opened, digitally captured, and then uploaded to your PDM-Post portal inbox. From there, it can be easily downloaded and integrated into your preferred system. We also offer custom sorting of mail items by date, sender details, or recipient, tailored to your specific needs.

Contact PDM for Enhanced Mailroom Solutions

Discover how PDM can revolutionise your mail handling processes, saving you time and reducing costs. To learn more or to start optimising your mail management, contact PDM at 01274 883459 or email info@pro-doc.co.uk. We’re here to help you simplify your mailroom operations.

The long summer holidays pass incredibly quickly and before you know it, September and a new academic year will have rolled around. Many schools and colleges struggle to cope with and manage the amount of data they have to store. In addition and in view of the strict guidelines which now cover safeguarding and data use, having an efficient document management system could make all the difference.

We have designed a range of document management services, specially designed to help schools, colleges and universities manage and secure they way they handle and store data.

The Department of Education published a document in 2016 entitled “Keeping children safe in education Statutory Guidance for schools and colleges.” This document outlined the responsibilities schools and colleges have when it comes to accurate record keeping, stating that: “all concerns, discussions and decisions made and the reasons for those decisions should be recorded in writing.” As a result, increasing numbers of schools and colleges have addressed the issue by using software designed to handle all aspects of safeguarding, child protection and a wide range of child protection and welfare issues from one central repository.

Helping schools and colleges meet safeguarding guidelines

At PDM we have more than 15 years of experience in scanning and digitising records for a wide range of organisations and businesses. We understand the importance of security, reliability and confidentiality and have in place a thoroughly tested and audited system. Our digitisation for safeguarding service will quickly digitise your paper records, ready for them to be incorporated into your safeguarding software.

Get in touch with PDM

For further information about our document management services for schools and colleges, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

Secure document management solutions from the document management experts

At PDM we are specialists in a wide range of document management solutions. As a leading document management specialist in Yorkshire, we often work with businesses who have used self-storage facilities to store paperwork including business-critical documents.

Whilst many businesses rely upon self-storage facilities to create additional office space or storage space when taking on additional members of staff, for example, it is important to be aware that self-storage does present a number of pitfalls when used long-term.

Firstly, what might be described as a ‘local’ self-storage facility is likely to be anything but. Many are located in out of town locations and business parks. This means you’ll have the additional expense and inconvenience of you, or your staff, having to travel to access the documents you require, or to add additional documents for storage. At best this is inconvenient but at worst can be disruptive and expensive.

Furthermore, as a result of GDPR regulations, organisations must be able to access information in a timely manner if a request for information is received. When documents are stored off-site in an external location, responding to requests in a time frame which complies with legislations could be challenging.

Managed document storage offers the best solution

As a result, successful, efficient document management can only be achieved by having instant access to the documents you need as soon as you need them. Also, you need reassurance that your essential documentation is fully secure and protected from theft or damage. This means that managed document storage offers the most efficient, cost-effective and secure solution.

‘Smart working’ is a phrase you might well have heard of recently, used to describe a business-savvy approach to the workplace. A strategic approach to flexible efficient working, smart working makes the most of modern technology to improve efficiency, cut costs and ensure a healthy work-life balance. In the light of the pandemic, smart working is becoming an increasingly important strategy for many businesses, as they cope with the challenges posed by teams who work remotely.

We offer a range of document management solutions, designed to help you work smarter and improve the efficiency of your business. A badly organised office, littered with mountains of paperwork is hardly conducive to smart working. So, if this sounds familiar and you’d like to change the way you work, improving your document management systems seems like the best place to start.

Transform the way you manage, store and share your data

Efficient document management and storage has the potential to transform your business; helping you streamline systems and reduce costs. Our services cover all aspects of document management including:

• Scanning services: if you have documents and records you need to access on a regular basis, document scanning provides a great alternative to having to store large volumes of paperwork. We’ll scan your documents – regardless of their age, type or size – converting them into an easily accessible format.

• Data capture: not only do physical paper documents take up a great deal of space, they are extremely time-consuming to search – even if they are efficiently organised and stored. Once scanned and digitised, we can use a range of techniques to capture the data from files, ensuring they are easily accessible and that you can find the data when you need it.

• Archive management: once documents have been scanned and the data capture, we can offer you a number of different options for accessing the information. We can provide your documents in a huge range of media types or in a secure online transfer, suitable for integration with an existing storage system. We also offer a range of document management and archive systems to suit all requirements; from basic free systems, through cloud-based systems.

Contact us

Improving the way you manage, store and retrieve documents will save you time and money whilst helping you free up the amount of physical storage space you need. A cost-effective way to work smarter, our document management solutions are ideal for businesses and organisations of all sizes.

To find out more, please call 01274 883459 or email info@pro-doc.co.uk