Prestige has invested in its IT systems to ensure that keeping track of your company files is no longer the laborious and painstaking assignment it once was.

It’s a rare few that actually enjoy the time consuming task of recording the details of every document and file the company holds and their subsequent movements.  However, historical files are kept for good, and often legal, reasons and if they later cannot be retrieved serious problems can arise.

Through the implementation of a bar coding and bespoke warehouse management system, Prestige can not only store your archive files but can also provide a detailed track and trace service. 

Ian Kidner, chief executive of Prestige said: “Our experience was suggesting that clients found the task of record keeping a bit of a chore, albeit a necessary one, that was difficult to keep on top of.   We researched the market for a solution that would actually remove this workload and burden from them and are very pleased to say that the clients we have tested the system with have loved the visibility it provides and the time it saves in their document management process.  We are aiming to have rolled it rolled out to our entire client base by the end of the year.”

This online service, updated daily and available 24 hours a day, can also easily adopt a company’s own existing document and file numbering system. 

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Notes to editors

Prestige consists of three core business units each comprising a wide range of services:

• finishing & fulfilment
• storage
• archiving & scanning

We have consciously built a business model which enables each of these units to function independently while maintaining the ability to comfortably and seamlessly integrate when our clients require a combination of services. 

Our archiving & scanning division provides traditional archive storage and retrieval options right through to the most sophisticated electronic scanning, storage and recall solutions which can be undertaken easily on your premises or off-site on ours.

 And, for files that are no longer required we can arrange secure document destruction.

Press Contact:

Narelle Kidner             07903 119843                       

Prestige is the trading name of Prestige Services Group which is registered in England with registered office at Bridge House, London Bridge, London, SE1 9QR.

In today’s competitive environment companies need to focus more than ever on ways to reduce their cost base while improving efficiency and quality of service.  This drive for competitive edge, efficiency and bottom line profits is certainly reaching as far Facilities departments, making the role of the Facilities Manager increasingly demanding. 

Ian Kidner, chief executive of Prestige, outlines how document scanning can improve the way document storage works for a business while controlling current costs with the benefit of longer term cost savings.

The most common and highly visible option for the Facilities  Manager to consider is looking at supplier charges.  And while reducing costs is always desirable there lies the risk of a reduced quality of service in direct correlation to the cost saving.  With respect to document and data storage, finding the balance between cheap rates, quick retrievals, timely collections and safe, secure storage can be challenging.

Many companies can see the advantages of document scanning but have been sitting tight waiting for confirmation of whether scanned files will hold up in court.  With one or two cases now having tested the water it would suggest this will become the way forward, however, for those companies who are not yet ready to take the plunge head first there are other reasons why moving towards electronic scanning can be beneficial.  And it need not cost you more to do so.

It is true that to scan years of stored files can be an expensive and time consuming exercise but the move can be completed in a gradual, phased or partial way to suit file quantities and budgets. 

It may be that files which are no longer active don’t require scanning but can be placed in deep storage to reduce storage costs.  Active files can be scanned according to priority, need or only as and when they are recalled.

The benefits of scanning to a business on a day-to-day basis are primarily quicker retrieval, as electronic data is ready at the touch of a button; easier and more efficient search options through both single and multiple files; and, reduced retrieval and transport charges.

In addition to this is the added advantage of reduced storage fees, since hard copy files are either destroyed or placed in deep storage, as well as having electronic back up of all files which hard copy storage cannot provide unless duplicates are made. 

At Prestige we work with clients to tailor scanning programmes which keep existing storage and archiving expenditure at the same level while providing some of the above benefits immediately, with the gain of cost savings over the longer term. 

The scanning software used at Prestige provides a high specification search facility along with compression software enabling individual word searching through single pages or multiple files without being heavy and slow to download.  This means that locating relevant documents and data becomes quicker and easier.  Companies can also choose to store data in-house or use our web enabled system to retrieve data from a secure, off-site server.

And, all this can be done through either in-house or outsourced scanning options.

One misconception about document scanning is that it only viable for the largest firms.  This is not the case.  Companies with as few as 500 files can also take advantage of the flexibility, efficiency and cost effectiveness that comes with scanning ensuring they are set up to cope with higher volumes as their business expands.

-ends-

Notes to editors

Prestige consists of three core business units each comprising a wide range of services:

• finishing & fulfilment
• storage
• archiving & scanning

We have consciously built a business model which enables each of these units to function independently while maintaining the ability to comfortably and seamlessly integrate when our clients require a combination of services. 

Our archiving & scanning division provides traditional archive storage and retrieval options right through to the most sophisticated electronic scanning, storage and recall solutions which can be undertaken easily on your premises or off-site on ours.  And, for files that are no longer required we can arrange secure document destruction.

Press Contact:

Narelle Kidner             07903 119843                      

Prestige is the trading name of Prestige Services Group which is registered in England with registered office at Bridge House, London Bridge, London, SE1 9QR.

By Ian Kidner, chief executive of Prestige

I don’t think any office is close to achieving a truly ‘paperless’ status, however, concern for the environment isn’t the only reason this concept is on the agenda for many companies.

Reducing the paper trail can also be time and cost efficient.  While we may not yet be able to do away entirely with hard copy files, having electronic back ups is not only beneficial in a more extreme disaster recovery situation, it can also make day to day business life much easier.

Having the ability to store and search for documents electronically can save a great deal of staff time and, therefore, money.  The most common misconception with electronic document management systems is that they can be slow and heavy on server space as well as expensive to implement and maintain.  This may have been the case previously but not any longer.

