No matter what industry your enterprise business operates in, documents likely make up the core of your business. Without them, you would be unable to communicate information, serve customers, or take care of important compliance issues, like contracts and agreements. Add in invoices, internal memos, blueprints, mail, messages, photos, diagrams, and reports and the demand for a streamlined storage and retrieval system becomes extremely high.

Outsourcing Document Storage and Retrieval with DATAMARK streamlines your document processing strategies to eliminate these common problems. From hard copies, packages, and inventory items to handwritten notes, memos, and customer contracts, we can help you smooth and improve the way you store and retrieve information.

Best of all, our advanced methodologies respect, and often exceed, all industry standards for cybersecurity, protection, and compliance, including both local and international laws such as the FCRA, GDPR and common privacy laws. When you work with DATAMARK, you can feel confident that your most sensitive information remains in the right hands – no matter what industry you operate in. 

How Outsourcing Document Storage & Retrieval Helps Enterprises

Resolve Complex Document Processes to Reduce Bottlenecks

The average enterprise processes thousands or even millions of documents on a daily basis, but few organizations are equipped to deal with such loads. Without easy access to storage and retrieval, document processing tasks begin to feel sticky and weighed down. This has a cascading negative influence on day-to-day operation because employees are forced to wait or request access to documents, which can take hours, days, or even weeks.

Bottlenecks in document access and retrieval become even worse during peak periods for seasonal operations. New employees may lack the right permissions, or even be assigned the wrong permissions, forcing them to jump through hoops just to access the right documents. If document hard copies are stored off-site, they must be mailed, couriered, or physically retrieved before they can be used, which may result in the loss of sales or even the loss of a customer and/or client.

DATAMARK uses a combination of manual and automated systems to achieve the best and most efficient balance possible. When you outsource Document Storage and Retrieval to us, we dig deep to really get to know your business, how your employees work, and what they find frustrating, including common bottlenecks. Then, we customize a system with the right elements to ensure that those bottlenecks are eliminated without putting data at risk.

Integrated Collection and Capture Methods

Enterprises must focus on how they collect and capture documents if they wish to achieve optimized, fluid, and agile document storage and retrieval methods. DATAMARK uses customized leading-edge systems and technologies, such as Optical Character Recognition (OCR) and Intelligent Character Recognition (ICR) to empower the collection of documents as they enter the system or upon request.

The use of advanced algorithms, AI, automation, and manual oversight is a powerful approach to data and document collection and storage. It becomes easy and efficient to capture information coming from physical channels, including incoming mail, contracts, and hard copies, as well as digital channels, such as email, voicemail, web forms, and online correspondence.

Moreover, DATAMARK’s outsourcing teams have the knowledge and experience to integrate with your current platforms and systems. Or, we can work entirely within our own systems, providing you with access to solutions we already know and love. This is a critical factor for success, yet it also lowers barriers to entry and overhead costs by eliminating the need for expensive enterprise-owned technologies and platforms.

Classify and Organize Data for Improved Storage and Retrieval

DATAMARK’s scanning and imaging systems don’t just store images of your documents. Instead, they identify the type of content within your documents, classifying it to ensure it is stored or forwarded to the right destinations within the system. For example, DATAMARK’s automation system can scan contracts and agreements for specific language, using it to identify that the document is a contract, even if the document isn’t necessarily templated or in the system already. A similar process is used to identify invoices, bills, accounts payable, accounts receivable, customer correspondence, purchase orders, and inventory lists.

The benefit of properly classified documents and document content cannot be overstated. This is a critical component of outsourcing document storage and retrieval, especially in industries like healthcare or insurance, where a missing document could cost the business millions in liability suits or the inability to collect on claims.

Validate Documents for Better Classification and Access

Enterprise documents range in importance from urgent all the way to unnecessary. A quick memo sent between colleagues to remind each other of an upcoming meeting obviously does not retain as much importance as an invoice to a customer. DATAMARK'S scanning and validation systems masterfully extract and process information from your documents based on predefined filters set by the business.

The benefit of validation in classifying urgency is extensive. It creates the possibility for urgency ratings and "level of importance" markers within your document storage system so that the most urgent documents reach the right eyes first. The same filters may also be utilized to classify security level, confidentiality, legal status, level of access, and more.

Smart Document Storage and Retrieval for All American Industries

DATAMARK’s Document Storage and Retrieval services help enterprises and large-scale businesses reduce on-site real estate and streamline document handling. From initial capture through digital mailroom systems that ensure documents are stored in the right places, with the right security for protection, we go above and beyond to help businesses in these important industries and more:

  • Healthcare
  • Transportation
  • Financial & Banking
  • Call Center
  • Retail
  • Manufacturing
  • Energy
  • Utilities
  • Government

Ensure the safety and protection of your documents without taking up valuable on-site real estate or excessive employee hours; outsource your business processes to DATAMARK instead. From simple strategies like online document retrieval to more advanced warehousing solutions, such as fully-trackable barcode recognition and or document validation, outsourcing Document Storage and Retrieval can pay big dividends for your organization, regardless of size.

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