Why your Business needs Document Conversion today.

The digital world of today is fast-paced, with little room for slow turnaround times. Most businesses don’t expect to have to wait to have access to the information that they need – they want it right now. This is where the value of digitised documents really come into their own.

Document conversion is the process of capturing your hard copy documentation into digital format. it can be a timely and laborious process, but the benefits far outweight the negatives.

The benefits that this gives to the typical company are immense. Let’s look at what you can expect:

  • Cost savings through your cancelled storage space contract. You no longer need that physical storage space.
  • Easy management and retrieval of records – far less embarrassing when this involves your clients and it will leave you with more time for your core business.
  • Prevention of lost documentation and records – again who wants to show themselves up or even worse, lose clients through dis-organisation.
  • The use of voluminous or complex data into information that you can easily access and use. Even data that you may have considered writing off due to the time it would take to access it electronically.
  • No need for manual rekeying of data

In summary, you’ll gain far more flexibility and will benefit from a system that you can rely upon to deliver the results. Your documentation and records will be organised in a way that you can count on for security, expediency and management of data.

Many companies outsource their data capture requirements to companies who specialise in it, allowing them to focus on their core competencies. If you’d like more information on how we can help you, get in touch today.


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Document Management: How to get started

Good document management is essential to a solid business process. A well implemented system can save employees time and effort, ultimately translating to greater profitability. But what is Document management and how do you get started? Our short guide will help you figure it out.

What is document management?

If you’re confused over what document management really means, don’t worry, you’re not alone. It’s a very broad category that refers to converting paper files to digital form, which makes all files searchable by type and keywords. It also lets you sync files when you make changes to a document and makes it easy for authorized employees to access documents at any time and on any device.

A document management system (DMS) can refer to any technologies needed to do any or all of these parts. Therefore, you must be careful in comparing and selecting products because the “document management solution” label doesn’t tell you everything you need to know.

How to Prepare for Document Management

The first step in document management is to decide which documents you need to manage. And, no, that doesn’t mean you should start by scanning all that paper bulging from your file cabinets or stacked to the ceiling of your storage container. Instead, proceed in manageable and less overwhelming chunks.

Start by picking a category of documents that is most critical to your company, and start digitizing those. If they’re already in digital form, look for ways to make them more manageable and useful. Also, remember that not all of your documents are on paper. Email is another source of documents, and so are files that you store in the cloud-based services such as Dropbox, Salesforce, or Office 365.

Once you know which documents you want to manage—and where all the documents reside—choosing a document management solution to handle it all becomes infinitely easier.

Good luck!


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How can barcodes help with Document Capture?

Though not easily interpreted by people, bar codes are easily ‘read’ by computers.They are a great way of capturing paper based information into electronic format, for importing into your document management system.

Barcodes are used prior to scanning in several ways:

Pre-printed on the document to give a unique ID
Pre-printed on separator pages to indicate that a document is ending and a new document is beginning
Printed on labels (either pre-printed or printed on demand) and affixed to documents with unique values.
Data Capture software is able to read barcode information really quickly with amazing accuracy. Reducing the number of errors means you can get the job done speedily, and no more manual indexing!
What exactly is a barcode?

A barcode symbol consists of a series of vertical bars and spaces of various thicknesses.These are broken down into groups of bars and space patterns which represent individual human recognisable characters (0-9/A-Z).

Example barcode Construction (Human Readable) * 1 2 3 4 5 *

Each barcode character consists of five black bars and four inter-spaced white spaces.The information contained in a barcode is converted back into human readable text by a barcode scanner or specialised software. This process takes a fraction of a second.


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3 Golden Rules for Outsourcing

From banking call centres to data capture, outsourcing non-essential activities to external service providers makes perfect commercial sense. Greater resources from the service provider, as well as deeper skill sets and focused attention on service levels, mean that outsourcing can relieve many of the pains asscoiated with tasks outside of your core business function. In order to reap the benefits, it pays to invest some time and effort in structuring the outsourcing relationship – before the contract is signed. There is genuinely no barrier to creating shared goals in which both sides benefit, provided that the business and corporate objectives are understood and aligned.

Below are 3 golden rules we like to abide by when looking at creating an outsourcing relationship:

1) Shop around

It is essential to play the outsourcing field a little, and learn about who is in the market. For example, what services are on offer, what are their strengths
and weaknesses? Are any of the players ‘your type of company’, and do they share your corporate culture?

2) If it doesn’t feel right, walk away

Does the service provider’s corporate culture feel right, and does it fit with your company? Outsourcing is a particularly close form of
business relationship. In effect, outsourcing means that an internal service division (customer service, accounts, technical support, logistics) is being run and managed by another company – and you will work with and speak with this other company’s teams on a regular, if not daily, basis.
In many cases, the outsource provider’s staff will be representing your company to the outside world, and it is absolutely essential that the two companies’ cultures are a close match.

3) Keep it simple, stupid

Write down, on one side of A4, what you want, how it will be measured, and the specific goals to be achieved. Too many potentially good deals have been ruined because of parties getting bogged down in overly technical discussions. Focus on the output, not the methodology.


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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.


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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.


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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.


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How Data Capture can handle your Business

Manual Data Capture can be timely and demanding process, taking time away away from your core strengths and ultimately costing you money. However, it doesn’t need to be this way.

Modern businesses are overwhelmed with information overload, most of which comes in paper format. It not only becomes exceptionally difficult to store such bulk paperload, but retrieving important information when required also becomes intimidating amidst piles of documents available. Moreover, manual data entry is expensive, time consuming and labor intensive, which eats up a significant portion of total operational costs and that too in a non-core activity. In the hassle of manual data entry and organizing important information, businesses are unable to focus on their core competency, while lack of data is leading to inefficiency, poor performance, and increased costs.

Professional data capture services can provide you complete peace of mind, with advanced technology being leveraged to gather valuable information from documents and converting them into easily-retrievable, high quality digital format. This not only saves valuable time and money for your business, but also streamlines your data management allowing for better, faster decison-making.

The advantages of a professional data capture agency include:

• Latest tools and advanced data capturing processes to gather information from virtually any source
• 100% confidentiality and data security
• Cost-effective and high quality data capturing solutions
• Quality checks and monitoring
• Prompt delivery

If data capture is not your niche, outsource professional services for effective information management and intelligent decision making.


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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