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

Why is Professional Document Management the perfect partner for your paper efficient office?

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Because we provide an expert professional document scanning service, and our clients know that they can trust us with their highly valued documents, privacy, deadlines along with the production of quality digital images.

 

So, what is the benefit to my organisation?

The cost of Premium Office Space

All those full shelves and filing cabinets of archived paperwork occupy valuable and expensive office space. Scanning returns this space so it can be used more productively.

Wasted time of manual Document Retrieval

No more trips to the filing room in the hope of finding specific documents.

The accurate indexing of digital files alongside the use of OCR, means that documents can be found quickly. They can be searched by document title or using a keyword search meaning you can retrieve what you need when you need it, quickly and efficiently.

Data Protection

Data protection is of the upmost importance and our systems are GDPR compliant.

Our scanning service is fully compliant to BIP 0009:2008 Scanning Standards.

All data transfers across the web are end to end encrypted and where media is provided, it is in a robust encrypted format.

Disaster Recovery

Our scanning service allows you to manage risk.

Unfortunately, the unthinkable does happen and the storing of hard copy documents leaves them at risk of getting irreplaceably damaged due to damp, flood and fire.

Scanning ensures that your documents and the valuable information they hold are protected.

Why Outsource with PDM?

All businesses need to ensure that their staff members are being used to get the best results from their skill set.

Without substantial investment in the appropriate equipment, systems, software and trained operatives, it is a waste of company time and money using well-paid staff from existing departments to scan documents.

Using our comprehensive document scanning service takes care of the whole process…

We collect, prepare and scan the documents.

We check each image for quality.

We name the digital files accurately to your specifications.

We return the digital files in real time using our secure web facility or by encrypted media.

Finally, we securely destroy the original documents or return them.

All scanning is completed within agreed time frames.

Outsourcing your paper archive will allow your staff to avoid the frustration of battling with unsuitable equipment and unrealistic timescales. They can focus on the tasks they are employed and trained to do.

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.

Paper paper everywhere and no control

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PDM offer a fast, efficient and highly cost effective solution for accessing, managing, protecting and sharing documents. We work with a real emphasis on security and confidentiality, which is why we’re trusted by clients across a range of professions, from those in the legal professions to accountancy firms, construction companies and those in the chemical industry.

From our document scanning service to our data capture and archive management, we’ve got a collection of secure and reliable solutions for your document archiving problems.

Because our online document archiving tools are able to integrate effectively with many other professional systems, such as accountancy modules such as Sage, as well as E-discovery and E-disclosure tools for solicitors, we can make life straightforward and save time for clients across a number of different disciplines.

We’re proud to be able to provide these in very quick turnaround times for our clients when needed.

We can provide scanned documents in a variety of formats depending on your needs, taking the hassle out of document management. Our cloud based document archiving software is secure and allows for those who you choose to have access to be able to obtain files whenever and wherever they’re needed. For more information on our services please contact our team by email info@pro-doc.co.uk or by telephone 01274 883459.

Digitisation of Safeguarding Records

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At Professional Document Management, we’re experts in the secure digitising of documents.

This has a particular relevance for those working in education where the need for a secure and accurate capturing of paper work for safeguarding records is required in order to be compliant with the latest guidelines.

“Keeping children safe in education Statutory guidance for schools and colleges” was published by Department of Education in September 2016. The document explains that Schools and Colleges have a duty in relation to Record keeping; “All concerns, discussions and decisions made and the reasons for those decisions should be recorded in writing.”

Many schools and colleges have addressed this issue by using software applications for monitoring child protection, safeguarding and a whole range of pastoral, child protection and welfare issues in a central repository.

This allows relevant people to be alerted immediately and senior leaders are able to build a chronology around a student. Reports on vulnerable pupils and pupil groups can be easily produced for Case Conference Meetings, Governors and Ofsted at the touch of a button.

However, to make these systems “complete” existing paper records need to be integrated and this is our area of expertise, with a complete service in Data Capture and Document Scanning to transfer paper documents into an easy to use and secure archive to properly manage important documents within your school.

Professional Document Management has over 15 years’ experience of scanning and digitising records for many organisations.

We provide a fast and reliable service for scanning projects and of course security and confidentiality are of paramount importance and, therefore we have well-tested and audited systems in place to maintain the highest standards. We prioritise the protection of sensitive information whilst offering a reliable and secure means of creating a digitised format of your paper records which are ready to be incorporated into your safeguarding software.

Contact our team by email at info@pro-doc.co.uk or by telephone 01274 883459

document scanning services from Pro-Doc

Could your business benefit from document scanning?

