Benefits of Outsourcing Data Processing to OutProsys
Benefits
Our 5 Step Data Processing Solution
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Benefits of Outsourcing Data Processing
Generally speaking, document, image, video and email processing is a non-value add item to companies with an inherently high processing and people cost as well as error prone procedures. What we deliver is fixed cost item processing solution that takes away the pain of data processing and delivers valuable electronic information and data analysis to allow your business to focus on what you do best.
towards activities which have a greater return, by outsourcing the document management function to us, which is a labour intensive, non core function.
with our double capture process flow, which eliminates incorrect decisions and financial loss from inaccurate data.
by gaining access to our operational economies of scale, moving to a more predictable fixed unit processing cost and eliminating unpredictable variable costs often associated with in-house services.
by accelerating overall turnaround times, eliminating backlogs and receiving clean electronic data and images of the original document within your required deadlines.
that provide unverified raw document data that often requires more time to correct than to simply re-capture. We offer a unique combination of highly-trained operators and leading recognition technologies to efficiently & accurately double capture data at a line item level.
into the work-flow via our Web Portal which tracks the Documents and Images from receipt to return of the data, whilst maintaining a full audit trail & backup of your data offsite and online.
associated with recruiting, training and performance managing staff required to perform the service in-house, whilst gaining access to a larger talent pool and a sustainable source of skills from us.
by creating a paperless workflow using our Web Portal and freeing staff to focus on handling your customer and supplier disputes and exceptions.
with wider experience and knowledge in the field of data processing as well as operational best practice and specialist intellectual property that would be difficult & time consuming to develop in-house.
by defining your required service levels in terms of a legally binding contract with financial penalties and legal redress covering accuracy and turnaround. This is often not the case with in-house services.
by moving to a fixed cost, per-transaction, pricing model, where your cost scales along with your business and budget requirements.
by maintaining a full backup of your electronic data and documents on our servers, running mirrored hard drives, located across two physical buildings backed up daily via an encrypted wireless link.
by allowing identified anomalies to be flagged for the relevant approver's resolution. The nominated approver can then forward, hold, reject or approve the document. This solution runs using our Web Portal workflow, with email alerts and automatic escalations built in, which ensures that anomalies are dealt with quickly and documents don't get lost or stuck in approvers' in-trays.
by outsourcing to a scaleable, secure, and resilient operation that can grow with your business and manage the risks associated with providing excess capacity. Both our sites are supported by a combination of UPS's and Generators which can keep us operational, in the event of a complete power loss for an unlimited period of time.
by enabling users who submitted documents to track their status online from receipt through to approval as well as check the completeness, accuracy & validity of the data captured. This secure, self-service capability dramatically reduces resources and costs required to handle daily calls, status requests and returned post.
and accelerate your implementation by using our solution that is already optimised, tried and tested.
OutProsys provides outsourced data capture, document processing and digitisation services that improve efficiency, reduce operational costs and increase data accuracy for companies in insurance, healthcare, logistics, education and financial services.
Quality, Compliance & Secure Data Processing
Frequently Asked Questions
What are the main benefits of outsourcing data processing?
Outsourcing data processing helps businesses reduce manual admin, improve turnaround times, control processing costs and access specialist skills without building a full internal team.
For many companies, document, image, email, video and form processing are necessary tasks, but they are not the core work that drives growth. OutProsys helps move those labour-intensive processes into a managed environment where data can be captured, validated and returned more efficiently.
Can outsourced data processing reduce operational costs?
Yes. Outsourced data processing can reduce costs by replacing unpredictable internal staffing, training, management and infrastructure costs with a more predictable processing model.
OutProsys can support fixed unit-based processing, which means costs can scale with actual volumes. This is especially useful for businesses with fluctuating workloads, seasonal peaks or high-volume workflows where maintaining a permanent in-house team becomes expensive.
How can outsourcing improve turnaround time?
Outsourcing can improve turnaround time by giving your business access to a trained processing team, structured workflows and capacity that can be scaled around deadlines.
Instead of relying on internal staff who may already be stretched, OutProsys focuses specifically on processing incoming data and returning it within agreed timelines. This can help reduce backlogs, speed up customer or supplier workflows and prevent important documents from getting stuck in internal queues.
How does OutProsys improve data accuracy?
OutProsys improves accuracy through structured quality control processes, experienced operators and, where needed, double-capture workflows.
Double capture means the same data can be captured or checked by more than one operator to reduce errors. This is especially important for handwritten forms, claims documents, medical records, application forms and any workflow where inaccurate data could lead to wrong decisions, delays or financial loss.
Why not just use OCR or AI recognition software internally?
OCR and AI recognition tools can be useful, but they often produce raw, unverified data that still needs to be checked, corrected and validated.
This becomes a problem when documents are handwritten, unclear, inconsistent or business-critical. OutProsys can combine recognition technology with trained human validation, giving clients a more reliable result than relying on software alone. In plain English, the robots help, but the humans still stop them from getting too confident.
Can outsourcing reduce staffing pressure?
Yes. Outsourcing can reduce the need to recruit, train, manage and retain internal staff for repetitive or high-volume data processing work.
This is useful when a business needs consistent processing capacity but does not want the cost or complexity of managing a large back-office team. OutProsys provides access to trained operators and established processing workflows, allowing internal staff to focus on work that requires direct business knowledge or customer interaction.
How does outsourcing improve workflow visibility?
Outsourced processing can improve visibility when documents and data are tracked through a defined workflow from receipt to completion.
OutProsys can support workflows where documents are logged, processed, validated and returned with a clear audit trail. In some cases, clients can also use secure portal access to search for original records, check document status or review processed information when needed.
Can OutProsys help with backlogs and peak processing periods?
Yes. OutProsys can help businesses manage backlogs, seasonal spikes and high-volume processing periods without forcing them to permanently increase internal headcount.
This is particularly valuable when volumes fluctuate, deadlines are tight or the business needs extra capacity for a campaign, claims period, enrolment cycle, survey project or operational backlog. The goal is to keep processing moving without overwhelming internal teams.
How does outsourcing reduce business risk?
Outsourcing can reduce risk by placing data processing inside a defined service model with agreed turnaround times, accuracy requirements and quality controls.
With in-house processing, errors, delays and staffing gaps can be harder to measure and manage. A structured outsourcing partner gives the business clearer accountability, documented workflows, audit trails and service-level expectations. For sensitive or regulated data, security and access controls also become a key part of the process design.
When does outsourcing data processing make the most sense?
Outsourcing makes the most sense when a business has recurring or high-volume data processing work that is slow, costly, error-prone or difficult to manage internally.
Good-fit projects often include handwritten forms, claims documents, customer applications, invoices, survey forms, medical records, logistics data, AI-flagged events and any process where data needs to be captured, validated and returned reliably. It is especially valuable when faster turnaround, better accuracy or lower processing costs would have a clear business impact.