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The Benefits to Outsourcing and Automating Imaging and Data Capture Services

There is a need to provide employees with the best tools to do business efficiently, reducing the time spent on non-core business functions and processes such as document processing and data entry. Especially in the wake of COVID-19 and remote work policies, outsourcing and automation has become a focus of many organizations. These organizations are often looking to deploy solutions in document scanning and indexing, accounts payable automation, digital mailroom, financial document processing or really any mission-critical document or data processing. There are, of course, business case considerations and “outsourcing and automation” must be compared in performing similar service “in-house”.

Please read about our experience on the benefits of outsourcing:

Benefits of Business Process Outsourcing and Automation

1. Reduce Capital Expenditures and Operating Costs:

By outsourcing and automating, companies significantly reduce or eliminate capital expenditures and large fixed costs. For example, Octacom’s fees on a “per image” or “per document” basis, leading to a completely variable cost structure. As well, with imaging and data capture is our primary business, we operate faster and can provide lower costs that the “in-house” alternatives. Finally, Octacom provides its Odiss Document Management Software, to solve your digital archival and workflow needs.

2. Enhance Accuracy:

Every mistake made in the imaging process costs the business money in added labor and increasing backlogs. Working with a company like Octacom, multi-level quality assurance is provided significantly reducing error rates and ensuring a streamlined, high accuracy output. We are experts in document imaging and data capture, leading to an optimized and robust process.

3. Increase Redundancy and Scalability:

Managing people comes with challenges, especially when performing mission-critical imaging, processing and data capture services. Time off can be devastating to business operations. Similarly, in the event volume drastically increases, the team may be not be able to keep up, whether due to time, technology or skill. By working with Octacom, technology is optimally employed and there is significant redundancy in processing staff. Our cross-functional and cross-trained team serves hundreds of clients and we are staffed such that we consistently meet or exceed turnaround time requirements. An unexpected time off request from a team member (or from many), or a sudden increase in volume, does not impede our ability to meet client requirements!

4. Keep Current with Technology Trends:

Companies that are looking to go “in-house” must invest in hardware and software to address a particular business need. Not only does this burden the business team with people, technology and costs to manage, but also may burden the infrastructure and IT teams with additional tools to manage, maintain and upgrade. A document imaging and data capture service provider like Octacom has a requirement to stay current with technology to support the growth of new clients, and makes these investments rather than clients needing to do so. For example, Octacom stays ahead of client requirements and suggests methods for process improvement as part of its continuing services. Octacom also must keep current with security and compliance, ensuring safety of your documents and data. 

So… what does outsourcing and automation offer?

In summary, outsourcing gives greater stability, scalability and an overall more cost effective solution for document imaging, processing and data capture than most in-house operations. Since imaging is a solution meant to last for years or decades, outsourcing and automation with an appropriate partner provides a host of benefits and flexibility.

If you are considering a document imaging, processing or data capture service, we would be pleased to speak with you and walk through Octacom’s approach to partnership as a mission-critical business partner!


 

About Octacom

Octacom is SOC 2, Type 2 audited enterprise software and services company focused on document and data management solutions. Founded in 1976, Octacom specializes in accounts payable automation and automated invoice processing.

If your organization is looking to implement document processing or business process automation, please contact us and we would be glad to help.





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