HR document storage

Document management services designed for schools and colleges

The long summer holidays are rapidly approaching but first there’s a hectic schedule of exams and end of term events to organise. The school year is  always very busy and with this in mind, many school administrators find it difficult to set time aside to keep on top of document management. In addition, there’s also pressure to ensure the secure and accurate capture and storage of safeguarding records within the latest guidelines.

In 2016, the Department of Education published a document entitled ‘Keeping children safe in Education – Statutory guidance for schools and colleges’ which outlines the duties that schools and colleges have concerning recording keeping. As a result, many schools and colleges are now meeting these requirements by utilising specialist software designed for monitoring child protection, safeguarding issues and a wide range of additional welfare and pastoral issues. This type of software brings all these issues together under one umbrella, securely storing them into a central repository.

Organising and storing documents in this way enables the relevant people immediately to any issues, allowing senior leaders to develop a chronology surrounding a particular student. In addition, simply pushing a button generates reports on vulnerable pupils and pupil groups; and these reports can be used for Ofsted or in Case Conference or Governors meetings.

Although document management software for schools and colleges is designed to streamline the way they store and manage information, in order to make the software ‘complete’, existing paper records have to be integrated into the system and this is where we can help. We provide a complete data capture and document scanning service which securely transfers paper documents into a user-friendly archive, designed to enable you to efficiently manage important school documents.

We have almost two decades of experience in providing scanning and digitisation records for a wide range of organisations including schools, colleges and universities. Our services are fast and reliable with an emphasis upon security and confidentiality. As such, we have a rigorously tested, audited system in place, designed to maintain the highest standards.

To find out more about how we can help you safely and securely manage documents within your education setting, please get in touch to discuss your requirements.

Document Management Company

Managed document storage vs self storage facilities

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.

hybrid mail services uk

The business benefits of hybrid mail

Our hybrid mail service has been developed by us with the aim of helping our clients streamline their business processes and improve efficiency. So, what is PDM-Post hybrid mail and how does it work?

PDM-Post covers both outgoing mail and incoming mail. Using our outgoing mail service is simple as letters are uploaded by the user to our fully secure PDM-Post portal. Correspondence can either be uploaded either as individual letters or in bulk. Post codes are validated before items are sent, therefore eliminating the expense of incorrectly addressed items. Verification of posting is sent to you via the PDM-Post portal and you’ll also receive a notification of letters which have been returned as undelivered. Lastly, a copy of every letter you send will be stored in the PDM-Post portal.

Incoming mail is received into a dedicated PO box and then delivered to our fully secure processing centre. Once received, hard copy mail is opened and the contents digitally captured before being sent directly our PDM-Post portal inbox. From this point onwards, you’ll be able to download your mail and incorporate it into the system of your choice.

How can moving to hybrid mail benefit your organisation?

Moving to our hybrid mail service offers businesses and organisations of all shapes and sizes. From reduced printing costs and a reduction in paper consumption, through to the eradication of expensive franking machines, switching from a traditional postal system through to hybrid mail can help you make big savings.

It isn’t all about costs though as the other significant advantage of moving to hybrid mail is the benefits is an improvement in efficiency. Staff time is freed up, allowing them to concentrate on more productive tasks instead of sending and receiving mail.

If you’d like to find out more about our hybrid mail services and how they could save your business time and money, why not get in touch?

merry christmas from Pro-Doc

Merry Christmas and Happy New Year!

We’d like to take this opportunity to wish all of our customers a very merry Christmas and a happy New Year! We hope you’ve enjoyed reading our news and insights into the world of document management and will be back with more blog posts in 2022!

With very best wishes from the team at Pro-Doc!

document management for accountants

Flexible document management solutions for growing businesses

When a business grows its document management requirements will begin to evolve and change. PDM we provide flexible and cost-effective document management solutions, designed to match your ever-changing business requirements.

As you know, running a business is extremely time-consuming and the chances are that the amount of paperwork you have to cope can seem a little challenging! For successful document management it really is best to start as you mean to go on. Although storing and managing paperwork might be low on your list of current priorities, putting systems in place now instead of waiting until you’re snowed under, will save you time, money and stress in the future.

Document management solutions for businesses of all shapes and sizes

Electronic document management, rather than paper-based, is now the preferred solution for most businesses, thanks in part to its ‘scaleability’. We can help you find a cost-effective solution which meets your present needs but is flexible enough to grow with your business. From archiving paperwork and correspondence, through to accounting paperwork and data capture, our services are ideal for all types of businesses.

Selecting the best document management solution for your business could help you save time, allowing you to get on with what you do best, rather than worrying about document storage. Furthermore, we can also help you find ways to end your reliance on physical document storage, whilst cutting the costs associated with traditional paper documentation.

Contact PDM – the document management experts

To discover how our services can help you free up time, space and money, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

document management solutions

Discover how we can help you work smarter

‘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

document management storage solutions

Future-proof document management solutions for growing businesses

Document management storage systems from PDM – the document management specialists

As your business evolves your document management requirements are likely to grow and change. At PDM we are specialists in all aspects of document management and storage. We offer a wide range of cost-effective document management solutions, with flexible options, designed to match your ever-changing business requirements.

Whether you’re planning on starting your own business or are already up and running, the chances are that the amount of paperwork you have to cope with is already starting to seem a little daunting! At this point it’s worth bearing in mind that for successful document management, it really is best to start as you mean to go on. Although storing and managing paperwork are likely to be fairly low on your list of current priorities, if you put systems in place now, rather than waiting until you’re snowed under, will save you time, money and future stress.

