White papers

A White Paper - Why Outsource ?

 

Reduce & Control Operating Costs

The single most important tactical reason for outsourcing is to reduce and control operating costs. Additionally, companies that try to do everything themselves incur vastly higher research, development, marketing and deployment expenses. Access to the outside provider's lower cost structure, which may be the greater economy of scale or some other advantage based on speed is clearly and simply one of the most compelling tactical reasons for outsourcing.

 

Improve Company Focus

Outsourcing lets the company focus on broader business issues than operational details assumed by an outside expert. For many companies the most compelling reason for outsourcing is that several of the "how" types of issues are siphoning off huge amounts of management's time and attention. The resolution of these issues are stuck in middle management "decision gridlock." This creates financial and opportunity costs that effect the organizations future.

 

Access to world class capabilities

Grace Information Management's capabilities are the result of extensive investments in methodologies, and people - investments made over a considerable period. Grace Information Management’s capabilities include specialized industry expertise gained through many clients facing similar challenges.

 

Redirect resources toward activities which have the return

Most often, the resources redirected through outsourcing are people rather than outsourcing non-core functions, the organization can redirect these people, or at least the staff slots they represent, onto greater value-adding activities whose energies are currently focused internally can now be focused externally on the customer.

 

Non-core business functions are on an "as used" only expense basis

Outsourcing is a way to reduce the need to invest capital funds in non-core functions. Instead of acquiring the resources through capital expenditure contracted for an "as used" operational expense basis. It can also improve certain financial measurements of the firm by eliminating the need to shed equity from capital investments in non-core areas.

 

Share Risks

When companies outsource they become more flexible, more dynamically able to change themselves to meet the changing opportunities. There are tremendous risks associated with the investments an organization makes. Markets, competition, government regulations, financial conditions, and technologies all changes extremely quickly. Keeping up with these changes, especially where each next generation requires a significant investment of resources and doubly difficult and 'bet your company' types of investments are all too common. Outsourcing is a vehicle for sharing these risks across many companies. Outsourcing providers make investments not on behalf of just one company but on the behalf of their many clients. By sharing these investments, the risks borne by any single company are significantly reduced. The result is that when companies outsource they become more flexible, more dynamic, and better able to change themselves to meet the changing opportunities.

 

Improve production and eliminate backlogs

Increased productivity - more forms / documents get processed in less time in the company facility thereby allowing corporate energy to focus on core business.

 

Scalable

A cost effective solution that may begin moderately can grow exponentially without any increase in capital expense or human resources.

 

Expert Professional Staff

Upper management at Grace boasts a combined experience of over 60 years in document imaging and management. In addition Grace's staff is comprised of highly trained workers whose skills are being constantly upgraded to keep in line with technical advances in the imaging world of records archiving.

 

Accuracy

Because Grace specialises in systems, such as OCR, IMR & ICR which demands quality controls, utmost data accuracy is preserved. We not only employ computerized validation routines, but our trained staff supervise the processing at all levels ensuring quality and accuracy. Grace is a Quality Assured Company with AS/ISO 9002 accreditation, and a Government Endorsed Supplier.

 

Efficiency

GIM boasts a quick turnaround time from as little as same day to suit the urgent needs of clients without sacrificing records image integrity or indexing accuracy.

 

Convenience

Our professional staff is on hand to consult with you and answer your records storage questions, including electronic storage of your records, data capture, indexing and accessing your records either over the Web or by any line method including Frame Relay and ISDN.

 

Cost Effectiveness

Using Grace Information Management means increased productivity for your business. More forms and records get processed in less time. Fast turnaround of digitally archived records means customers queries on past invoices etc can be answered more quickly. This inevitably leads to better customer satisfaction.

 

Additional Benefits

Convenient and simple to implement.

Powerful, flexible and secure.

Reduce and eliminate storage needs.

Better morale - staff are used in higher skill capacities which raises esteem.

Elimination, reduction or repositioning of clerical staff.

Increased productivity - Records are digitally accessible at any time from the desk top.

Improved records control. No more missing invoices.

 

Major benefits can be calculated in terms of organizational responsiveness in cost savings. In other words, redefinition of jobs, plus better use of corporate resources are very likely to play a greater role in the decision of records management and document processing. The benefits of outsourcing are tried and proven. Few service bureaus can compete with the quality and service of Grace Information Management.