How Can Document Process Outsourcing Help Your Business
Document management can get very tedious very fast, which is why companies opt to outsource document management to a trusted BPO. As your company grows, so do the documents that come in. You’ll want to ensure that each document is filled out properly and categorized correctly to ensure a smooth workflow. In addition to that, you also need to make sure that these documents are stored in a secure facility to minimize the risk of leaking sensitive information.
Are you interested in learning more about outsourcing your document management? Then you can know more about this service below.
What is Document Process Outsourcing?
Document process outsourcing can be defined as delegating non-critical document activities to a trusted third-party provider. Organizations are usually opting for this service because they need to centralize their documents and reduce the number of physical documents, which can take up a lot of storage space.
This process can involve document scanning, encoding, and indexing for a more streamlined workflow thus, increased efficiency. These documents are also stored in a secure cloud facility to ensure that sensitive information is protected from cybersecurity threats.
Why Should You Outsource Document Management?
Outsourcing your document management services to a professional can help your business perform better. How? Because your team can focus on high-value tasks for your business. You’ll also reduce the friction of transactions for your employees and clients.
Listed below are other benefits your business may reap from outsourcing this task to a BPO agency.
Improved Document Processing
When you outsource document processing to a trusted BPO, you can automate your document management workflow. You can also be sure that each document that needs to be scanned or submitted is accurate and has passed through the eyes of a detail-oriented agent, thus minimizing mistakes.
Secure Document Storage
If most of your documents are physically stored, this can result in security leaks because these physical documents can fall into the wrong hands. Whereas, when you digitize your documents, you can store sensitive information in a secure cloud, which only authorized personnel can access.
Enhanced Team Productivity
Because the documents your team needs are in a digital format, they can easily find the data they need. They can simply use the search function on the software to find a client’s file or transaction receipt. This can help lower job turnaround times and increase your company’s productivity.
Better Deadline Adherence
One of the biggest problems companies face when dealing with large volumes of paperwork is deadline adherence. Physical documents can be very difficult to find, and this can lead to slower submission of paperwork. Once a document has been found, someone must also carefully check if all the information inputted is correct.
With a hired document management team, you can automate the digitalization of your company and you can also perform document processing at a much faster rate – because the items are so easy to find.
Lesser Operating Expenses
Outsourcing your document processing can reduce your operating expenses while increasing your productivity. This is because you’ll have a team that’s going through your documents in no time. This means that you can minimize physical document storage space and allocate the budget for this space to more critical functions for your business – like Cloud Storage Space
How Do You Find a Document Process Outsourcing Company That’s Right for Your Business?
Finding an outsourcing company that’ll fit your business can be difficult. You’ll want to make sure that they have the right equipment, enough personnel, and secure software to handle your company’s requirements. One of the easiest ways to find an outsourcing company that can help you is to ask your network.
Another way to find outsourcing company options is to look online, but you’ll need to filter the results according to your requirements. You want to make sure that you’re partnering with a company that can handle your organization’ requirements and that can customize a plan that’s fit for your budget.
If you’re looking for an outsourcing company you can trust, you can count on us at SixEleven to help you. Our team of agents is equipped with the right training and tools to help you digitize your documents and store them in a secure facility.
Contact us today to know more about our document management services.
Why Six Eleven?
History honed us to who we are today. A team with solid focus – “Exceeding client and customer expectations by maximizing workforce potential to deliver high revenue and satisfaction rates.”
Innovation & Analytics
We combine the skills of our agents with the latest technology for a smoother, more efficient transaction.
Ability to scale
We can help you scale employees more depending on the demand of your tasks.
Stability
Secured cloud backups and encryptions are prepared for your accounts to ensure continuity of operations.
Continuous improvement
We constantly train staff and motivate them to upskill to keep up with the needs of the industry.
Operational excellence
We make sure your employees operate on a high degree of compliance for your business.
Loyalty
We value our clients’ trust and maintain a long-term partnership with them.
5 Steps Easy Deployment
From dedicated SEO strategists to creative web designers, we have the people who can plan and execute the right plan for your company.
1. Client's Job Recruitment
The company ensures the quality of services it offers will align to the client's standards and requirements.
2. Tailor Fit Hiring
Agents were assessed thoroughly to ensure that they match and fit the client's standards perfectly.
