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  • Business Process Outsourcing (BPO) for Documents

    Hire a specialized team to organize, classify, and digitize your organization’s legacy documents

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Overview

Business Process Outsourcing (BPO) for Documents

Business Process Outsourcing (BPO) is the practice of contracting a partner company to perform tasks that are not directly related to a company’s core business.

When it comes to document management, brands face the challenge of organizing and classifying their entire history of information, adapting it to data privacy laws and regulatory standards. Additionally, there’s the need to apply an organizational methodology that facilitates information retrieval and digitization of the collection.

Our team is prepared to manage the entire process of organization, cleaning, classification, digitization, and automation of your brand’s collection. This ensures an excellent outcome and allows your employees to focus on more strategic tasks for your business.

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BENEFITS

Benefits of Hiring a Business Process Outsourcing (BPO) Service for Document Management

Learn how outsourcing your organization's document management to a specialized team offers operational advantages

  • Cost Reduction and Flexibility

    Outsourcing eliminates the expenses associated with establishing an in-house document management department and allows the company to adjust workload demands as needed, especially in the face of new requirements.

  • Methodical Handling

    Ensure that your document collection is organized and classified according to practices regulated by the National Archives Council (ConArq) and international standards related to document management.

  • Enhanced Security

    Companies in this sector employ robust security measures to protect sensitive data and information. You can rest assured that the results comply with document management security standards.

  • Sorting, Disposal, and Storage

    The document management company you hire will analyze your brand’s entire document collection to identify which documents can be disposed of, set storage and archiving periods for permanent materials.

  • Process Mapping

    In addition to document management and archival instrument creation, an established company in this field will also map processes to structure how archival routines can be digitized.

  • Digitization and Informatization of the Collection

    Document digitization is an important aspect of the work of archivists. With the right tools, information generated years (or decades) ago can be quickly searched and retrieved.

  • Risk Management

    Companies specializing in document management have extensive experience in assessing potential risks to your collection, creating recovery plans to ensure your documents are always protected and accessible.

  • Compliance and Auditing

    A reputable document management company will organize your collection using methodologies that align with process and information compliance, ensuring that your documents are compliant with any audit.

  • Cutting-Edge Technology

    Document management specialists have web platforms developed to optimize document management routines. These platforms facilitate tasks such as searching for old documents and uploading new files.

ADVANTAGES

How does Ikhon stand out in the business process outsourcing service for documents?

  • Use of International Methodologies

    Use of International Methodologies

    In addition to adhering to Conarq and regulatory agency standards, we also adopt classification standards created by international norms such as ISO 15489 and ISO 30300.

  • Custom Archival Production

    Custom Archival Production

    Our team immerses itself in understanding your brand’s legal personality and local practices, tailoring the production of archival instruments to align with the reality of your organization for effective use.

  • Technical Expertise

    Technical Expertise

    With over 20 years of experience in document management, we have a specialized archival team capable of producing archival instruments for public and private entities across various sectors.

  • Process Automation

    Process Automation

    After mapping the workflow, we automate all physical routines into a digital platform.

  • Collection Optimization

    Collection Optimization

    We have experience in organization, digitization, and archival indexing, resulting in faster information retrieval.

  • Accelerated Implementation

    Accelerated Implementation

    Our work model prioritizes continuous execution, delivering results early in the process.

  • Comprehensive Solution

    Comprehensive Solution

    We organize and enhance the entire information management journey, creating processes to categorize information, transferring physical document collections to a web platform, and automating tasks to offer services digitally that were previously available only in person.

FAQ

Questions and Answers About Business Process Outsourcing for Documents

  • What is Business Process Outsourcing (BPO), and how is it applied in document management?

    Business Process Outsourcing (BPO), also known as Terceirização de Processos de Negócio, is the practice of contracting a partner company to perform tasks that are not directly related to a company’s core business.

    When applied to document management, BPO involves hiring a partner company to perform tasks such as organizing and classifying information, creating archival instruments, and developing documentation processes.

  • When is it worthwhile to hire a company for document BPO?

    There are several business conditions that make hiring a BPO more advantageous than establishing an internal document management department. Some examples include:

    • When the organization needs to quickly implement document processes and document digitization but lacks internal expertise for these activities.
    • When it’s essential to ensure that the process complies with document organization standards and regulatory agency compliance.
    • When you need to address potential risks to your document collection and implement measures to mitigate sensitive situations.
    • When you’re unsure of the team size needed for this task, or when you anticipate fluctuating workforce needs based on the stage of document management.
    • When outsourcing enhances department and professional productivity, among other reasons.

  • How does a BPO company operate in document organization?

    A BPO company that specializes in document management should have extensive experience in organizing and managing collections. Therefore, they will apply standardized processes to perform these tasks in your organization. The number of materials and processes created varies depending on your business’s characteristics. Typically, archival consulting work focuses on the following steps:

    • Archival and information diagnosis: Our team identifies the document obligations related to your brand’s legal personality. Based on this diagnosis, we define the methodology to be applied in creating archival instruments.
    • Production of archival instruments: This involves creating a classification plan and retention schedule, which serve as guides to organize all your brand’s archival production.

  • Why hire IKHON as your business process outsourcing partner for document management?

    With over 20 years of experience in document management, we have provided archival consulting services to public and private clients from various sectors and of different sizes.

    When you choose our services, your company will benefit from 100% specialized consulting, ensuring that your collection management complies with national and international quality and compliance standards.

Questions?

Our specialized team is ready to answer all your questions about Outsourcing Document Management Services – BPO for Document Management, and help you understand how it can bring tangible benefits to your organization.

Get a demo
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