Document management systems for businesses of all shapes and sizes

Increasing numbers of businesses are turning to electronic document management for its ‘scaleability’. At PDM we can help you find a cost-effective solution which not only meets your current requirements, but is also flexible enough to grow alongside your business. From archiving paperwork and correspondence, through to accounting paperwork and data capture, our services are ideal for all types of businesses.

Choosing the right document management solution for your business could help you save time, allowing you to get on with what you do best, rather than worrying about document storage. In addition, we can also help you find ways to end your reliance on physical document storage, whilst cutting the costs associated with traditional paper documentation.

Get in touch to the PDM – the document management experts

To discover how our services can help you free up time, space and money, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

document management systems

Spring is here -what better time to de-clutter the office and reduce paperwork?

Document management and storage solutions provided by PDM

Spring has well and truly sprung , offering the ideal opportunity to tackle all those unfiled documents and bulging filing cabinets! Even the smallest business has documents and records which need to be stored and over time, which means that it’s very easy for paperwork to get out of hand. If paperwork isn’t properly managed and stored, it can start to take over, making it virtually impossible to find the information you need.

Transform your office with our document management solutions

Here at PDM we offer a wide range of cost-effective services, designed to help businesses and organisations of all sizes organise and manage their documents efficiently and effectively. Chaotic document management can lead to inefficient business process, customer dissatisfaction and costly errors. With this in mind, a spring clean of your paperwork and business documents could provide a range of real benefits including:

  • Improved efficiency and workflow: once documents have been digitised they can be found and instantly accessed by whoever needs them. Not only does this save significant amounts of time that would otherwise have been spent searching through paperwork, it also make data sharing much easier and more efficient.

  • Make more space: scanning and converting documents into digital files means they can be stored online in a safe, secure cloud storage system. Document scanning is suitable for documents of all sizes and shapes, including legal documents, accounts, archives and architectural plans. Online document storage helps to significantly reduce the amount of physical storage space required, making a better working environment.

  • Increased security: storing documents online helps to improve security protecting against damage from fire and flood. In addition, documents are safe from the risk of physical theft.

Get in touch PDM – the document management specialists

We offer a range of document management services including document scanning, data capture and archive management. In addition, we also offer a number of specialist services designed to meet the unique requirements of schools and legal businesses.

To find out more about how our services could help you save time and money whilst improving efficiency, get in touch by calling 01274 883459 or email info@pro-doc.co.uk

PDM-Post business mail services

How a digital mail-room could help your business work smarter

The majority of businesses still rely on sending and receiving paper post, despite the fact that many are still working from home under current lock down regulations. Sorting, distributing and sending traditional paper post is a very inefficient way to work and manage a mail room, especially when staff are scattered far and wide and working from different locations. Although moving to an automated digital mail service might seem like a daunting prospect, making the switch offers rewards in terms of improved efficiency and better utilisation of resources.

Transform your business with PDM-Post digital mail services

At PDM we offer a range of hybrid mail services, designed to help businesses improve efficiency and work smarter. Our services cover outgoing and incoming mail which can be sent or received directly to your desktop. Here are just a few examples of how PDM-Post could benefit your business:

  • Reduce operational costs: PDM-Post provides efficient, quick access to incoming mail, enabling your business to slash operational costs, whilst giving employees more time on more productive tasks.
  • Improved security: you’ll have the option to restrict employee access and guarantee confidentiality. In addition, opting for a digital mail-room solution eliminates the risk of damage, accidental loss or breaches in confidentiality.
  • Instant access: perhaps one of the biggest benefits offered by hybrid mail in the current climate and going forward is the ability to have instant access to incoming mail regardless of where you might be. It is this flexible, remote access which enables businesses to respond to queries quickly whilst speeding up key business transactions.

Get in touch with PDM

If you would like to find out more about the benefits of our PDM-Post for your business, get in touch with us to discuss your requirements. Contacting PDM is simple: just call 01274 883459 or email info@pro-doc.co.uk

document management solutions

Human resources departments are at risk of being over-burdened by paperwork

Transform the efficiency of your HR department with a specially designed document management system

As a result of the nature of their work, unfortunately human resources departments are often very reliant on significant amounts of paperwork. From job application forms, through to staff reviews, feedback and staff management, HR processes tend to be very paper-heavy. This means that storage problems can easily arise as HR documents have to be easy to access and stored for a certain length of time to meet document storage regulations. However, as a business expands and its HR archive multiplies, storing and managing such a large amount of paperwork can become time-consuming and problematic.

Despite the fact that human resources departments can very reliant on paper, an increasing number are moving towards the goal of a paperless office. It’s not hard to see why: it takes a great deal of time to manage staff records and because records have to be stored for duration of employment and beyond (this can be decades when it comes to company pensions), the need to find a digital solution is becoming increasingly urgent for many HR departments.

Store and manage HR paperwork with a digital document storage solution

Digital document storage is the ideal way for HR department to make significant reductions to the amount of paper they add to an already overburdened document storage system. Information can be located, accessed and shared instantly, ensuring digital document storage is an efficient, easily-achievable option for HR departments of all sizes.

However, it is also important to note though that although moving to a digital document storage system is a positive first step to take towards a paperless office, there’s still the issue of storing existing physical paper records. We have the expertise to help with this too thanks to our efficient and cost-effect scanning service. We use powerful scanning equipment which has the capability to scan hundreds of documents a day, converting them into digital files, designed to be stored, managed and searched electronically. Not only does scanning documents in this way have the potential to transform the way your HR team work, it will also improve efficiency, security and helping to cut costs.

Contact us to discover how our document storage systems could help your business

We provide a range of cost-effective services ideal for businesses and organisations of all sizes. To find out how digital document management could transform your business processes, get in touch with PDM by calling 01274 884359 or email info@pro-doc.co.uk