Most businesses live and die with the accuracy and dependability of their document production. As companies grow in size, the amount of documents they produce is sometimes too much for them to handle. The amount of time, money and resources expended in document creation and management begins to take a toll on other parts of the organization. This is why many companies are now choosing to outsource all of their various document needs. Here are a few of the biggest benefits for using a document outsourcing service with patient friendly billing.
1. Chain of custody
In today’s world where hacking and corporate espionage are always in the news, it is imperative that you minimize your company’s amount of risk by strengthening your chain of custody. If your documents are stored inside your actual offices, they will often be transported to a facility located off-site so they can be scanned. After the scanning has been completed, they are returned and filed. This amount of transportation exposes your sensitive company documents to possible theft, misplacement or misfiling. However, if you outsource your document management, all of the risks involved with chain of custody issues will be eliminated. The security of your company’s sensitive data will be maintained.
2. The professionalism of a specialist
With the enormous amount of documents that are produced by most businesses, finding and obtaining critical documents quickly when they are needed can be a difficult task. Also, the organization of files is often done by using indexing schemes that are non-standard. Therefore, these schemes are not supported by access methods that are used in all departments. A company that specializes in document management uses one common method for document organization, allowing you access to information in the fastest manner possible.
3. Employees have control
Employees appreciate having self-service management tools and document access. In today’s business world, end users need to have management and access capabilities when it comes to digital files. These are the people who work with these documents every day, so they know them better than anyone. Image capture and intelligent scanning capabilities can address the individual requirements of every type of document.
4. Reduced overhead
Every business is always looking for ways to save money. By outsourcing your document management, the significant up-front expenses of setting up your own document management infrastructure can be completely avoided. The cost of buying your own automation software, hardware and hiring a staff to handle all of your document tasks would be enormous.