Many organizations in Pakistan use on-site record storage at their office or acquire premises on rent to store record. This procedure is becoming outdated. Outsourcing record to a third-party service provider for storage in a centralized location shall allow you to utilize your resources with high efficiency and effectiveness.
Corporate file rooms (can be a room(s) within the office or a separate storage managed by the organization) are used for storing physical records. It is a big challenge to manage them. Single storage, or worse, several scattered storages make things complicated and raise the cost of Record and Information Management (RIM). Dispersed record managed by different personnel make record retrieval and other actions much more difficult for legal, regulatory, and business purposes. Pakistani Companies are transitioning to document scanning while retaining hard copies for the sake of compliance. Although effective, but it still leaves hard copy management in limbo.
A Ticking Time Bomb: On-site storage does not generate any revenue. Instead, it eats up on precious resources. It takes away time from experienced personnel, valuable office space and real estate. These resources can clearly be utilized in better ways. Also, as organizations grow or change, record room are not scalable, leaving no space for on-going record generation. In a bid to free up space, companies digitize their record and upload them on Enterprise Content Management (ECM). This is a slow, expensive and error prone process if done in-house.
Businesses and employees in todays’ day and age generate a lot of record per annum. The Return on Investment (ROI) of storing and managing record on-site is always negative when compared with other solutions such as shared or managed outsource services.
Will your staff be able to adequately manage physical record and respond to auditors, compliance, regulators, etc requests in a timely manner given your business priorities? What would be the cost of sluggish response or a lost record? When outsourced, you get a modern and a cost-effective solution.
The Benefits of Outsourcing
When you partner with the right Document Management company, all areas of concern are not only managed well, but the outsourcing organization is able to improve the Record and Information Management program.
A Record management Partner can:
- Assist in freeing up floor space
- Reduce your dependence on existing HR to support Record Management
- Centralize record storage for accurate and effective Record Management
- Provide quick access to information by either delivering physical record on time or provide Scan-on-Demand service
- Efficiently digitize on-going and legacy record
- Develop a tailor made solution that mirrors or enhance the existing record management systems used by the organization
- Provide a scalable solution so that organization doesn’t incur capital expense in the future
- Provide solution which is ‘pay-as-you-go’ and/or ‘on-demand’
- Strengthen information security and eliminate incidence of leakages and breaches
A centralized and secure off-site record storage solution managed on your behalf by Allied Record helps you utilize limited resources efficiently. You can access your files 24×7, remotely, within hours. This reduced business costs, improve compliance, and enhance customer service, all while reducing business cost.
