Why Outsource your Document Management

Reduced Total Cost of Ownership (TCO)

TCO is a concept developed by Gartner Group to reveal all of the hidden costs in a corporate IT environment. Your initial purchase price is just the tip of the iceberg. In fact, the initial purchase prices of hardware and software may represent as little as 20% of the TCO for these resources. Costs that are frequently overlooked or underestimated in the initial solution assessment include: software and hardware installation and configuration, software and hardware maintenance and upgrade, software customization, custom software application development and set-up, and ongoing system administration.   

Your total solution costs are clearly established in a Statement of Work. There are no hidden costs. Affordable access to world class imaging technology is yours on a pay-as-you-use basis. There are no large capital expenditures or leasing arrangements to worry about. This “pay as you play” pricing means that you are not paying for capacity that you might need in the future, but only what you need, at the time when you need it.

Risk Aversion

As with other technology-intensive projects, establishing and maintaining an in-house imaging infrastructure involves a level of risk. There are many things that can go wrong, and the failure of even one component of the imaging solution can result in a total failure of the imaging project. Outsourcing imaging services to MCDC eliminates the risks involved with in-house imaging projects, as you are expected to pay only for services received.

Your company has probably never undertaken an internal document conversion. Typically, the conversion has to be completed on time, on budget and with as few problems as possible. There is a definite learning curve associated with these projects. The chances of everything going perfectly on your first attempt are not high. You can minimize this risk by outsourcing the conversion to MCDC; our core business is scanning and document management and we have performed numerous back file conversions.

Access to World Class Technology and Scarce Resources

Establishing an in-house imaging system requires the acquisition of costly technology and highly skilled human resources. Unfortunately, it is not always financially possible to purchase world-class, best-in-breed technology, or recruit highly skilled and experienced document management personnel.  

Most companies lack the internal resources required to undertake the burden of converting their documents. Consequently, in order to staff the project, organizations must dedicate and train internal resources and/or bring in contracted labour. Both of these approaches take time and require funding. In addition, unless these employees are working off-shift, additional scanners, workstations and capture sub-systems will have to be acquired, only to become surplus when the project is completed.

By electing to outsource your document conversion and management requirement, your company does not have to worry about staffing issues or acquiring additional equipment. Outsourced service providers give you access to world-class technology and expertise without the high initial costs of an in-house implementation.

Management Focus

The daily operation of an in-house imaging system requires extensive management oversight and intervention. Your business’s core competency is probably not imaging, so why should you waste your management’s time on an in-house imaging installation?  

Document conversions are normally large projects, which involve many diverse aspects of imaging technology and knowledge. Document preparation, scanning, proper indexing, quality control and quality assurance as well as image formatting are just some of the steps that require planning and oversight. These activities require experienced project management. It is common for a simple internal conversion to drain away management time and effort, thus robbing other, more important issues from receiving adequate management attention.

By outsourcing your document conversion to a reputable service bureau, your conversion can be accomplished in a worry-free, hands-off manner requiring minimal direct management oversight. Your management’s efforts will remain focused on managing core initiatives, instead of dealing with document management issues.