Electronic Document Management Services

You must be experienced in outsourcing by now. According to a Gartner research report in 2004, as many as 400 out of the Fortune 500 companies turned to India's large pool of skilled and English-speaking talent to cut their costs.

Any particular reason I should consider using Outsource2india's document management services?

Outsource2india is not a typical Indian company. About 50% of our work is done in-house and our partner vendors handle the other 50%. Some management gurus would consider us the networked company of the future.

We can provide solutions that our competitors might not be able to consider. We can be very diverse and at the same time provide in-depth focused services. For example we can do the document conversion part of a project in-house but work with an established vendor to provide specialized software and related services.

What does the term “Electronic Document Management Services” actually mean?

We use this term to mean the overall service of setting up a system for a company to find and access all their digital documents.

What companies outsource electronic document management services to Outsource2india?

A host of companies outsource to us ranging from small to Fortune 500 companies including industrial, law offices, government and universities. The list of countries we have worked with is growing, but we largely serve USA, UK and other European countries.

How do I get more specific information about capabilities, references and costs?

Your first step would be to contact us via our online form. We can then call you or email you depending on your preference. We are sensitive to confidentiality issues and welcome your specific suggestions.

Why Electronic Document Management Systems (EDMS)?

The most valuable information in any organization is usually in the form of documents such a business reports, forms, memos, letters, policy statements, contracts and agreements. Most business processes are driven by document flows. Electronic Document Management promises major savings and an increase in productivity and performance by applying new technology to documents and their processing.

EDMS (electronic document management systems) is not where Industry is headed in the future; it is where the industry is right now. Business today is re-engineering and rightsizing. Effective sharing of information among employees is the key to flattening the decision-making hierarchy, allowing for a leaner, more responsive company.

The biggest difference between people who can take advantage of the latest document management technology and those who fail to is not money - it is knowledge. By arming yourself with knowledge, you can make the best decisions for you and your business. Your decisions will have ramifications for at least the next five to ten years.

Electronic Document Management Systems (EDMS) can save paper, speed up communication and increase the productivity of business processes. Documents in themselves, can be a direct source of revenue (products - books, magazines) and secondly, serve as sources of important and valuable information (information management).

EDMS encompasses a huge gamut of products and services. There are different types of EDMS including with or without Imaging – with or without workflow- with imaging and workflow.

What are a few Advantages of Digital Documents?

Consider the following statistics:

• Paper files are doubling every 3.5 years
• The average document is copied 19 times
• Each day one billion photocopies are made (Sources: AIIM, Forrester, Star Securities, US Department of Labor)

It is therefore a strategic decision to convert all paper-based information to equivalent electronic information, which is accessible anytime, anywhere.

Why is Document Retrieval Important?

Do you often wonder “Where is that document?” Do you duplicate a lot of work because we cannot find the right information? The unfortunate reality is that we do not measure the impact of an inefficient document system.

For this, we would need to measure the time spent filing, retrieving and the opportunity lost because we could not quickly and easily locate the information we required. The easiest way to understand the benefit is to think of the times you get a request for a file, you know its exact location and can retrieve it quickly, compared to being asked for a document you are not sure exists and/or where it might have been filed.

What are the Advantages of Multiple Location Access to Documents?

With emphasis on improving customer service, companies are often placed in a situation of needing information quickly at the location providing the best accessibility to customers. The requirement for information made available from multiple locations typically stem from any of the following: Regional offices, onsite, telecommuting, staff working at home, conferences, regional customers.

There are many reasons, but they all come down to one thing: A need to have fast access to the most accurate information, no matter where the location. The easiest way to achieve this is through electronic distribution of records.

How much space can I save if I go digital?

Most offices these days waste an incredible amount of space storing documents. Research shows that an average office contains one-third space for people, one-third for walkways and the last third for storage. Using the above figures it can be agreed that one-third of rent, electricity and heating costs is being spent to keep filing cabinets warm and happy.

The cost of storage is not only the space but also the physical resources used to store the information. For example, boxes, dividers, folders, plastic sleeves, filing cabinets, shelving, etc. If the fixed costs associated with storage were eliminated, the impact on a company's results would be very significant.

What about Security Risks?

Document loss, damage or theft comes in many forms. It is most likely to be because of staff not taking the care to return or re-file documents correctly.

To prevent this from happening scanning systems and services can scan documents into electronic format. Once in electronic format, software that controls and monitors access is provided.

How do I protect documents from Fire, Hurricane, Earthquake and Terrorist Risks?

How often do we plan for disaster? The unfortunate reality is that most companies would not be able to adequately recover from a disaster. With the majority of important information stored in paper files, which also happen to be the most flammable, hard to move and hard to protect, companies often put themselves in a very vulnerable situation.

How will electronic document management reduce Document Retrieval Costs?

It is hard to calculate the amount of money spent retrieving and storing documents. Most companies simply do not have the resources to calculate how much time and money is being wasted.

Computer based indexing of document information running on a low cost system can permit fast and remote access. With storage costs coming down rapidly, such systems can now be increasingly considered as a practical proposition.

What is the next step?

Now that you realize the importance of Electronic Document Management, it is time to act. However not everyone may have the resources, time, or financial capability to carry out this process internally. Outsource2india can help you here. Click here to complete a form to contact us.

Outsourcing Electronic Document Management

From the information above you can see the importance of Electronic Document Management. However not everyone may have the resources, time, or financial capability to carry out this process internally. This is where outsourcing comes in. Read more about outsourcing EDM and scanning systems and services, outsourcing your EDM needs to India.

Please contact us here with your outsourcing requirements.

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