A look at outsourcing, insourcing and taking a hybrid approach to document capture, conversion and management

Over the past several years, advancementsin data capture technologies, stricter records management requirements and the goal of achieving the coveted “paperless office” have driven companies to seek more efficient ways of handling their information. But, with hundreds of thousands of documents in a multitude of formats, some organizations are simply unable to support their capture initiatives in-house. Therefore, many are looking for expertise outside of their organization to convert, classify and archive their information to improve their document management processes.

Today, outsourcing is a viable option for effective document capture projects and streamlining ongoing efforts. Yet, no two companies are the same, nor are their document conversion and management needs. So, the question is: When do you outsource? Consider the following factors.

Subject Matter Expertise:

Do you have the subject matter experts on staff that can effectively lead you through your project and beyond? Most likely, the answer is “no.” An outside firm has the proper tools, equipment and integration capabilities to perform the physical conversions, as well as the depth of industry knowledge to classify data for e-discovery, ensure compliance and train end users.


What is your budget for this project? If you are looking for a costeffective option, consider outsourcing. With little to no capital expenditures (equipment, for example) or staff management overheads, you’ll realize a low total cost of ownership (TCO) and faster return on investment (ROI).

Internal Resources:

Do you have the sheer manpower to carry out a conversion project? Employees, especially IT staff, may be too overworked for this undertaking. Outsourcing alleviates the pressure on your staff and frees up employees to focus on more mission-critical tasks.

Time & Turnaround:

How soon do you need to complete this conversion project? Outside experts will help keep you on deadline and ensure a quick turnaround.

Back-file Conversions:

Are you in need of high-volume, back-file conversions? Consider outsourcing. In these cases, firms perform the backlog scanning, archiving and classification, and then can provide day-forward software and equipment to help the company convert their ongoing active files in-house.

The Hybrid Approach:

Is a Hybrid approach a better fit for you? With this method, companies outsource when and where it is appropriate, while handling some efforts internally. For example, a company may outsource the preparation, scanning and storing of information, but perform the indexing itself. Or, a company may choose to scan its most confidential documents in-house, and outsource the rest. There are many options, depending on your company and your business objectives.


If you’re a bank, be a bank. If you’re a federal agency, be a federal agency. If it makes sense, leave the document capture and conversions to the experts. You’ll be able to focus on your own, day-to-day business priorities and position yourself for long-term success.

To read the full article, visit QualityAssociatesInc.com.