The search function of scanning software nowadays is quick and accurate and eliminates the need for complex cross referencing of hard copies. Files are located in an instant along with all related documents removing the need to wait while documents are physically retrieved from storage.  It has also developed such that images are cleaned and compressed so that there is no significant additional space required on servers.  Or, documents can be stored on a secure, offsite server to ensure there is no increased burden at all with speed times the same as if the documents were sitting on your office PC.

There is of course some expense involved with moving to electronic document management.  However, this can be controlled by the way the move to electronic is implemented to ensure costs are retained at the same level as currently incurred for hard copy storage. 

For those looking to manage their carbon footprint there may be some advantage to reducing the number of paper files produced and stored, however, the compelling argument is surely a business one: reduced time and costs.

-ends-

Notes to editors

Prestige consists of three core business units each comprising a wide range of services:  

• finishing & fulfilment
• storage
• archiving & scanning

We have consciously built a business model which enables each of these units to function independently while maintaining the ability to comfortably and seamlessly integrate when our clients require a combination of services. 

Our archiving & scanning division provides traditional archive storage and retrieval options right through to the most sophisticated electronic scanning, storage and recall solutions which can be undertaken easily on your premises or off-site on ours.  And, for files that are no longer required we can arrange secure document destruction.

Press Contact:

Narelle Kidner             07903 119843                      

Prestige is the trading name of Prestige Services Group which is registered in England with registered office at Bridge House, London Bridge, London, SE1 9QR.

Document management: going electronic

By Ian Kidner, chief executive of Prestige

In today’s tough commercial environment companies need to focus more than ever on ways to reduce their cost base while improving efficiency and quality of service.  This drive for competitive edge, efficiency and increased bottom line profits is not bypassing Facilities departments, making the role of the Facilities Manager increasingly demanding. 

In a bid to improve the efficiency of document management the most common and highly visible option for the Facility Manager to consider is looking at supplier charges.  And while reducing costs is always desirable there lies the risk of a reduced quality of service in direct correlation to the cost saving.  With respect to document and data storage, finding the balance between cheaper rates, quick retrievals, timely collections and safe, secure storage can be challenging.

Many companies can see the advantages of document scanning and electronic storage but aren’t yet comfortable with the idea of having no hard copies at all.   Some have been sitting tight waiting for confirmation of whether scanned files will hold up in court if required.  With a number of cases now having tested the water it would suggest this will become the way forward, however, for those companies not yet ready to take the plunge, there are other commercial benefits to be derived from moving towards electronic scanning and storage.  And it need not cost you more to do so.

Having the ability to store and search for documents electronically can save a great deal of time and, therefore, money.  The most common misconception with electronic document management systems is that they can be slow and heavy on server space as well as expensive to implement and maintain.  This may have been the case previously but not any longer.

The search function of scanning software nowadays is quick and accurate and eliminates the need for complex cross referencing of hard copies. Files are located in an instant, along with all related documents, removing the need to wait while documents are physically retrieved from storage.  The cost of physical retrieval is, of course, also eliminated. 

The improved sophistication of software means that images are cleaned and compressed so that there is no significant additional space required on servers.  Or, documents can be stored on a secure, offsite server to ensure there is no increased burden at all with speed times the same as if the documents were sitting on an office PC.

Whether the files are stored in-house or offsite, user defined levels of access can be established through secure logins and passwords ensuring confidential or sensitive information is only retrievable by those with the authority.

There is a cost involved to change to an electronic system, and it is true that to scan years of stored files can be an expensive and time consuming exercise.  However, the move can be completed in a gradual, phased or partial way to suit file quantities stored and budgets available. 

It may be that files which are no longer active don’t require scanning but can be placed in deep storage to reduce storage costs.  Active files can be scanned according to priority, need or only as and when they are recalled.

The benefits of scanning to a business on a day-to-day basis are primarily quicker retrieval, as electronic data is ready at the touch of a button; easier and more efficient search options through both single and multiple files; and, reduced retrieval and transport charges.

In addition to this is the added advantage of reduced storage fees, since hard copy files are either destroyed or placed in deep storage, as well as having electronic back up of all files which hard copy storage cannot provide unless duplicates are made. 

At PSI we can work with clients to tailor scanning programmes which keep existing storage and archiving expenditure at the same level while providing some of the above benefits immediately, with the gain of cost savings over the longer term. 

And, all this can be done through either in-house or outsourced scanning options.

Another common belief about document scanning and electronic storage is that it only viable for the largest firms.  This is not the case as companies with as few as 500 files can also take advantage of the flexibility, efficiency and cost effectiveness that comes with electronic systems.  For smaller, growing companies this means they can cost effectively put systems in place early on so they are fully equipped to cope with higher volumes of files as their business expands.

Eliminating entirely the paper trail is perhaps not possible yet, or desired by some companies, however the business case for moving to electronic is surely a compelling one. 

www.prestigesservicesgroup.co.uk

-ends-

Notes to editors

Prestige consists of three core business units each comprising a wide range of services:

• finishing & fulfilment
• storage
• archiving & scanning

We have consciously built a business model which enables each of these units to function independently while maintaining the ability to comfortably and seamlessly integrate when our clients require a combination of services. 

Our archiving & scanning division provides traditional archive storage and retrieval options right through to the most sophisticated electronic scanning, storage and recall solutions which can be undertaken easily on your premises or off-site on ours.

And, for files that are no longer required we can arrange secure document destruction.

Press Contact:

Narelle Kidner             07903 119843                      

Prestige is the trading name of Prestige Services Group which is registered in England with registered office at Bridge House, London Bridge, London, SE1 9QR.