subject: Electronic Document Management: Reasons To Outsource File Scanning Services [print this page] Outsourcing your back filing services to an electronic document management company may be a viable option if you are looking for a more time effective and cost effective way to handle your back filing services. Electronic document management companies have expertise in numerous areas and ultimately will benefit your business in numerous ways. This article will discuss some of the benefits of outsourcing your back filing services to an electronic document management system.
Once you have become an expert in all aspects of the scanning process that a document management company has expertise in: hardware/ software, document preparation, scanning, indexing, quality assurance, and document tracking methodologies, how useful will this information be once the back file conversion has been completed?In most cases it's useless because it is a one-time event.Listed below are reasons to outsource your back file scanning requirements to a document management company.
Document preparation
Most documents exist in various formats, sizes, paper types, condition and are not scanner-ready.While you will learn what is scan able, an electronic document management company already knows what is scanner-ready from experience and this will save a lot of time and eliminate damaging documents or equipment.
Document tracking
Electronic document management companies track large volumes of documents on a daily basis.Should you need a document during any project, they can easily and quickly have it retrieved and forwarded to you. Their tracking manifests reduce the risks of documents being missed which often occurs during in-house conversions.
Accurate time frames
Electronic document management companies can accurately estimate the length of time required to complete a given project. Their expertise ensures that they set realistic goals and deadlines for the delivery of a conversion and they are obligated to deliver on time and within budget.
Eliminate expensive equipment purchases
High volume scanning and processing services require costly high-end scanners and software, which carry high depreciation rates.Therefore, you must carefully evaluate how useful your new equipment will be once the conversion has been completed. Agencies often compromise, which could prove detrimental in the long-term, especially if you settle for less than perfect images.
Outsourcing is a way to reduce the need to invest capital funds in non-core business functions.Instead of inquiring the resources through capital expenditures, they are contracted for on an "as used," operational expense basis.It can also improve certain financial measurements by eliminating the need to show return on equity from capital investments in non-core functions.
Expert Professional Staff
A high quality electronic document management company is one with highly skilled workers who supervise the data as it is being processed.
Efficiency
A high quality electronic document management company provides a quick turnaround time.
Cost Effectiveness
Using an electronic document management company means increased productivity for your business.Fast turnaround means that more customers can be served sooner.This inevitably leads to better customer service.
Outsourcing your back filing services to an electronic document management company can be extremely beneficial to your business. It can save you time and money and ultimately allow you more resources to focus on your core business.
