The Top 5 Reasons to Outsource Document Conversion

Document conversion is no longer an optional activity. Information is the lifeblood of most businesses and government entities. With the growth in customer expectations, the increased need for document compliance and the increased speed with which documents need to be gathered, it's imperative to have a well thought out process for your organization's document conversion requirements. Outsourcing this digital scanning activity can provide immediate, significant financial improvement to your bottom line. BMI Imaging Systems outlines 5 significant reasons to evaluate outsourced document conversion.

Document Conversion Definition
The process of scanning (imaging) a paper document and extracting key information (indexing) for purposes of backfile conversion and retrieval or day-forward scanning.

Reason #1: Focus on Your organization's Core Business Process
Document conversion and content management will help you run your business, but managing the document conversion process in many cases may not be a core activity. Allowing your limited resources to focus on your core business, while still having all the benefits of an automated document conversion environment, can help to make employees more productive with less disruption of core business activities.

By outsourcing this core document conversion activity, your company can benefit from industry best practices that have been well tested by an outsourced document conversion provider. This is really helpful when you do not have the resources in-house to upgrade to the latest technology or document conversion practices. Using a document conversion outsourcer like BMI Imaging that has tested not only the technology but understands how to incorporate it into your business process eliminates the hassles of being behind the implementation curve.

For example, a well known California healthcare organization turned to BMI Imaging Systems to develop a comprehensive document conversion process that included HICFA 1500 forms, EOBs, medical charts and insurance claims. BMI has two HIPAA-compliant facilities: one in Sacramento and one near San Francisco and San Jose California. BMI Imaging's document conversion service scans all paper documents and extracts all data on the medical forms for regular uploading to the healthcare provider's claims processing systems. Scanned document images remained hosted at the BMI California data center so that the healthcare provider can access their documents through a web-browser over the Internet. The healthcare slashed operational expenses and avoided the hassle of managing this process in-house.

Reason #2: Improve Service Levels to Clients and Reduce Transaction Costs at the Same Time
Outsourcing document conversion can help you achieve a rapid ROI, but can also help you improve service levels to your clients without adding to staff or increasing software licensing costs. This may be particularly important if your business has few staff resources but high inventories of electronic files, images and paper that need to be processed quickly. An outsourcer, like BMI Imaging, has the economies of scale that your company may not be able to replicate.

Today's state-of-the-art document conversion and auto recognition technologies can help you take this information and move it from the page to your business transaction process - quickly, accurately and securely. By using a document conversion outsourcer like BMI Imaging that is experienced in the capture of a wide variety of business documents you can increase the efficiency and productivity of your business in a shorter period of time and with a limited licensing investment.

Document conversion and content management implementations can deliver positive results for a wide variety of business applications across various industries, including finance, insurance, healthcare, manufacturing and government. For example, a major Northern California court was not only able to improve citizen service levels by outsourcing their document conversion process to BMI Imaging, but was able to achieve a positive ROI during the first year.

Contact us to learn more.
(800) 359-3456
info@bmiimaging.com

Document-centric business processes can be improved with the use of document conversion technologies resulting in reduced costs and improved relationships with your customers and suppliers. And, using an experienced document conversion service bureau like BMI that can handle a wide variety of document types and business applications.

Reason #3: Faster and More Secure Implementation of Compliance Initiatives

A document conversion provider can expedite the implementation of your compliance and discovery project. By having the infrastructure and security already in place, an experienced document conversion provider like BMI Imaging can get your company up and running faster than you can in many cases. In addition, compliance costs money and although the money spent is meant to mitigate risk, it sometimes doesn't always translate into revenue for your company. Document conversion can mitigate risk while keeping expenses lower.
Document conversion and content management applications are now recognized as a requirement to support compliance with all kinds of industry and government regulations, especially since it's not just about managing paper documents anymore. Records managers are now looking at not just paper and microfilm storage but electronic archives, web-based access and seamless integration across all those different media types. This tends to increase the desire to not only reduce the amount of paper-based records but to have better organized and accessible electronic documents.

An experienced outsourcer like BMI Imaging can handle the initial document conversion of paper-based files and help with the ongoing web-based access to that information, without your organization having to pluck down dollars on significant one-off hardware charges that would be required for a conversion activity and the additional networking and ECM software resources that would be needed to provide access.

Reason #4: Providing Near Term Cost Savings While Avoiding Technological Obsolescence
You've cut staff and you still have to cut costs. What's left: IT hardware and software maintenance costs that you are incurring to convert your documents.

This can be even more daunting if your infrastructure has aged to the point that you really need to invest in technology - not cut it. By cutting out higher software licensing costs and hardware maintenance fees, especially for onsite document conversion, outsourcers like BMI Imaging can provide you with significant near term ROI and help you get the most out of older technology resources.

Even if you can afford the initial license fees for an in-house implementation of document conversion and content management, have you accounted for total cost of ownership (TCO) of the installation, including the planned obsolescence of the scanners, storage facilities, and associated software maintenance and upgrades that will be required in the future? The TCO of a document conversion solution goes beyond the initial scanner, software and storage costs which can add up to anywhere from 2 to 4 times the initial software licensing and hardware cost outlays depending on the size of your organization and the industry you are in. By using an outsourced document conversion solution, you are supported with the latest technological tools and technologies while having a predictable subscription or licensing fee on an annual basis.

Reason #5: Cost-Effective Disaster Recovery
Outsourcing of document conversion and integrating the scanned information with core business applications can keep your operation running at full speed even when your company has been impacted by a natural disaster or calamity. Using an outsourced document conversion and document management solution and having a web-based document and data archive that can be accessed from anywhere is one way to make sure that active documents remain active in the face of impending or sudden disaster. Having paper-based documents converted to electronic images and stored on easy to transport removable media, such as CD/DVD, that can be moved off site to a remote office or other secure location can make the difference between being out-of-business for just a couple of days or forever.

Contact us to learn more.
(800) 359-3456
info@bmiimaging.com

T: 800 359 3456

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