VIRTUSYNC LIMITED is a dynamic company. About 50% of our work is done in-house and our partner vendors handle the other 50%. We are networked company of the future.

We can provide solutions that our competitors might not be able to consider. We can be very diverse and at the same time provide in-depth focused services. For example we can do the document conversion part of a project in-house but work with an established vendor to provide specialized software and related services.

What does the term “Electronic Document Management Services” actually mean?

We use this term to mean the overall service of setting up a system for a company to find and access all their digital documents.

What companies outsource electronic document management services to VIRTUSYNC?

A host of companies outsource to us ranging from small companies including industrial, law offices, government and universities. The list of countries we have worked with is growing, but we largely serve UAE, USA, UK, Nigeria, Ghana and other African countries.

How do I get more specific information about capabilities, references and costs?

Your first step would be to contact us via our online form. We can then call you or email you depending on your preference. We are sensitive to confidentiality issues and welcome your specific suggestions.

Why Electronic Document Management Systems (EDMS)?

The most valuable information in any organization is usually in the form of documents such a business reports, forms, memos, letters, policy statements, contracts and agreements. Most business processes are driven by document flows. Electronic Document Management promises major savings and an increase in productivity and performance by applying new technology to documents and their processing.

EDMS (electronic document management systems) is not where Industry is headed in the future; it is where the industry is right now. Business today is re-engineering and rightsizing. Effective sharing of information among employees is the key to flattening the decision-making hierarchy, allowing for a leaner, more responsive company.

The biggest difference between people who can take advantage of the latest document management technology and those who fail to is not money - it is knowledge. By arming yourself with knowledge, you can make the best decisions for you and your business. Your decisions will have ramifications for at least the next five to ten years.

Electronic Document Management Systems (EDMS) can save paper, speed up communication and increase the productivity of business processes. Documents in themselves, can be a direct source of revenue (products - books, magazines) and secondly, serve as sources of important and valuable information (information management).

EDMS encompasses a huge gamut of products and services. There are different types of EDMS including with or without Imaging – with or without workflow- with imaging and workflow.

What are a few Advantages of Digital Documents?

Consider the following statistics:

It is therefore a strategic decision to convert all paper-based information to equivalent electronic information, which is accessible anytime, anywhere.

Do you often wonder “Where is that document?” Do you duplicate a lot of work because we cannot find the right information? The unfortunate reality is that we do not measure the impact of an inefficient document system. For this, we would need to measure the time spent filing, retrieving and the opportunity lost because we could not quickly and easily locate the information we required. The easiest way to understand the benefit is to think of the times you get a request for a file, you know its exact location and can retrieve it quickly, compared to being asked for a document you are not sure exists and/or where it might have been filed.

What are the Advantages of Multiple Location Access to Documents?

With emphasis on improving customer service, companies are often placed in a situation of needing information quickly at the location providing the best accessibility to customers/clients. The requirement for information made available from multiple locations typically stem from any of the following: Regional offices, onsite, telecommuting, staff working at home, conferences, regional customers.

There are many reasons, but they all come down to one thing: A need to have fast access to the most accurate information, no matter where the location. The easiest way to achieve this is through electronic distribution of records.

How much space can I save if I go digital?

Most offices these days waste an incredible amount of space storing documents. Research shows that an average office contains one-third space for people, one-third for walkways and the last third for storage. Using the above figures it can be agreed that one-third of rent, electricity and heating costs is being spent to keep filing cabinets warm and happy. The cost of storage is not only the space but also the physical resources used to store the information. For example, boxes, dividers, folders, plastic sleeves, filing cabinets, shelving, etc. If the fixed costs associated with storage were eliminated, the impact on a company's results would be very significant.

What about Security Risks?

Document loss, damage or theft comes in many forms. It is most likely to be because of staff not taking the care to return or re-file documents correctly. To prevent this from happening scanning systems and services can scan documents into electronic format. Once in electronic format, software that controls and monitors access is provided.

How do I protect documents from Fire, Hurricane, Earthquake and Terrorist Risks?

How often do we plan for disaster? The unfortunate reality is that most companies would not be able to adequately recover from a disaster. With the majority of important information stored in paper files, which also happen to be the most flammable, hard to move and hard to protect, companies often put themselves in a very vulnerable situation.

How will electronic document management reduce Document Retrieval Costs?

It is hard to calculate the amount of money spent retrieving and storing documents. Most companies simply do not have the resources to calculate how much time and money is being wasted.

