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In virtually every industry, recessionary pressures are leading business executives to carefully reexamine every cost center across their organizations. Their aim? To find innovative ways to achieve new efficiencies and reduce expenses -- without impacting customer service, products, and brands. One of the more popular strategies involves outsourcing to office services and managed print services companies. With outsourcing, companies can reduce overhead expenses, staffing headaches, and capital investments while improving the breadth and quality of the office services their employees can leverage.

An increasing number of large organizations today rely on specialists to assume responsibility for a broadening range of office services. These can include document production, copier/printer management, centralized duplication and on-demand printing, document conversion, file-room management, contract management, off-site storage coordination, courier/fleet management, shipping and receiving services, imaging and records management, inbound and outbound fax services, and more. Some providers even offer services to streamline employee on-boarding, time-card management, and expense reporting.

The common thread: these services all focus on documents. And as they outsource their office services functions, an increasing number of businesses are insisting that their outsourcing partner offer the technology that streamlines these processes through document capture and routing solutions. The combination of smart and efficient outsourced services and document capture and routing technology creates a compelling solution to reduce costs and increase efficiency.

Why document capture and routing matters

What is document capture and routing? It's a flexible and efficient way to capture, transform, and move paper and electronic documents among people, places, and formats. Starting with the familiar networked multi-function peripheral (MFP), which is the new-breed copy machine that is a foundation of outsourced office services, document capture and routing solutions provide simultaneous distribution to multiple destinations in multiple formats.

The office services team can use these solutions to capture paper (such as inbound mail, contracts, faxes, invoices, and more) and electronic documents. They can convert those documents into a variety of formats (including text-searchable PDF, TIF, JPG, DOC, RTF, XLS, or TXT), and route them to various destinations, such as desktop PCs, faxes, e-mail, network folders, network printers, document repositories, document management systems (DMS), records management systems (RMS), and enterprise content management (ECM) systems. What's more, document capture and routing solutions help the office services team deliver a higher level of document security and greater compliance with corporate record-retention requirements, government regulations, and industry mandates.


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