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Outsource Your Document Management

Posted by: Today's Tip Contributor on May 13, 2010

Documents are the lifeblood of any organization, regardless of size, industry, or location. In addition to their inherent value, documents also present challenges of cost and risk beyond even what the savviest executive may realize.

When confronted with information management challenges, most organizations have typically operated on a reactive basis, developing "on the fly" solutions to specific problems as they arise. Thus, many programs are inefficient, and companies pay more than necessary to manage this information and expose themselves to unnecessary risks. Few organizations have the time or expertise to build and implement an information management strategy that meets today’s needs.

Get your information management strategy and program on track by working with a knowledgeable partner to improve your information management without a major up-front investment in software, hardware, and in-house skills. Consider the following tips:

1. Get an expert to tame the paper monster. Due to the sheer volume of documents in any organization, locating and retrieving vital records in a timely fashion can be a massive challenge. A single-source supplier for document management solutions can help solve this problem and limit risk by bringing a holistic approach in managing an organization’s information assets.

2. Chain of custody matters. Every time a document moves from location to location, it runs the risk of being damaged, compromised, or lost. For example, a physical record moved from an off-site storage facility to a second location for electronic scanning and then returned for refiling introduces more liability with each step. By choosing a single-source provider for records and document storage and solutions, chain-of-custody risks are mitigated.

3. Hybrid solutions combine speed and savings. A hybrid document management solution, in which files are kept in paper format but scanned and digitized on demand according to business needs, combines the cost-effectiveness of traditional paper storage with the speed, convenience, and cost-savings of digital access.

Chris Churchill
Vice-President, Document Management Solutions
Iron Mountain

Reader Comments

Gourab Nanda

May 21, 2010 3:56 AM

You are right Chris. Document management and many other back-office tasks like bookkeeping, writing, editing can be easily outsourced and and done be professionals. Typically, a small business that does this work in-house gets it done through receptionists, or people who do not have competency in document management. What small business owners don't realize is that they waste the time of their employees by handing them tasks they are not suited to do. Apart from wasting time, there's tremendous productivity loss, loss of focus, and demotivation among employees.

Outsourcing such activities to professionals or virtual assistants can benefit small businesses tremendously. Here are some of the jobs that can be done by virtual employees:

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