data capture services

Online document management and the paperless office: dream or reality?

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There’s no doubt that a paperless office could offer a whole host of advantages and converting to digital file storage is an unbeatable way to reduce inefficiencies in workflows, increase productivity and save on the costs of buying paper and ink. However, although the idea of a paperless office seems like a no-brainer, the majority of businesses still rely on paper.

Not only do most businesses still rely heavily on paper documentation, the annual growth rate for the amount of paper used by an average company is, in fact, growing. Unfortunately there’s no denying that businesses print more than they’ve ever done before so with this in mind, is a paperless office a realistic goal?

The advantages of online document management

A reliance on paper or switching to digital both have pros and cons. Connectivity is one of the many benefits of digitizing paper documents and the ability to access data from anywhere at any time can be particularly liberating. Digitizing documents allows colleagues to connect whether they’re working from home or on a business trip abroad and this, in turn, allows for the seamless integration of contractors or freelancers into the workflow as and when required.

It goes without saying that cutting down on printing will reduce your overheads but it’s also worth considering the often overlooked costs of document storage and disposal. Storing thousands of paper documents can prove to be very expensive indeed, especially if it involves investing in extra space to keep them in. This is one of the main reasons why increasing numbers of companies are choosing to store their files in off-site servers as not only does this take up a fraction of the space, it reduces the cost of destroying sensitive information.

‘Searchability’ is yet another major benefit of going digital. Just imagine being able to search through hundreds of documents for one particular piece of information – all at the touch of a button. This alone is can prove to be the one thing that persuades a company to convert. But if all these benefits are so great, why do so companies still choose to rely on paper?

Secure online document management solutions from Pro-Doc

The risk of losing valuable information is a big concern for many companies and with this in mind it’s understandable that many still find the stability of paperwork reassuring. However there are solutions to this and here at Pro-Doc we provide safe and secure document storage solutions, designed to provide complete peace of mind.

In conclusion it’s safe to say that the majority of office tasks are much easier and quicker when they’re done digitally. The most realistic approach to the paperless office could be a web-based organisation which works hard to keep its paper use as ‘light’ as possible. This approach gives space for digital systems to correct inefficiencies in paper-centric workflows and systems, whilst avoiding pushing paper out of the picture altogether. At the end of the day, if it’s better and more efficient to do something digitally then go for it, but if not, feel free to stick to pen and paper.

 

document scanning services

Document management storage advice for legal firms

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The challenge of document management for legal firms

Keeping on top of that never-ending mountain of paperwork is something of a headache for most businesses but for legal companies, storing and managing files and paper documents is a real challenge. Document storage has been an issue for the legal community for centuries but thanks to the wide range of services now offered by many firms, managing documents is now more of an issue than ever before. However, having effective document management strategies and systems can make all the difference in terms of security, productivity and profitability so here are a few ideas to help you keep on top of that paperwork mountain:

Carry out a document ‘stock take’

A document management strategy will only work if you know what documentation you already have and this means identifying where everything is stored and how long you need to keep it for. The majority of legal firms we work with keep a wide range of hardcopy and electronic documents alongside client files, such as staff timesheets and personnel records, for example.

It’s important to bear in mind that each different type of document will need to be retained for a specific period and you’ll need to familiarise yourself with each retention period – a spreadsheet can come in handy for keeping track of this.

Get rid of any documents you don’t need

Knowing what to keep and what to get rid of is vital and if you’ve been reluctant in the past to have a good clear out, it’s worth bearing in mind that holding on to documents longer than you need to  can increase your risk of a privacy breach and your liability. The best way to destroy unwanted legal documents in bulk is to use a secure document shredding service – so much quicker than sitting hunched over an office shredder for hours!

Ensure you have a storage plan

The ideal document management storage plan for your business will protect the information you hold, whilst ensuring that it is easily accessible to those who need to use it. Provided you have the right storage solution, your documents (physical and electronic) will be safe from unauthorised access, easy to locate and quick to retrieve.

Using a document storage service such as those offered by us here at Pro-Doc is one of the best ways to counteract the risks and costs posed by storing your paper documents on site. We can scan, store and archive your documentation, allowing you to view and then order your records whenever you need to.

Scanning for secure document storage and accessibility

Document scanning is another highly effective strategy that is designed to allow easy storage and accessibility. Access to scanned documents is only allowed to authorised users and when files are converted into a digital format using Optical Character Recognition, the can be searched by the author, client name, the date created or text within the document.

Contact Pro-Doc for advice and information

At Pro-Doc we offer a range of specialist legal services, including legal copying service, e-discovery services and e-disclosure services. If you would like to find out more, or to discuss your requirements, please don’t hesitate to get in touch for a chat.

 

 

 

Congratulations to Barton Legal

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PDM are delighted to announce our client Barton Legal have been awarded Niche Law Firm at the Yorkshire Legal Awards 2016. Congratulations to Bill, Trish and their team.

http://www.bartonlegal.com/site/news/firm-news/yorkshire-legal-awards

Shredding – is it the best way to destroy data?

