You Should Outsource your Files Now
Now, I know the title sounds too bossy. I may not even have the authority to say such. What do I even know about your organization’s files, right?
But, you know what files circulate within your business. You know which ones need to be filed at the right and safe locations, which of those are of topmost significance, and which of those are constantly taken off the shelves for reference.
You are the one who can precisely point out the importance of managing the data within your business and what are the possible risks if proper measures are not taken seriously.
Your organization cannot avoid information management challenges, like locating important data for a transaction. Locating a data alone can affect greatly in a business’ decision making and cost-efficiency status. Information management should be seen and treated with the same status as any traditional business operations; it should be given utmost importance and attention.
Setting up the information management program would be a good choice to answer those rising issues in information management, but not all organizations have the time or the expertise to set up their own system. That is where teaming up with a knowledgeable partner in information management and coming up with a solution for the dilemma comes in. They can help you in reaching a level of information capability without a major up-front investment in software, hardware, and in-house skills.
But still, handing these valued documents to another business entity is a big risk that you need to partake. Here are some tips and reasons for getting an information management expert to do the data management of your business:
1. Invest in Back Office Services hosting solutions that are modern and enterprise-class. Many solutions offer high-end features at usage-based cost model, which allows you to pay only for the services that your business needs and the amount of volume that you process. Also, another advantage is that your business partner is the one responsible for the hardware and software upgrades, thus giving you access to the latest and greatest trends without having to worry on spending more on your limited resource funds.
2. A massive volume of documents is produced by an average business. Locating and retrieving these important records manually can be a tough challenge for your staff. Also, files can be frequently organized by a non-standardized system of indexing schemes. Misplacing any form of data can be risky for your business. A single source supplier of document management solutions can help limit operational and legal risks by integrating the management of an organization’s information assets.
3. An average enterprise with 1,000 knowledgeable workers wastes $2.5 to $3.5 million per year just for searching unreal information, and failing to find accessible information or reproducing information that can’t be found. Professionals spend 5 to 15 percent of their time reading information and up to 50 percent looking for it. If you turn over your data to a document management solutions provider, your data management system can be up and running in a matter of weeks, compared to the number of months it’s needed to evaluate and set up an in-house solution. This helps your workers focus more on the jobs they need to accomplish.
4. Acquiring and maintaining a strong chain of custody of documents is essential to minimize business risks. By choosing a single Back Office Services provider, you lessen the chances of losing a document when it is being circulated or moved to offsite storage facilities. Your service provider will be the one taking care of your documents by using top-class data indexing systems.
5. Letting your company’s information assets be managed by experts in data management fuels process efficiency in your business. A hybrid document management solution combines the cost-effectiveness of traditional paper storage for the bulk of your records, with the speed, convenience, and cost-saving features of digital access. Files are kept in paper format, but scanned and digitized upon demand and according to business needs. Only a single-source provider that offers physical records storage and outsourced document management can offer the efficiency of this hybrid model.
6. Another advantage of acquiring data management for your business is that it provides self-service tools that would help them optimize their job functions. Through the Back Office Services provider’s system of data management, they can provide complete and easy access of files to employees who know their respective file assignments. They won’t be experiencing the hassle of locating for their own files, making their jobs swift and more efficient.
7. It’s not a burden to change your information management strategy. Outsourcing the task to the right people who have years of experience on data management made them experts in the field. Alongside, they can provide holistic solutions to complex data management issues more cost-efficiently.
It’s only a matter of time for you to outsource your files, and before you know it, you’ll realize that your organization is more efficient with work processes and is dealing with transactions with more competence.
Outsourcing your company’s information assets is not a risk. Delegating the responsibility of file and data management to experts allows you to focus more on business functions that matter most.
But, you know what files circulate within your business. You know which ones need to be filed at the right and safe locations, which of those are of topmost significance, and which of those are constantly taken off the shelves for reference.
You are the one who can precisely point out the importance of managing the data within your business and what are the possible risks if proper measures are not taken seriously.
Your organization cannot avoid information management challenges, like locating important data for a transaction. Locating a data alone can affect greatly in a business’ decision making and cost-efficiency status. Information management should be seen and treated with the same status as any traditional business operations; it should be given utmost importance and attention.
Setting up the information management program would be a good choice to answer those rising issues in information management, but not all organizations have the time or the expertise to set up their own system. That is where teaming up with a knowledgeable partner in information management and coming up with a solution for the dilemma comes in. They can help you in reaching a level of information capability without a major up-front investment in software, hardware, and in-house skills.
But still, handing these valued documents to another business entity is a big risk that you need to partake. Here are some tips and reasons for getting an information management expert to do the data management of your business:
1. Invest in Back Office Services hosting solutions that are modern and enterprise-class. Many solutions offer high-end features at usage-based cost model, which allows you to pay only for the services that your business needs and the amount of volume that you process. Also, another advantage is that your business partner is the one responsible for the hardware and software upgrades, thus giving you access to the latest and greatest trends without having to worry on spending more on your limited resource funds.
2. A massive volume of documents is produced by an average business. Locating and retrieving these important records manually can be a tough challenge for your staff. Also, files can be frequently organized by a non-standardized system of indexing schemes. Misplacing any form of data can be risky for your business. A single source supplier of document management solutions can help limit operational and legal risks by integrating the management of an organization’s information assets.
3. An average enterprise with 1,000 knowledgeable workers wastes $2.5 to $3.5 million per year just for searching unreal information, and failing to find accessible information or reproducing information that can’t be found. Professionals spend 5 to 15 percent of their time reading information and up to 50 percent looking for it. If you turn over your data to a document management solutions provider, your data management system can be up and running in a matter of weeks, compared to the number of months it’s needed to evaluate and set up an in-house solution. This helps your workers focus more on the jobs they need to accomplish.
4. Acquiring and maintaining a strong chain of custody of documents is essential to minimize business risks. By choosing a single Back Office Services provider, you lessen the chances of losing a document when it is being circulated or moved to offsite storage facilities. Your service provider will be the one taking care of your documents by using top-class data indexing systems.
5. Letting your company’s information assets be managed by experts in data management fuels process efficiency in your business. A hybrid document management solution combines the cost-effectiveness of traditional paper storage for the bulk of your records, with the speed, convenience, and cost-saving features of digital access. Files are kept in paper format, but scanned and digitized upon demand and according to business needs. Only a single-source provider that offers physical records storage and outsourced document management can offer the efficiency of this hybrid model.
6. Another advantage of acquiring data management for your business is that it provides self-service tools that would help them optimize their job functions. Through the Back Office Services provider’s system of data management, they can provide complete and easy access of files to employees who know their respective file assignments. They won’t be experiencing the hassle of locating for their own files, making their jobs swift and more efficient.
7. It’s not a burden to change your information management strategy. Outsourcing the task to the right people who have years of experience on data management made them experts in the field. Alongside, they can provide holistic solutions to complex data management issues more cost-efficiently.
It’s only a matter of time for you to outsource your files, and before you know it, you’ll realize that your organization is more efficient with work processes and is dealing with transactions with more competence.
Outsourcing your company’s information assets is not a risk. Delegating the responsibility of file and data management to experts allows you to focus more on business functions that matter most.
About the Author
Miche is a self-employed blogger and copywriter from Philippines who has a love on writing and always happy to share his passion on blogging.