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Professional document scanning advice from Pro-Doc, the document management specialists

We’ve all been there; searching for an important piece of information that you know is hiding somewhere in an old document, only to end up spending hours searching through filing cabinets for an elusive folder that you’re certain you filed in the right place…. Or it might be that you know which information you need but can’t remember which of your vast collection of documents it stored in. It’s frustrating, time-consuming situations such as these which can be easily solved with the use of a document scanning service.

When carried out correctly a document scanning service has the potential to bring significant benefits to your business; helping you save time, streamline your systems and cut costs.

What does documents scanning mean?

Put simply document scanning (sometimes also known as document imaging) is the process of capturing a digital image of a paper document. This digital image can then be converted into a searchable, electronic image. In addition, digital images can also be processed using OCR (optical character recognition) software which turns these digital images into text documents which can be searched for keywords.

What’s does the document scanning process involve?

The term ‘document scanning’ is used to describe the entire scanning process, including scanning and then capturing the image using OCR software to identify words, before the digital file is stored securely, ready to be retrieved as and when it’s required. The document scanning process includes four main stages: input, identification, storage and retrieval.

Secure document storage and retrieval

Once paper documents have been scanned and digitized, it’s important they are stored safely and efficiently: this can be in an off-site storage/archive facility or the paper documents can be destroyed using a confidential waste disposal service and in line with data protection regulations.

Storage of the resulting digital documents must also be secure and efficient and it’s important to take into account how regularly the documents will need to be accessed as part of your business’s workflow.

Retrieval is the term used to describe the process of searching for the digital files, or specific information within a file, that you need. Once the information has been found, it can be delivered to your team in the most appropriate format for them.

The benefits of document scanning

Document scanning proves invaluable for the majority of businesses because it streamlines processes, workflows, storage and retrieval. Rather than hours wasted whilst spent searching for paper documents, document management is transformed into a simple and highly efficient process.

If you would like to find out more about how our document scanning services could help you save time and money we’d love to talk through the range of options available. Our services are suitable for business and organisations of all shapes and sizes so why not get in touch to find out more?

 

Documents and their evolution

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A document is a written, drawn, presented or recorded representation of thoughts. Originating from the Latin Documentum meaning lesson – the verb doceō means to teach, and is pronounced similarly, in the past it was usually used as a term for a written proof used as evidence.

Traditionally, the medium of a document was paper and the information was applied to it as ink, either by hand to make a hand-written document or by a mechanical process such as a printing press or, more recently, a laser printer.

Through time, documents have also been written with ink on papyrus, starting in ancient Egypt or parchment; scratched as runes or carved on stone using a sharp apparatus, such as the Tablets of Stone described in the bible; stamped or cut into clay and then baked to make clay tablets in the Sumerian and other Mesopotamian civilisations.

The paper, papyrus or parchment might be rolled up as a scroll or cut into sheets and bound into a book. Today short documents might also consist of sheets of paper stapled together.

In the computer age, a document is usually used to describe a primarily textual file, along with its structure and design, such as fonts, colours and additional images.

The modern term ‘document’ can no longer be defined by its transmission medium (such as paper), following the existence of electronic documents. ‘Documentation’ has more meanings than a written or drawn presentation of thoughts.

Modern electronic means that storing and displaying of documents is more efficient. Typically using the Portable Document Format PDF storage methods include:

  • Desktop computer
  • Laptop
  • Tablet PC
  • PDA
  • Smart phones
  • Dedicated e-book device
  • Digital audio players
  • The Cloud

PDM can vastly improve your systems by offering an instantly accessible and searchable storage facility for documents in a secure environment. This can be any and or all the methods above.

To discuss moving forward call 01274 883459

Email andy@pro-doc.co.uk

 

pdm

Document Archive Storage

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Storing and retrieving hard copies of documents can prove to be problematic for many companies, offsite storage is an expensive operation and storing onsite occupies large amounts of valuable office space. In both scenarios searching for documents is time consuming.

PDM can vastly improve the archive processes by offering an instantly accessible and searchable online storage facility for archived documents.

We can scan your current archive in many formats and continue to manage and add to it as and when required.

Furthermore, the use of OCR technology allows documents to be quickly searched for relevant words and phrases.

Keeping data safe and private is of utmost concern to us. At PDM we have utilised a range of security and encryption techniques to ensure that data and documents are secure.

We are trusted by many organisations, including many well know corporations and PDM’s archive scanning and indexing services are a cost effective, efficient means of document storage and retrieval.

To discuss any requirements, you have please contact 01274 883459 or andy@pro-doc.co.uk

Regulatory Compliance

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Regulatory compliance is when a company obeys the laws, rules, and regulations that have been created for that company’s industry, but when you hear “regulatory compliance”, what do you think of? Rules? Annoying paperwork? Repetition? Stress? Expense?

The truth is, good regulatory compliance is of critical importance. How a company’s records are controlled, can make all the difference for the organisation’s welfare and future.

