PDM-Post business mail services

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

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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

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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

merry christmas from Pro-Doc

Happy Christmas from everyone at PDM document management solutions

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We’d like to take this opportunity to wish you all a very merry Christmas and a happy New Year! 2020 has certainly been a challenging year so here’s hoping that 2021 will be much better! We’ll be back in January with lots more news, views and insights into the world of document management and storage.

PIQNIC Certified Partner

Discover a new way of working with PIQNIC

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PDM – the document management specialists

Many businesses are looking for new ways of working; especially as a result of Covid-19 and the challenges posed by working from home. Whether you’re looking for ways to manage the ‘new normal’, or are looking for strategies to help you improve productivity, PIQNIC provides the ideal solution.

PIQNIC is a single smart software platform which is designed to manage everything you do: from your teams and communications, through to files, projects, decisions and tasks. However, where PIQNIC differs from other work planning and management software, is that it also provides incredibly powerful and highly secure document management.

PIQNIC can help you to meet the challenge’s of today’s workplaces, store and safeguard your information, eradicate the need for multiple apps and software, manage everything you need to run your business in just one place.

Here at PDM we are proud to be a certified UK PIQNIC partner. If you would like to find out how this powerful software can help you transform the way you run your business and deliver a modern approach to working, get in touch with our team by calling 01274 883459.

document management solutions

Why you should outsource your document scanning project.

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The benefits of the paperless office are well known.

The implementation is, as with so many things in business, only successful if the relevant information is gathered at the start of the project.

In this article, we answer the frequently asked questions regarding outsourcing document scanning.

Should I outsource my scanning project?

Scanning a small number of documents with a desktop scanner is relatively quick and easy. However, scanning many thousands of documents requires specialised equipment. Our scanning service offers this technology along with our expertise. Skilled staff convert your paper records to digital files using high volume scanners and bespoke software, this saves time, money and stress.

Do I need to scan every document?

No, you can scan as few or as many documents as you require, we would customize a solution to your requirements and budget.

Do I need to prepare my documents for scanning?

No, we prepare your documents for scanning. Our staff remove staples and paperclips, repair torn pages, and collate your documents for imaging.

What is OCR?

Optical Character Recognition (OCR) software converts the text on your paper documents to searchable digital content. OCR gives you the ability to search for keywords and phrases in your images.

Where should I store my digital images?

We provide transfers of your digital images by a DVD or portable hard drive. We can upload them to your systems or if you prefer, we can host your images on our own secure server.

What happens to my original copies after scanning?

We securely destroy hard copies two complete months after scanning. If you prefer to keep the originals, we will reassemble the original files and return them.

 

To discuss any document scanning and management issues contact us.

Two down, one to go!

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all3 copy

You might have used the first two in the past but would never use them now.

The third is the oldest and most antiquated and yet many organisations still trust paper to store their records and valuable data.

Join the many organisations going paperless.

At PDM help clients to go paperless and to be more efficient.

That important document is no longer missing or with someone else.

It is also easy to search and retrieve documents.

So, if you want to avoid wasting time searching through boxes, filing cabinets and stacks of paper contact us today.

legal document copying scanning services

Trail bundle digitisation and printing made easy

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PDM is able to produce digital and or printed copies of court bundles.

The service provided…

Stage One – Pre review

  1. The bundle is collected.
  2. The bundle is digitised.
  3. Any already digitised files are incorporated.
  4. The bundle is uploaded to a secure web site for review.

Stage Two – Post review

  1. The bundle is paginated, if required.
  2. The bundle can be distributed electronically to third parties as instructed.
  3. The bundle can be printed and filed to replicate the original, as required.
  4. Any hard copy duplicate bundles produced are delivered as instructed.
  5. The original bundle is returned.

The whole process is completed in a professional and precise manner, to agreed timescales.

The next bundle you need to print only takes a phone call.

PDM provide an easy route from this…

Paper overwhelmed

 

To this…

Sharing + box
For more information please contact Andrew Thirkill on 01274 883459 or by email andy@pro-doc.co.uk

Law practices and the benefits of scanning and the use of OCR

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Benefits of Scanning to a legal firm

Law practices will handle thousands of documents every day. Digitising these documents has revolutionised the operational process of many practices.

There are many reasons that have led to this change, but the principal one is that when legal documents are scanned there is no need to retain the hard copies, thus eliminating bulky files and space consuming cabinets in expensive office space.

Once in a digital format they can be safely and securely stored on external storage devices or cloud-based systems.

Using the cloud, documents and files can be shared with multiple colleagues wherever their location via most web enabled devices.

What is OCR?

Optical character recognition (OCR) is a technology that recognizes text within a digital image. The scanned documents containing typed, printed or handwritten text are converted into machine-encoded text.

Benefits of OCR to a legal firm

Performing OCR on digital files offers multiple benefits. However, due to the lack of proper understanding of OCR, many practices do not incorporate it.

The misconception is that after documents are scanned, they remain as static images, and it is difficult to identify one document from another.

However, using OCR they can be electronically edited, searched, stored more compactly, displayed on-line and extracted text-to-speech, making the files more dynamic and usable.

With OCR it is also possible to convert digitally scanned images to editable files. These electronic files may be of different formats, such as Word files, CSV, PDF, Excel spreadsheets, XML and other variations.

These are easily searchable and there is no difficulty in locating items quickly on external storage devices or cloud-based systems.

OCR enables the users to find documents by typing keywords or phrases that are known to be in the document. Thus, even if the user is not aware of the actual file name, they can find the documents quickly and easily.

This saves a considerable amount of time searching that file or document.

Professional Document Management (PDM)

PDM assist professionals in the scanning, OCR and storage of documents safely and securely.

To be assured of quality image production, accuracy, and security, contact Andrew Thirkill on 01274 883459 or andy@pro-doc.co.uk

Scanning and archiving service.

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Our turn key document scanning and archiving service is really a very simple process….

Process copy-big1

PDM – Legal Document Scanning Service

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legal-documents

Few professions work with more paperwork than solicitors.

Our Legal clients come to us needing a reliable and secure legal document scanning service to create a paper efficient office.

For twenty years, we have helped practices digitise their documents and closed files.

We have scanned millions of documents whilst keeping up to date with the latest scanning technologies.

Practice’s use our scanning services because we provide secure and cost-efficient solutions.

We can scan of everything from contracts to architectural plans, and other unique materials case files might contain.

By enlisting the help of PDM, you can focus your time and attention on your clients while we focus on creating electronic documents.

By digitising your legal documents, your office scanning can benefit in many ways.

The most obvious benefit is that you will be able to eliminate filing cabinets and free office space.

PDM will make it easier for you to find the information you need as electronic documents can be tagged, labelled and formatted to be highly searchable.

Use PDM to transform your office.

To receive a free quote…

Call:         01274 883459

Email:     andy@pro-doc.co.uk