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Evaluating your records management system is something we definitely recommend. And an experienced document management consultant can really help you with business process automation.

A records management consultant does more than just get your documents scanned. He can help you with the management software and also with practical tips. These include standard document routing or even the record retention schedule.

As a general rule, the more documents you manage the bigger the need to improve your document management system. A successful company is focused more on customer relevant tasks and less on moving paper around the office.


When internal bureaucracy starts affecting customers, it gets even worse. You do not want anything to interfere with the quality management of your product or service. Especially your internal business process inefficiency. This leads to unhappy customers. 


Industries where robotic process automation is mandatory


Some of the companies and institutions that require efficient document management workflow are the following: 


  • Financial Companies and Corporations – Companies with large amounts of documents they have to handle every day. Those records contain important data, which has to be retrieved quickly, for improved efficiency.  You might have heard about accounts payable (AP) and accounts receivable (AR).


  • Health and life insurance corporations – Even though these are separate industries, their document management workflows are somewhat similar. It’s a big quantity of paper and data, that needs to be efficiently organized in order to meet current demands. In this industry, the most popular applications are electronic forms processing.


  • Construction and Infrastructure – The companies in this sector are usually very interesting customers. The quantities of records are not that big, but each record contains a lot of data. The big challenge is to quickly retrieve data from those records and try to make sense of it.


  • Legal Industry – We think that companies operating in the legal sector are more or less similar to those in the health and insurance industry. They have to handle contract management and reduce processing times every day. Having just a scanner and OCR software is not enough these days.


  • Online and Offline retailers – Especially in the case of retailers, invoice processing becomes a huge thing. When you think of Amazon, a paperless office is the only way to keep the operation alive. Some companies are so advanced, they are connecting their ECM systems with their customer portal, reducing processing times even further.


Why hire a consultant in document management?


When you are thinking of hiring a consultant for records management stop for a moment. Always ask yourself why you are doing it and what you are trying to improve.

Do you need the entire business process management evaluated? Are you looking for a specific task such as ap automation? Do you need management software solutions or are you looking just for document storage?


There are plenty good reasons to hire a consultant and among the most important ones:


  • Been there done that: A good records management consultant has a rich background of implemented projects. No matter how special your project is, he definitely has the knowledge to help you. Especially considering the large number of capture solutions currently available on the market. 


  • Another set of eyes: This is one of the most important aspects when hiring a consultant. He will come in and see things much more clearly than you can. Therefore, his suggestions will be a breath of fresh air and can lead to huge improvements. 


  • Superior market knowledge: Such a consultant brings his knowledge to the table. Most likely, he knows most of the suppliers that you need to hire for your project. Sometimes, he can also get you significant discounts when hiring third-party suppliers.


  • Cheaper in the long run: If your staff is working efficiently, the extra income you will generate is significant. Hiring a consultant is definitely beneficial in the long run.


  • He can act as a project manager: Migrating a paper document to an electronic document management system might seem easy. Just scan and upload. But it takes so much more to have access via your computer to the physical archive of your company. The consultant knows what the ideal steps are to migrate from paper to digital.


In conclusion


Managing documents and workflows are highly important in an office environment. Routing documents successfully can be a complicated task. 


When you cannot implement a document management system by yourself, then it is time to get a consultant. Also when you do not have the time to manage documents, it is important to outsource the job. Even when you want to outsource your BPM solution, good advice will always come in handy.

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