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There’s no doubt that scanning and document management technology has switched our reliance on paper documents to electronic forms of documentation. However, whilst paper documents are highly susceptible to loss or damage, they can also be used as absolute proof if required. Many businesses find having a collection of paper archive documents to be very comforting and it’s this reassurance that prevents them from making the most of the electronic document management solutions which are available.

Although the paperless office is still some way away, the move towards paperless systems is unstoppable. Even in this age of electronic filing and cloud storage, destroying paper evidence feels very dangerous to many companies and there is a real reluctance to make a complete move towards a digital system.

The majority of original paper documents are destroyed because they are no longer required, with the aim of freeing up document storage space. However, some forms of documentation are the exception to the rule and title deeds, leases and HMRC tax forms, for example, should be kept. Many companies labour under the misconception that these important documents have to be stored in their original paper format but this is definitely not the case. Provided that digital documents are captured and then managed in the correct way, they are equally as valid as their paper originals.
Using an electronic document management system makes sense on a number of levels. Efficient document management means a great deal more than scanning documents and then storing them in a digital format. It offers the capability to capture relevant information from data and to use this data to drive a fully automated electronic process. Of course electronic document management is a great storage solution but it also comes into its own when used as a way to track payments or to streamline and automate the approval of a wide range of legal documents, for example.

One of the most significant benefits of switching to an electronic document management system is that it will create an audit trail that will prove vital in the event of any potential legal challenge. Once operational documents have been captured and then stored in an electronic document management system, they will always be available for retrieval. Provided the provenance of a document is transparent and that its integrity cannot be questioned, then the question of Legal Admissibility will not come into play.

With the issue of Legal Admissibility in mind, it’s important that you make sure the electronic document management system you use will ensure you are on the right side of the law. Before shredding your paperwork archive, you should check whether the scanned documents are exact replicas of the original, if they can be used as reliable evidence and what the legal regulations are around electronic document management in your particular sector. Your electronic document management supplier will be able to answer these questions.

Whilst making the most of the latest developments in document scanning and electronic management, you should also make sure that your business’s internal processes are up to scratch. To ensure the legal admissibility of electronic information, the British Standard BS 1008:20081 should be met. Complying with this code will offer you the reassurance that you are doing as much as possible to meet official document storage requirements. Whether you decide to use a cloud based storage solution or a web portal, using an electronic document management solution is now no longer a luxury, it has become essential for businesses of all shapes and sizes.

Step away from the filing cabinet

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If you were asked whether you’d like to be able to share information more easily, free up storage space, improve business productivity and to increase your response time to your customers you’re likely to say yes, aren’t you? These are the kind of things that can give your business the competitive edge and improve your environmental credentials – sounds too good to be true? The answer is that it’s not – provided you rely less on paper and more on electronic document management.

Going ‘paper-free’ has been proven to offer a pretty return on investment: managing paper costs an awful lot of money and when you think about the costs involved in buying paper, printing costs, copying equipment and supplies, paper storage systems and then the price of postage and couriers, it can all start to seem very expensive indeed.

Electronic communication has been around for some time now and the possibility of a paperless office isn’t quite the futuristic idea it once was. However, although the technology now exists to turn the dream of a paperless office into a reality, it doesn’t look like this is about to happen any time soon. On the other hand, it is possible to take a few relatively simple steps towards moving away from your reliance on paper, files, folders and filing cabinets – all of which need space, time and money to manage.

Rather than setting an unrealistic goal of going completely paper-free, it perhaps better to introduce paper-free systems or processes one at a time. For example, you could start by introducing a policy to convert every paper document into digital as soon as it arrives in the office. This can prove to be highly effective – and surprisingly easy to implement – especially if it helps to cut down or even eliminate the amount of internal mail you, and your employees, have to deal with.

If you’d like to start the move towards a paper-free office, it can be helpful by starting with an audit of the types of paper your businesses uses such as contracts, invoices, receipts or personal correspondence, for example. Look at where paper is dragging your business down, any areas where paper is reducing flexibility or taking up too much space in the office. Work out what the biggest problem is and tackle that first – you’ll soon notice the difference.

A whole range of electronic calendars and project management systems are available; these are a cheap and easy way to cut down on paper and that seemingly endless round of documents which seem to be passed from one office department to another. Or why not try putting just a couple of hours a week aside to devote to document scanning and then shredding any paperwork which has recently accumulated, such receipts or the minutes of meetings? A few simple steps such as these really can make all the difference.

Going paper free can seem very daunting and if you feel unsure of your expertise, why not consider consulting a specialist document management company? The benefits are clear and wide-reaching and the sooner you get started on your journey towards a paper-free office, the sooner you’ll start to see a return on your investment.