3. Easy System Integration
Our IT team is equipped with all the tools needed by each client.
4. Training
All agents will undergo a minimum of 2 weeks training regarding the clients project. This period shall be non-billable and free.
5. Production
As part of the Company's management, Team Leader and Program Managers will be in-charge in managing and coaching the agents to be productive and perform well.
Most Popular Questions
1. Is 611 open to guaranteeing a Service Level Agreement (SLA)?
Yes we are. At the onset, most people try to settle on pricing and terms. Once this is agreed upon in principle, we can work more on a more defined SLA for your program. This could range from number of sales, percentage of conversions, service uptime, drop call ratio and so on depending on the clients business. This negotiated SLA can be added to the contract and a compliance rate of 90 percent or more is expected.
2. Where is 611 located or where will my program be placed?
611 currently has three offices. Our main office is located in Davao City. Our expansion office is located in General Santos City. Our 3rd office in Davao Mabini. The choice where to place a particular program largely depends on the type of program and the skill set present in the talent pool of the existing office when the program is signed or depending on client preference.
611 currently has three offices. Our main office is located in Davao City. Our expansion office is located in General Santos City. Our 3rd office in Davao Mabini. The choice where to place a particular program largely depends on the type of program and the skill set present in the talent pool of the existing office when the program is signed or depending on client preference.
5. What redundancies are in place?
All our computers and servers are backed up by industrial ups with a capacity of 30 minutes or more depending on load. We also have a backup onsite generator to protect against power outages. We have 3 ISP lines with the top 3 Telco providers in the Philippines w more than 200mb of dedicated 1:1 ratio Internet capacity per site.
4. Do you have a disaster recovery plan?
We operate in 3 geographically different offices strategically located in segments. It is about a 2-hour drive from each facility to the next. We don’t oversell our capacity and always maintain an allowance for overflow. Thus in an event of a major disaster, calamity, or equipment failure, we have readily available capacity at proximity to be able to transit agents in and out during a “recovery” situation.
3. Do you do background checks on employees?
We have a third party agency duly accredited by the Philippine government who conducts such on behalf of our company. This assures that the check done is both independent and reliable. Furthermore, every employee is required to submit an NBI (National Bureau of Investigation) clearance before they are accepted towards our company to certify that they do not have any existing civil or legal encumbrances.
6. What is your approach to keeping employee morale high?
We have a lot of initiatives to engage our people. We offer them free meals daily so they avoid skipping meals. We offer them HMO (health card) so they are covered in case of any medical needs. We also have several different activities in our office ranging from team activities, developmental training and also team building and bonding activities. Please see our company’s Facebook page for some samples: https://www.facebook.com/SixElevenGlobalServices/
7. Do you do performance reviews?
We normally have a weekly commission scheme for our reps, this is to reward and acknowledge exemplary performance for the week and do a mini-performance review w each representative. We also do performance reviews every quarter to assess the growth and progress of agents and equally compensate them for such if it merits such.
8. Do you allow client visits or audits?
We have an open-door policy with all our clients. They are welcome to visit us anytime at any frequency to conduct audits, training or just plain checking. We encourage such visitations, we want to establish client confidence and also build a relationship so we are open. Clients can also do audits anytime they prefer w agents but as far as network infrastructure goes, it has to be duly scheduled to avoid any possible service disruptions towards other clients.
9. What are the security measures in place to protect the employee and also the client’s areas?
All our employees have to pass through a fingerprint authenticated turnstile system before they can enter our facility, and we also added physical barriers and door authentication software. Other systems may be added upon client request to control and regulate specific areas to make it dedicated. Further, all areas are monitored by CCTV cameras and we keep video logs of all activities for up to six months or longer upon client request.
10. What are the data security measures in place?
We are duly attested and certified as a PCI compliant organization. We follow best practices as mandated by the PCI council. We follow the password string parameter, idle boot time, also password changing every certain interval. We have a strict policy of people needing to use their credentials as this can be traced in case there is any illegal activity.
11. Can 611 ramp up fast in case there is a high call volume?
We do several non-committal projects. Outbound sales, SEO, Back office, etc. We have a pool of people we can always tap just in case there is an anticipated major overflow because of certain holiday’s or occasions. We just need to be given sufficient notice to cross-train and prepare people at no extra cost to the client, we only bill during live hours and not during training.
