Outsource Document Management - Benefits & Top Systems

Managing documents can be a major challenge for growing businesses. Outsourcing document management to experts like Prime BPO offers a cost-effective and secure solution. In this article, we’ll explain what document outsourcing involves, key benefits, how much it costs, and which systems are best for your needs. You might be wondering why outsourcing this important task makes sense and how your business can get started easily. We’ll explain everything clearly.. We explain what document outsourcing means, the benefits of using document management services, how much it might cost, popular systems used, and simple steps to help you get started successfully.

What is Document Outsourcing?

Document outsourcing is when a business hires another company to take care of its document-related work. Instead of doing everything themselves, things like creating, sorting, storing, or handling documents, they let experts outside the company to manage it.

This will help the business to:

• Save time and money
• Avoid mistakes
• Focus on their main work

Outsourced document tasks can include:

• Scanning paper files
• Typing or entering data
• Organizing and storing documents
• Managing digital files
  
  

It’s especially helpful for companies that deal with lots of paperwork or want to keep their files safe and easy to find using modern technology.

Benefits of Outsourcing Document Management Services

Outsourcing document management has many benefits that can help a business work better and save money. Some of the main benefits include:

1. Cost Savings

Managing documents in-house requires ongoing investment in software, servers, secure storage, and IT support. Outsourcing eliminates these overhead costs. At PrimeBPO, our clients typically save 20%–40% annually on document-related expenses. And a well-trained staff that can handle and manage all this. Outsourcing can help you save money because the company you hire handles everything for you. They usually charge only for what you use, so it’s more flexible and cheaper.

2. Better Security and Safety

When you manage documents yourself, paper files often move from one place to another to be scanned or stored. This can cause lost or misplaced papers. A strong system tracks every step of your document, which means that wherever your documents are, you know exactly how everything is going. 

Outsourcing companies follow strict rules to keep your documents safe, which means that our papers are scanned, stored, and shredded carefully to protect your privacy and reduce mistakes.

3. Making It Easy to Share and Work Together

There are so many document management companies that use cloud systems, which means that the people who are approved can open files anytime from anywhere. This will make it easier to work from and make faster decisions, and also work better with others. Even if they are in different locations. 

4. Faster Work and Fewer Mistakes

There are professional document management companies that are using advanced and smart tools to organize documents. These tools are automation, OCR, and AI. This will help them avoid mistakes and find files faster.

5. Easy to Grow and Adjust

When your business grows or has busy times, document outsourcing companies can quickly adjust their services to fit your needs. This means you don’t have to spend money on extra equipment or staff.

6. Keeping Your Data Safe in Emergencies

The best thing that the outsourcing companies do is that they keep the extra backup copies, and they have plans to recover data. This means that your documents are safe even during a problem or a natural disaster. 

How Much Does a Document Management System Cost?

The cost of the document management system can be different. The pricing depends on what the service can do and what the setup is, how many people are using it, and how much storage space you need to keep the documents. Here’s a simple idea of what the prices can look like:

Cloud-based DMS

Cloud-based DMS solutions typically cost between $10 and $50 per user per month, depending on features like storage, user roles, and compliance options. Prime BPO offers scalable pricing tailored to small businesses and large enterprises alike.

On-premises DMS

On-premises DMS means that you have to pay a large amount at the start for the software and equipment. For small businesses, it can cost around $5000, while for a large company it will cost more than $100,00. The amount will be added up, and you have to pay extra for setting it up and for regular maintenance. 

What Are the Top 5 Document Management Systems?

Choosing the right document management system is very important for successful outsourcing. Here are five top platforms known for their useful features and reliability:

DocuWare

DocuWare is known for strong workflow automation, safe cloud storage, and easy connection with popular business apps like Microsoft Office and SAP.

M-Files

M-files uses smart metadata to automatically organize and find documents, helping teams work faster and better.

SharePoint (Microsoft)

A flexible system that combines document management with teamwork tools, widely used by companies with Microsoft 365.

Laserfiche

Provides complete content management, process automation, and reporting tools, perfect for industries with strict rules.

eFileCabinet

Made for small to medium businesses, it offers easy document organization, safe sharing, and mobile access.

Conclusion

If you are concerned about handling and managing paperwork for your business, outsourcing document management offers an affordable and efficient solution. Just hire an outsourcing company for document management and get many clear benefits for your business. 

These benefits include cost savings, enhanced security, and faster access to your business files and scalability to match your needs. You just have to work with experts and professionals. This will help your business run more safely and easily. In the end, it turns a hard and slow job into something easy, safe, and affordable.

Ready to Simplify Your Document Management?

Let PrimeBPO handle the paperwork while you focus on growing your business. Our expert document management solutions are secure, efficient, and designed to meet your needs. Contact us today for a free consultation and discover how easy outsourcing can be.

Get in Touch with Prime BPO

FAQs

1. What does it mean to outsource document management?

Outsourcing document management means that you are hiring a company to handle your business’s paperwork and digital files. They organize, store, and protect your documents so you don’t have to do it all in-house.

2. Why should I outsource my document management?

Outsourcing will help you to save money, along with keeping your data safe, and also this will help to speed up your work and give your team more time to focus on the important things instead of managing and organizing paperwork.

3. How much does a document management system cost?

If you want Cloud-based systems, it will cost you $10 to $50 per user each month. But if you want, On-premises systems have higher upfront costs, starting around $5,000 for small businesses.

4. What are the best document management systems?

Some top systems include DocuWare, M-Files, SharePoint, Laserfiche, and eFileCabinet. These offer features like automation, cloud storage, and secure access.

5. How do I start outsourcing document management?

You have to start by making a plan for what you need. Then choose the right service provider. Get your current files ready and organized. Set up the new system. Train your team on how to use it. Finally, move your documents safely and securely.