Category Archives: Outsourcing

What is Outsourced Data Entry?

Data Entry is pivotal to any business looking to upgrade to a paperless environment. However a lot of businesses may not necessarily have the skills or resources to perform this important function in-house. In this post, we explain exactly what Outsourced Data Entry is, and how it can help your business.

When a business takes the data entry work they have, and sends it to a dedicated data entry business, or a freelancer, this is data entry outsourcing. It simply means that the business to whom the data belongs is not physically doing the processing work, but is instead shopping it out to another business or individual. Data entry is the act of transcribing written documents into computer data, or of transcribing one type of electronic data into another.

This data might mean names and addresses, computer programming information, medical records, or financial information, just to name a few. People who excel at data entry are very detail oriented, are quick typists, and able to check their work for errors as they go. Businesses use data entry outsourcing to save time and money; though of course there is a fee associated with outsourcing the work, it is often less than it would be to hire someone directly to do it.

Most data entry outsourcing companies offer some sort of non-disclosure guarantee, to verify that the data will remain safe and secure. In addition, the company might also offer a quality guarantee, as well as the benefit of having trained employees doing the work. Of course, for small projects or projects with longer deadlines, using an experienced freelancer is another option for data entry outsourcing. Data entry outsourcing is especially attractive for companies that only occasionally need the service, such as for producing annual or semi-annual reports.

Ultimately, outsourcing data capture can help your business streamline it’s document management process, as well as ensuring vital copies and documents are not lost or carelessly disposed of.


do what you do best, outsource the rest

The Top Five Reasons to Outsource

Whether or not to outsource is one of the more important decisions companies face in today’s tough economic climate, with proponents and detractors alike making good arguments. Whatever your viewpoint, it is undeniable that a professional and competent outsourcing partner can make a huge difference to your bottom line. Below are our top 5 reasons to outsource:

1) By delegating responsibilities to external agencies companies can wash their hands off functions that are difficult to manage and control while still realizing their benefits.

2) Freeing up internal resources that could be put in to effective use for other purposes is also one of the primary benefits realized when companies outsource or offshore.

3) Some companies also outsource to help them expand and gain access to new market areas, by taking the point of production or service delivery closer to their end users.

4) Lower operational and labor costs are among the primary reasons why companies choose to outsource. When properly executed it has a defining impact on a company’s revenue recognition and can deliver significant savings.

5) Outsourcing and offshoring also enable companies to tap in to and leverage a global knowledge base, having access to world class capabilities.


do what you do best, outsource the rest

5 Things to look for in your Outsourcing Company

When you hire an outsourcing company, you are essentially choosing a partner for your business. The vendor should work in harmony with your business and have the same type of work ethic and dedication to success.

  • Don’t wait until you need help. Now would be a good time to find out about outsourcing resources and who has the kind of expertise your company requires.
  • Be clear about what you want outsourcing to accomplish. Communicate projects, expectations, fees and timelines to your vendor.
  • Use a company to help you find the talent you need. Check out several companies yourself.
  • Technology matters. In addition to email, high speed web access, etc., is the technology of the outsource company secure with built-in redundancy in case a file gets lost?
  • Price isn’t everything. Ask for referrals and if possible, demo the product or service before buying.

Outsourcing is no longer about cutting costs and saving money. It is about how to do things quicker, more efficiently, getting to the market faster than your competitors, maximizing workforce flexibility and gaining access to highly qualified employees. Outsourcing is becoming one of the most significant business trends of this decade.


do what you do best, outsource the rest

3 Ways to Organise your Small Business better

When you’re a small business owner, every day feels like a 12 hour day. However, with the right tools and business processes, there’s no reason you can’t start to free up some time to enjoy your evenings and weekends. Here are a few ways we recommend you streamline your business:

– Organize Your Inventory
You’re likely already organizing your inventory, but how efficient are you? If you’re like many small business owners, you’re likely using an Excel spreadsheet. The first thing to do is to stop. There are multiple reasons why Excel is bad for inventory tracking. It’s inaccurate and will cost your business time, money and unwanted stress. What’s the solution? Automate your inventory tracking with an inexpensive inventory control system.

– Manage Your Email
Responding to emails is an essential task for a small business owner and his or her employees. Many people find this task daunting, and it adds unnecessary stress to their daily work routine. By downloading a mail manager programme, you’ll be able to prioritise tasks and feedback quickly and efficiently.

– Outsource, outsource, Outsource
If there’s a process or business requirement that needs fixing and it’s not within your skillset, outsource it. Tasks like Data Capture, HR, or even Payroll are easily outsourced, and with the right set of partners, your life will immediately become easier.

We understand that the daily tasks of running a business can be time consuming, but hopefully with a few of our tips, your small business will be on its path to efficiency.


do what you do best, outsource the rest

Document Processing: What is it?

