Why A Document Management System Is Necessary For Your Organization

Relying on an old-fashioned filing and paperwork cabin system might only add up to the workload. Moreover, in cases where you require a quick access, strolling through thousands of files might not be a good idea.  A good document management system on the other hand, not only helps you save your hard earned money and time, but also helps in keeping your data secure. It serves as an efficient way to store and track all the documents at one centralized location. Hence, a sound document management system helps improve an organization’s productivity in the following ways:-

Full control over documents:- 

Maintaining updated information and documents can be a big struggle, especially for large organizations.  As soon as a customer query comes which requires you to access an old data, you might waste a lot of time before being able to reply to the customer. This is where the document management system comes into use. It lets you keep a track of all your documents in an efficient manner. It also allows for uploading of information, managing it and updating to the latest versions without any hassle.

Enhanced productivity:- 

Owing to the easy uploading, editing, tracking and sharing function of document management system; there is enhanced productivity and efficiency in an organization.  The time which otherwise would have been spent in searching different data can be utilized in other important tasks. Hence, the employees become more productive, which in turn leads to better functioning of the company.

Improved Collaboration and Communication:-

With the help of an efficient document management services, collaborating and communicating even across geographic locations becomes an easy task. It allows multiple users to work on a single project without any hassle.  Moreover, you can even control who is to be given access to certain important data. This restriction feature helps you have more control over the data which is possible through an online workspace such as the intranet.

Low supply costs:- 

By investing in cloud computing, you save a lot of money which will be otherwise spent on office supplies such as paper and other related items. Moreover, while papers can undergo wear and tear drastically, such is not the case with document management system. You can print your documents whenever you want and online copies will remain the same with enhanced security.

Sustainable Choice:-

A document management system helps you maintain your reputation as a green company. It helps you eliminate thousands of papers, hence reducing your carbon footprint.

4 Benefits Of Document Imaging Or Scanning

Document imaging is basically the practice of using scanners or other special cameras to scan or take a picture of information contained on paper and microfilm. There are a lot of advantages of converting paper to digital files through the use of document imaging. 

If you’re still on the fence about going paperless, don't wait any longer because your business can reap a host of benefits. Here are 4 top reasons to use document imaging. 

Better Data Security and Staff Collaboration- 

Document scanning makes it really easy to share documents and collaborate on projects. You don’t need to reproduce information on paper and the staff in multiple locations can have access to as well as view electronic documents. Since protecting hard copy information is difficult, scanned documents can be encrypted, protected with a password and securely stored in the cloud. This way the users can track all file activity.  

Improved Customer Service and Disaster Recovery-

It can get very hard to provide consistent customer service if you have customers in more than one region. Document scanning helps you get important information to your clients much faster instead of constantly having to print and mail bills, invoice statements, and other things. Paper documents are vulnerable to certain damages like fire, floods, and other natural disasters. Fortunately, document imaging offers enhanced disaster recovery for your business as digital images can be backed up.  

More Time and Office Space- 

Using prime office real estate to store business records is costly so imaging your documents frees up office space and thus, can be used to generate more revenue for your company. More than thousands of files can be stored on just one single server instead of taking up space in bulky file cabinets. It takes about 35-37 minutes to find one paper file but document imaging services provide access to your organization so that files can be retrieved quickly and easily without any hard work.

Eco-Friendly- 

Document imaging isn’t just beneficial for your business but also the environment. The average office worker uses about 10,000 sheets of paper every single year. That means a ton of trees are being cut down in order to provide this. Even if a mere fraction of that paper ends up in the waste, it causes harm and damage to the environment. Document imaging greatly reduces paper consumption and helps provide a greener planet. 

History Of Digital Document Management Systems

During the start of the 80’s, various vendors started investing the development of software systems as managing paper-based documents was getting extremely difficult. The systems delved into not just documents that were printed and published but also the ones that consisted of photographs, prints etc. 

The phase of developers that came in post them, started writing a second and a little different type of system. This system had the capability of managing documents that were electronic in nature. These included all the files and documents that had been created on computers and could be stored in the local file systems of the users. The earliest electronic document management systems had the property of managing only propriety file types, or a limited number of file types. A few years later these systems were called document imaging systems. This is mainly because of their characteristic of capturing, storing, indexing and retrieving of image file formats. 

The next big development in the Digital Document Management systems world was that it could manage any type of file format and also be able to store it on the network. The applications could now run electronic documents, collaboration tools, security, workflow, and auditing capabilities altogether. 

These systems could help an organization with capturing faxes and forms, saving copies of the various documents in the form of images and storing image files in the repository for security and quick retrieval. 

EDM systems could later be differentiated on the basis of how they stored documents. You might have observed that some EDM systems store documents in file formats such as Microsoft Word or Excel, PDF i.e the native file formats. On the other hand, the second category of EDM systems stores files and documents in the format of HTML. 

Recently the systems that encompass cloud-hosted management software are preferred by companies. This is mainly because of how they simplify complexities and bring down maintenance costs on hardware. 

How To Find The Right Call Centre In Dubai

Finding the right call center in Dubai is a complicated process. There are various components to consider including per-seat cost, management team, effectiveness, and ROI. When there are many players in the industry, and the competition is tough, there are a few key factors that clients can look for. These may include the service quality of the company, the customer bench that they hold, their ability to scale up and their willingness to develop strategic relationships. 

The vision of the company

While often an overlooked component, making sure that the company’s vision is on par with yours is important. That is because you want to work with a brand that’s committed to helping you grow. Vision comes as a primary driver of that growth. That’s why some of the top Dubai call center companies like Data Direct establish an overarching vision that stimulates growth for the company. 

