7 Tips for Outsourcing Your Data Capture Project
iTech Data Services

7 Tips for Outsourcing Your Data Capture Project

Read Time: 4 minutes

Data Capture can take up valuable employee time, which is why so many companies outsource theirs. If you’re thinking of data capture outsourcing, try these tips.

Imprecise data capture can compromise the value of a company’s database and result in wasted time and money.

This is why many organizations opt to outsource their process of extracting information. In addition to peace of mind, outsourcing also takes much of the stress off in-house teams.

However, if you’re thinking of data capture outsourcing, there a number of things you need to consider before hiring a company starting from Accuracy, Security, TAT etc. Working with the wrong organization could result in mistakes or even security issues.

To help you make the transition to outsourcing as smooth as possible, we’re going over seven things you need to consider.


1. Determine the Level of Cost Benefit

Before you look for outsourcing services, you need to determine how much it currently costs to perform data capture in-house. This will help you decide if outsourcing will benefit your bottom line. It also helps when pricing outsourcing services.

Make sure you’re exhaustive when you look at current costs. Along with all labor expenses, you need to take managerial staff, equipment costs, and the cost of space into consideration.

Once you figure an amount, you’ll be able to use this as your baseline when looking at different vendors. You need to find someone who can provide the exact services you need within your budget.

2. Security Concerns

Any time large amounts of company or client data is involved, security is a huge consideration. This is especially true in an age where cybercriminals have become extremely sophisticated.

This means you need to understand the security measures your outsourced service provider uses. These measures must fulfill or surpass your requirements.

If you’re in the healthcare industry you could face legal issues if your information-handling process isn’t HIPPA compliant. Financial institutions risk lawsuits and a stain on their reputation if client data isn’t properly protected.

Regardless of the industry, make sure you work with outsourced services that provide up-to-date security practices. This is something you can’t overlook.

3. Evaluate Your Needs

In order to form a successful relationship with a data capture provider, it’s critical they have the resources needed to accommodate you. This means you first need to evaluate all your internal needs.

Obviously, you have to know the volume of information you’ll be handling on a regular basis. You also need to know how quickly your staff will require access to this data.

You’ll need to speak to prospective vendors about file transmission requirements to ensure the process runs smoothly. The last thing you want is to enter into a contract only to find out there are hurdles to overcome on yours or the vendor’s end.

Make sure you talk to department heads to determine their individual needs with regard to information storage and retrieval.

4. Look for Customized Solutions

Every business’s needs are different. What works well for your competitor may not work for you.

If you have specialized needs, make sure you work with a vendor who can customize their services. This means they can tailor their process to align with yours.

If an outsourcer only provides ready-made service, this could be a sign they lack technical capabilities. It’s probably a good idea to avoid these vendors.

Look for outsourcing companies who provide service to a number of different industries. This is a sign they have the infrastructure needed to adapt to a wide range of business needs.

5. Turnaround Time

If you often have large data capture projects, it’s important your vendor can handle the workload. Look into their turnaround times to make sure you won’t run into a problem down the road.

You should also find out what their turnaround time if you need to access your data. Ask what their customer service process looks like to determine if it aligns with your needs.

It’s also a good idea to confirm whether the company you do business with has a system in place to track projects. This is an indication they take deadlines and time constraints seriously. It also allows them to give you real-time updates on the project.

6. Will You Need Emergency Services?

Does your organization often need unexpected automated data capture services performed quickly? If so, your vendor needs to be able to handle this.

It’s important your outsourcer provides service options 24/7. This could be in the form of live customer support or a dedicated account manager. Either way, you need to know your requests will get immediate attention.

If you know emergency service will be part of your needs, let your vendor know before hiring them. This is a relatively common requirement, and any good outsourced service should be able to provide this.

7. Work with a Reputable Company

You’re relying on a vendor to take over total control of a critical business function. It’s imperative you turn this task over to the professionals.

Do your research before you work with anyone. Make sure they have a good reputation within your industry.

The vendor you work with should also be financially stable. You don’t want to entrust your data capture requirements to an organization that can’t afford the necessary resources to get the job done right.

Check client reviews of any vendor you’re considering. This will give you a good idea of the type of work they do and the customer service they provide.

You should also have a look at the previous projects they’ve worked on. This is a great way to determine if they can handle the scope of your average projects.

Make Things Easier with Data Capture Outsourcing

Streamlining your business operation is important when trying to achieve future growth. Letting the professionals take over your data capture requirements is a great way to take the burden off your internal workforce.

Consider these tips when looking at data capture outsourcing options for your business.

We provide data capture solutions for a wide range of industries. Contact us today to learn how we can help you.

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