Computer based indexing of document information running on a low cost system can permit fast and remote access. With storage costs coming down rapidly, such systems can now be increasingly considered as a practical proposition.

What is the next step?

Now that you realize the importance of Electronic Document Management, it is time to act. However not everyone may have the resources, time, or financial capability to carry out this process internally. VIRTUSYNC can help you here. Click Here to complete our contact form.

Outsourcing Electronic Document Management

From the information above you can see the importance of Electronic Document Management. However not everyone may have the resources, time, or financial capability to carry out this process internally. This is where outsourcing comes in. Read more about our sourcing for Document Management solution.

Why outsource document management?

Document management services help organizations better utilize and manage both old-fashioned paper documents and the modern computer printout reports. Each format comes with it's own unique set of problems with managing them. A well-planned document management system can offer a multitude of benefits. A centralized document archive that can manage paper-based information can handle documents stored in electronic format (TIFF) that are easily retrievable through a web browser. Compared to old-fashioned file cabinet solutions, this is definitely a lot easier.

Outsourcing document conversion services

Converting your old Paper Documents

After deciding on the kind of conversion of your documents to electronic format, the next step is actually starting the conversion. There are several questions you may want to ask:

Should we convert all our old Paper files?

A common question is whether to convert all your old files (Backlog) in addition to your new ones (day-forward). Most often, the best decision is consistent with the decision to move forward with an EDMS in the first place - that is, yes, convert the whole lot. The point of EDMS is to improve the diverse ways in which you do business - speed in handling customer/clients requests, answering (with the right answers, that is) complicated questions from customers, increasing worker productivity and so forth. Moving into the modern world of EDMS while relying on antique file drawers is usually a very awkward and expensive anachronism.

Should we do some or all of the conversion ourselves?

Your choices are - do it yourself or hire a scanning service bureau to do it for you. To do it yourself you must be:

In addition you will require workers for the conversion who:

Meeting all of these criteria is a daunting challenge for most personnel departments. Usually, managers cannot find enough skilled workers to complete the job. The result is compromise: Your workers perform the conversion as well as their own jobs - quality on both fronts suffers. It is estimated that it costs twice as much, and takes twice as long to complete large-scale conversions yourself, rather than using a scanning service bureau.

Speeding up the Outsourcing Process

There are a number of things one can do to facilitate the document conversion process:

Copyrights In general, if you can scan someone else's copy righted material without their permission, you are breaking the law. Copying by the "extract means" of photographs, drawings, paintings, and other documents by photography, scanning, or photocopying can be infringement of copyright laws. The persons doing the unauthorized copying could be potentially subject to a number of remedies, including actual and statutory damages, impoundment of materials, and other penalties. GET PERMISSIONS FROM THE SOURCES FIRST! An exception to this is the concept of fair use - When the amount of work being copied is not substantial, or is for a different use than the original (Example: not for profit).

Legal documents

Scanned and electronically stored documents, especially on CD-ROM disks are often admissible as court evidence. The law varies from country to country. SEC, the IRS and many other U.S. Govt. agencies accept electronic documents. Be aware that there is a substantial rapidly changing body of U.S. law, which is still coming to grips with the implications of electronic data, scanned documents, and Intellectual property in general.

Insurance

You will have to make sure that your documents are insured at the scanning services bureau and also during transit from your warehouse to scanning service bureau and back. Some of the benefits of outsourcing Document Management include:

How does outsourcing Document Management work?

The important stages in VirtuSync document management are:

Document Management application areas

Outsourcing document management: Challenges and opportunities

A challenge would be to use the right kind of technology. Technologies are evolving rapidly, but sometimes, when these emerging technologies are adapted in specific applications without any plan what you will have are "islands of automation". A document management system that uses the right technology appropriately, but also makes sure that a well thought out strategy is involved is what you should look out for. The objective is to manage data and not just the documents. The bottom line is that organizations need enhanced productivity and performance. Electronic Document management promises to leverage new technologies and generate improvements in productivity and performance. Managers will need to educate the different departments within their organization about the benefits of Electronic Document Management. Complete coordination is essential to evolve the infrastructure and applications that are needed to support Electronic Document Management. India is one of the most popular outsourcing locations with some of the finest information technology companies, products, and services available. Technology companies possess the requisite knowledge, skills, and expertise to carry out even the most complex projects.