Reasons to Outsource Document Management

Countless companies have told me, and continue to tell me, that they handle their document management and storage internally. For some it works, for some it doesn't. It's important to consider what goes into managing documents when done both internally and when outsourced.

Files are recalled from storage for a number of reasons. Some of these reasons may include an audit, a medical record needed for litigation, or a closed court case being re-opened. There are costs involved in retrieving a file. The only difference is, when done internally, these costs aren't seen on a monthly bill from an outside vendor. Managers tend to be turned off by the idea of seeing a few dollars on a bill for a file retrieval. When an office employee is sent to the off-site storage site to retrieve a file, most of the time it costs more than a couple of dollars.

The point is that there are expenses incurred when managing and storing business documents. Whether they are line items on an invoice from a vendor or costs paid in wages, insurance and gas to your own employees. It appears to be less expensive for a manager when his/her employees do the work because he/she's not paying anything extra. What is being paid for is the hourly wage or salary, the liability involved, insurance, and lost production.

Here are some of the reasons to outsource your document management:

1)      You only pay for what you want

 You don’t pay for services you don’t use and we don’t provide services you don’t tell us to.

2)      Document management demands a specialist solution

 It’s hard to manage, track and accurately access thousands of files.  Docu-Trust is dedicated solely to managing business documents and therefore has in place the appropriate and necessary tools to make it easy for you and your staff.

3)      We work with you to meet your challenges

 Every business is unique and operates differently.  We understand that and work on solutions that are just as unique as you are.

4)      Chain of custody is vital

 It’s important to know where your documents have been and who is accessing them.  When they changes hands, you should know and understand the flow.  With any change of custody, we insure that your vital documents get into the right hands at the right time with a work order tracking system. 

5)      Hybrid solutions drive efficient document management

 We keep up with industry standards and their changes.  This allows us to manage your documents efficiently and easily.  The pressure isn’t on you anymore to make sure that things run smoothly.

6)      Give your workers control and hold them accountable

 Only authorized users within your organization have access to your files.  You can limit that access as much as you want.  This keeps information in the right hands, helps keep control and holds them accountable.  Authorized users’ names are linked with all transactions that they participate in, facilitating control and accountability.