Document Management

Approach Methodology 
Using a sample of the original document to be processed, including other client information and output record format, we develop the perfect integration of your form and our programming to handle the data input, output, quality management and project management. Note, design and implementation of a new form / document format for greater statistical compilation, is always available. Next, we prepare a test sample of the specific document(s), output the data and provide it to the client for review and acceptance. Once this data output meets with the client’s approval, we set up a start date with the client for the data upload schedule and shipping schedule of the original documents.

Upon client approval, VishaSoft assigns account representative so any and all questions may be answered on the first call without needing to speak to a different person from each area in question.

Much of our data management work begins in our Document Preparation Department where opening, extracting, sorting and coding is done prior to data capture. Manually processed and electronically captured data is then transmitted to our verification department where various edit checks, data validation, and database management functions are performed. Our verification department provides application design and development as well as statistical and analytical reports. We can develop a special data entry “Table & Rules” for each client’s document(s), with fill validation, precise error checking features and output design based on each client’s in-house record format requirement. It is also possible to include any client specific data audit feature, including range checks, logical date checks, batch balancing, record balancing, check digit calculation, table look-up and extraction. In addition, specified fields can be limited to accept alpha, numeric or a combination of both. Tables and Rules can be defined to insure accuracy and trap erroneous information.

Advantages of Outsourcing
By outsourcing your document management needs, you:
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 may incur vastly higher research, development, marketing and deployment expenses. Access to the outside provider's lower cost structure, which may be the result of a greater economy of scale or some other advantage based on specialization, 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 while having operational details assumed by an outside expert. For many companies, the single most compelling reason for outsourcing is that several of the 'how' type of issues are siphoning off huge amounts of management's time and attention. Too often, the resolution of these issues are stuck in middle management 'decision gridlock.' This creates financial and opportunity costs that affect the organization's future.

Access to world class capabilities
VishaSoft’s capabilities are the result of extensive investments in technology, methodologies, and people. Our capabilities include specialized industry expertise gained through working with many clients facing similar challenges.

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

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

Share Risks
When companies outsource they become more flexible, more dynamic, and better 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 change extremely quickly. Keeping up with these changes, especially where each next generation requires a significant investment of resources and dollars, is very 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 behalf of their many clients. By sharing these investments, the risks born 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 & eliminate backlogs
Increased productivity - more forms / documents get processed in less time outside the company facility thereby allowing corporate energy to focus on core functions.

Immediate access to information & images
By providing the best way to process and store documents it becomes seamless to have nearly instantaneous access to all stored documents from any desktop.

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 VishaSoft boasts a combined experience of over 10 years in data processing. In addition to this, the staff is comprised of highly skilled workers who supervise the data as it is being entered and processed.

Accuracy & Efficiency
Because VishaSoft specializes in systems, such as OCR & ICR, which contain strict quality controls, utmost data accuracy is preserved. We not only employ computerized validation routines, but our trained staff supervises the data processing at all levels ensuring quality and accuracy. We have a quick turnaround time, without sacrificing data integrity and accuracy.

Cost Effectiveness
Using VishaSoft means increased productivity for your business. More forms/documents get processed in less time. Fast turnaround in data processing means that more customers can be served sooner. This inevitably leads to better customer service.

Additional benefits

  • Convenient and simple to implement
  • Powerful, Flexible & Secure
  • Reduce or eliminate storage needs
  • Better morale - workers are used in higher skill capacities, which increase self-esteem
  • Elimination, reduction or repositioning of data entry personnel
  • Increased productivity- more forms / documents get processed in less time
  • Improved records control - ICR systems contain quality controls which improve accuracy and accessibility of data captured and stored. 

Major benefits can be calculated in terms of organizational responsiveness and not just cost savings. In other words, redefinition of jobs, plus better use of people and corporate resources are very likely to play a greater role in the decision to outsource the data, forms and document processing. The benefit of outsourcing is field tested and proven.
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