When regulatory compliance is specific to filing and record-keeping, it means that all files, records, and paperwork are documented properly under those rules and regulations.

The benefits to a company from keeping compliant records is huge. It will it help with any legal issues, but the company will also benefit from improved measuring / information standpoint, which can result in reduced product / service liability.

The information in a company’s files can be anything from records of illness and accidents, to how their machinery works, to simple HR paperwork. Generally, these records tend to be things such as payroll and personnel info, contracts, permits, leases, licenses, insurance, and copyrights.

Office administrators and filing clerks should be very well-prepared and trained to ensure compliance when filing. It’s also important that they understand not only the penalties for non-compliance, but the even bigger threat of the damage it can do to a company, even if that company is thriving.

As you might imagine, regulatory compliance varies from industry to industry, but the principle is still the same. Firstly, there are a few practices that record keepers and office clerks should be sure to always abide by, no matter what the industry:

Practice the appropriate legal policies and procedures to ensure a company’s audit ability, because should the situation arise, an audit should be made as smooth as possible by having all records and information in place.

Practice methods that will deliver record information in a quick and convenient way, and keep records documented and filed so that they’re convenient to access and in a format, that’s easy to understand.

Practice maintenance of records, considering legal, regulatory, fiscal, operational, and historical requirements.

From the biggest companies to the smallest, it’s crucial to file correctly and review records to make sure everything is conforming with regulations and laws. Having correct records can help prevent potential liabilities. For example, with HR records for recruitment, employee pay, benefits, policies and procedures, performance reviews, and employee discipline and termination, the correct and compliant records would help greatly in any HR dispute.

PDM put systems in place that not only conform with a company’s obligations and compliance, but make these systems paperless.

PDM are experts in content management for businesses.

To learn more about our services please call 01274 883549 or email andy@pro-doc.co.uk

Does HR really need another Filing Cabinet?

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Does HR really need another Filing Cabinet?

In almost every company, the department that requires the utmost security and coordination is Human Resources. Without a proper system in place, HR Departments are lost and unable to work to the best of their abilities.

Human Resources Managers generally deal with any of the following; recruitment, performance management, safety, wellness, benefits, employee motivation, communication, administration, training and probably more. That’s a lot to tackle.

Some Companies have hundreds or even thousands of workers, and combining this with the number of tasks going on each day, can become overwhelming.

Many HR Departments have not realised that there is help available from utilising a document and content management system (DMS). They are missing out on many benefits for their team and for the future of the company including improved productivity, robust data protection, and better communication.

The following are some ways in which DMS can make a huge difference in organisations.

It cuts down on paperwork

When organisations take on new staff, there are contracts to be signed, tax forms that need to be filled out, induction routines and handbooks that must be distributed. They may be wasting vast amounts of paper when an employee starts, not only is physical paperwork a big drain on any budget, it takes a lot of time to fill out forms by hand.

When a DMS is utilised, all documents are kept on the system, new staff can review files on their computers and sign documents electronically. It is easy for employees to review documents, even when they’re on the go via their mobile devices, all without the need to print them out.

All files are in one place

Using DMS, organisations can forget about those endless rows of filing cabinets and save time trying to find documents. Within a DMS, the HR Department can locate documents by the file name, part of the file name, the date it was last modified and even by words and phrases within documents. This means that they can store and easily find documents for all employees, and general company policy information with the click of a button.

It allows the generation of employee files

HR staff can easily create file structures based on each employee. These structures will include their offer letters, contracts, handbooks and all new staff documentation. Along with ongoing paperwork like holiday requests and any correspondence with HR.

When employees leave, their files can stay in the system, which means that it is simple to easily verify their employment.

It’s secure

When paper files are used, they are at risk of being stolen or lost. Email and other software that is susceptible to hacking can be putting the whole organisation at risk. DMS is much more secure than the cloud or paper documents because it comes with multi-layered encryption and user-based access.

This means that if a hacker tries to access HR files, all it would be possible to see is scrambled data that can’t be deciphered. With user-based access, employees at different levels are given varying types of access to the documents. Password controls can be set on certain documents to make sure that sensitive HR information always stays confidential.

There is a workflow

If an organization has a large HR department, or numerous departments that are dealing with new staff, the recruitment process can be managed through a workflow.

In an DMS, workflow is tracked so HR staff always know the up to date scenario on any project. If a manager sends information to HR for clearance to employ someone, HR can review it and then pass it onto payroll, any other relevant administrative staff, and finally back to the manager. All of this can be done within the system and without any of the paperwork.

Within this workflow, the HR department can establish who viewed and modified documents, and receive alerts when they need to work on a project.

Are you ready for DMS?

Want to transform your HR department and your whole organization in general? Then it’s time to sign to speak to PDM.

To get started with DMS, call or email us. We’ll find a solution to meet your business’ needs.