Size and flexibility of the team

It’s important to work with someone that really understands the value of size and flexibility. A team size that can handle projects big and small are in the best shape to produce effective results. Flexibility comes in the form of peak volume seasons as well, which means that these call center companies must be ready to provide high uptime and quality during these peaks. 

Technologically inclined

Call center companies that are more tech-savvy, including cloud, CRM, and data mining, are the ones that are best to work with. Dubai call center companies have been at the cutting edge of innovation when it comes to tech, which is why clients work with them. Companies like Data Direct, have been at the forefront of customer-oriented tech integrations. 

Business-oriented approach

There are many call centers that operate as a standalone seat-phone oriented approach. Few of the top ones are focused on understanding your business from the ground up. These are the companies that you should work with. Companies that understand your business model and connect with you from an ROI and business approach are the ones that clients appreciate working with. 

Team effectiveness

Dubai call center companies are some of the best in the region when it comes to the effectiveness of teams. You can do a few test-runs and measure their effectiveness closely while drawing insights. Companies are transparent with their approach and effective in their execution. 

Why There Is A Need For Outsourcing Work?

No matter how big or small the organization is it cannot do everything on its own. There are certain things that some organizations, especially digital advertising agencies and BPOs have to outsource.

 

More often than not outsourcing is considered to be one the direct outcomes of globalisation. When the various countries put down their quotas and got away the tax barriers they imposed on products and services coming from other countries, outsourcing became as common as it is today especially with Enterprise content management system.

Now, of course, the idea of outsourcing has become much more organised. Companies now spread their operations globally in order to expand productivity. This is mainly because these companies hold their operations and function in multiple countries and are called Multi-National companies.

The idea of outsourcing work is becoming increasingly popular in developing countries like India, Pakistan, and Bangladesh because it directly converts into employment opportunities. The base of the organization might be in US, Canada, or UK but it allows individuals from these countries to work for multinationals. Moreover, it is equally good for these multinationals as developing countries also provide cheap labour. So, for example, a company manufactures cars. The technology it would require would be outsourced from North Europe/US or Germany. For the spare parts, the go-to country would be China. And once the product is made and sold the after sale service is mostly provided by countries where there is cheap labour and the youth is fluent in English.

Top Call Center Outsourcing Companies In Dubai

There are many call center outsourcing companies in Dubai, but many of them may not have the best quality offerings. Companies must be aware of all the pros of cons of many of these companies and invest in a good partner that has a long-standing relationship with your industry.

When you opt for the best, you can focus on expanding your business and get real-time data from your call centre in Dubai. Some of these companies also provide services in enterprise document management, which is a great complementary tool to have when rapidly growing your company.   

Here are some of the top call center outsourcing companies in Dubai – 

#1 Data Direct – Data Direct is one of the best call center outsourcing companies in Dubai. Their top-notch team, focus on customer service and understanding of deep consumer insights make them a great company to work with. They also offer enterprise document management systems that have been proven to improve the bottom line of clients across a myriad of the industry. Their industry knowledge, innovation-focused mindset, and customer ready-team make them the perfect partner for your call center outsourcing needs. They have a solid reputation in Dubai and have been leaders in the space for many years now. Data Direct is regarded as one of the premier partners in call-center outsourcing. 

#2 Process UAE – The region has become a key business hub and that’s a key advantage for Process. It aims to facilitate the surge of business in UAE, by providing long-term support and solutions for call center management. They handle all formalities, legalities, and transactions necessary to pursue with business. They have a well-rounded approach, providing Call Centre Solutions, IT Support Services and Event Organization to add value. They also have operations in many cities across the region and have multinational clients in major industries. 

#3 TASC Outsourcing – The organization offers cost-effective call-center solutions for clients. Customer support and assistance, along with open lines of communication, are the key offerings by TASC. Maintaining a constant customer support team in-house can be a challenging task, which is why TASC has created a robust team for your outsourcing needs. They provide insights and training to all aspects of the business line and ensure that customer demands are satisfied. TASC is a key provider of outsourcing solutions to multiple organizations in Dubai. 

Why Your Business Need Electronic Documentation Management?

Even now, in almost every company documentation work still belongs to that chunk load of paper work on the desk that HR managers dread to sought. Though electronic document management and cloud management systems have been around for a quite a while, there are a very few organisations that actually use it. Probably because they are still very much susceptible to errors.

In case, you are very much interested in introducing electronic document management system in your company but have your own share doubts then we are here to qualm your doubts.   

Effortless collaboration: No matter how small or big your company is, every one of them requires collaboration of paper work both externally and internally. These electronic management systems help in proper reviewing, authoring, or mending of these documents without causing any major damage. 

Time management: If there is anything that most managers are heavily pressed with then it has to be “time”. Deadlines are always close and work is always never ending.  Electronic documentation management systems help managers to push these documents automatically. This automatically translates to timely submission and improved editing. 

No more hassles of Email: There is no doubt that “email” is more of a blessing as far as record keeping is concerned but it can become a hassle-some if there are just too many emails to maintain. Sometimes they can also lead to security and storage issues. In such case, electronic document management definitely comes across as a way better option. It has way better security and regulates content with much more ease. 

Reliable back-up: Organisations create tons loads of content every single day and most of it not that important. Though, having a back-up of all of them is very much required. EDMS documents and restores all this content with ease and keeps it safe at a one specific location. 

Reduced archiving costs: Managing paperwork is more intensive than creating it; especially if it is in hard copy. EDMS facilitates easy processing, storing, and archiving of large amount f records. This reduce a large chunk of paperwork that you have to handle at the desk and your important data is also secure that way. 

Documentation management has become way easier than it was ever before but as almost everything is stored on the cloud, it is also highly susceptible to foreign agents. While choosing a vendor for your company, make sure that you are bringing the right person on board.

Related:

How To Choose The Best DMS For Your Business?

7 Document Management Trends for 2017