Document Processing is one of those terms we often hear about, but what does it mean exactly, and more importantly, how can it help your business?

Wikipedia defines Document Processing as the following:

“Document Processing involves the conversion of typed and handwritten text on paper-based & electronic documents (e.g., scanned image of a document) into electronic information utilising one of, or a combination of, Intelligent Character Recognition (ICR), Optical Character Recognition (OCR) and experienced Data Entry Clerks.”

All of this makes sense, but how does it help your business? Well it all boils down to one word: Accessibility.

Your business depends on information. But can your employees easily locate the information they need when they need it? In most companies, documents are stored in a variety of places – on networks, on individual PC hard drives, CDs, and zip drives, in file cabinets and in desk drawers. To complicate matters, the people who need to access these documents are often situated in different locations as well.

The answer for an increasing number of businesses – large and small – is a document management system. By processing all documents in a uniform way, and through a uniform system, your workforce should have access to all the data they need, whenever they need it.


do what you do best, outsource the rest

4 Business Processes You Can Outsource Right Now

In the age of minutely optimised business processes, identifying whether or not your business is in the right space for outsource data processing can be a tricky process.

Every company understands that some of their data is sensitive and can only be handled with utmost confidentiality and security. To ease workload, a few of the services can be outsourced to professional BPO firms, here are our top 4:

Data Processing

Taking care of business and personal requirements can eat up a lot of your precious time. Processes such as insurance claims, surveys, forms, checks, customer document processing and image processing need experienced hands. Recruiting and training new personnel to handle this can take time and the results might not be efficient. Outsourced data entry companies have the relevant experience and can handle this to your satisfaction.

Data Entry

If you have data in hard copies that you need converted into soft copies, then outsourcing to data processing companies could the right option to take. Typing data from scanned images into computer applications can require a team of people who are experienced, especially if you are looking at huge volumes. The advantage outsourced data entry companies provide is that of ready and experienced staff.

Data Capture

It is not easy to find tailored data capture services especially when you are dealing with less established outsourcing firms. Offshore firms in BPO optimized countries evolve with new data processing technologies.

Indexing and Scanning

Companies with large volumes of documents that need to be scanned and indexed can require high-speed scanners that are expensive and may not be affordable to small-scale businesses. This process can be outsourced to data processing firms that can do it at affordable costs. The result will definitely be high resolution and neat documents. Indexing on the other hand is very tedious. Categorization, retrieval of information, conversion and archiving need experience as well and advanced technologies.

For both SMEs and established businesses, outsourcing to data entry companies can be a feasible choice especially if the documents and the data involved is not too sensitive to be handled by outsourced companies. In a general sense, it is a way of getting your data processed quickly at an affordable cost.


do what you do best, outsource the rest

Setting up a paperless office: What you need to know

Paperless offices are rapidly becoming the norm, and while the benefits far outweigh the negatives, the transition period can be an intricate and lengthy process if not planned properly. With over 20 years of collective experience in the Data Capture and Document Management industry, we’ve learnt some valuable lessons about planning a paperless office. Here are some of the questions you should be asking:

  • How much of your paper do you want to convert? How far back do you want to go in converting paper files?
  • How will you handle the paper that still comes in from vendors, partners or customers? Or, that you can’t convert, like legal or tax-related documents?
  • How expensive is new equipment or software, or both, and how does that fit your budget?
  • What’s your proposed process for going paperless and your time frame?
  • How will you inform staff and get them to buy into the process so they accept the changes you want and don’t slide back into heavy paper use?
  • How much help do you need from outside? (This could be a consultant to manage the conversion process, a vendor for new equipment and software, a firm to do actual data conversion, a hosting service to move electronic files off site, security experts or employee trainers.)


While many of these may seem obvious, it’s also important to look at taking these basic steps during  the transition process.

  • Commit to going to a paperless office,  convince staff to go along with it by explaining the advantages for each of them individually, and as a group, involve them in the process.
  • Check your existing computer hardware to make sure it’s robust enough to handle added applications and file storage. Make sure you have a reliable backup system for all the files you will be adding.
  • Analyse what you need and plan to accomplish. Think about what you’re likely to need in the future with a growing business, as well as now. Think about which documents need to be accessed often or quickly, which need extra security, and which could be removed after a certain time.
  • Develop a transition plan and a timetable.
  • Start small with just a single department or area of our business so you can address any problems before broadening your scope.
  • Do a small test project; make any needed changes; and then move to the transition in your first department.
  • Develop a plan for ongoing company-wide use. Include a document storage plan for employees with specific guidelines.
  • Gradually take your paperless transition through the company.


do what you do best, outsource the rest