Every file where it should be
AssistBPO's document management outsourcing gives you a named assistant who names, indexes, files and retires your documents in Google Drive, SharePoint or your DMS, so every file is where it should be and findable in seconds. One person, one naming convention, and a weekly report on what was filed, what is missing and what is due for retention review.
- Your hours
- Data & back office
- Employed, screened, managed
What is document management outsourcing?
Document management outsourcing is handing the day-to-day upkeep of your business documents to a managed remote assistant: applying a naming convention, filing incoming documents into the right folder or matter, tagging and indexing them for search, controlling versions, and applying retention rules. The aim is a document system where anyone can find the right file in seconds.
· Reviewed by Issabela Masters
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Document management: what we do and how it runs
Document management outsourcing is handing the day-to-day upkeep of your business documents to a managed remote assistant: applying a naming convention, filing incoming documents into the right folder or matter, tagging and indexing them for search, controlling versions, and applying retention rules. The aim is a document system where anyone can find the right file in seconds.
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What it is
Document management outsourcing is handing the day-to-day upkeep of your business documents to a managed remote assistant: applying a naming convention, filing incoming documents into the right folder or matter, tagging and indexing them for search, controlling versions, and applying retention rules. The aim is a document system where anyone can find the right file in seconds.
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What you get
One named assistant who owns your folders, naming and filing rules
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How it runs
Backlogs indexed, inboxes cleared, DMS and drives kept tidy every day
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Match
A 20-minute discovery call on where your documents live, how they arrive and what people cannot find. Within 72 hours we propose a named assistant with experience in your DMS or drive platform, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the document management desk for?
- Law firms and professional practices
- Correspondence, pleadings, engagement letters and client files indexed into Clio, MyCase or your DMS by matter, with version control and retention dates recorded.
- Construction and property firms
- Drawings, submittals, RFIs, leases, inspection reports and certificates filed by project or property and named so the site team can find them from a phone.
- Accounting and financial firms
- Client source documents, engagement files and workpapers organized by client and year, with LedgerBPO on the accounting side where needed.
- Growing companies with a messy drive
- Ten years of Dropbox, three naming habits and a shared inbox full of attachments, brought into one structure your team will actually keep.
What does the document management service include?
These 12 tasks are what AssistBPO's document management desk handles as standard for an operations manager.
- Naming convention and folder structure designed with you and documented
- Incoming documents filed daily from email, scans, portals and uploads
- Backlog indexing projects with a daily file count and a finish date
- Metadata and tags applied in your DMS, SharePoint or Google Drive
- Scanning coordination and OCR so paper becomes searchable text
- Version control: superseded files archived, current file clearly marked
- Retention schedule tracked, with review lists before anything is deleted
- Permissions audit so the right people see the right folders
- Matter, project or client file open and close checklists
- Missing-document lists chased with the responsible person
- Templates and forms library kept current
- End-of-day report with files filed, exceptions and missing items
Deliverables and KPIs
AssistBPO reports 6 measures on the document management desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Documents filed | Incoming documents filed within the agreed time, target same day | Daily, in the end-of-day report |
| Naming compliance | Share of new files matching the convention on audit | Weekly review |
| Findability | Sample searches resolved on the first attempt | Monthly |
| Backlog progress | Files indexed against the project plan | Daily during the project |
| Retention actions | Review lists produced before due dates; deletions approved in writing | Monthly |
| QA scorecard | Filing accuracy, naming, metadata completeness | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the document management desk work?
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Match
A 20-minute discovery call on where your documents live, how they arrive and what people cannot find. Within 72 hours we propose a named assistant with experience in your DMS or drive platform, plus a trained backup.
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Onboard
We agree the naming convention, folder structure, tags and retention rules in a one-page standard, set up least-privilege access, and index a first folder together so you can see the standard applied before the backlog and the daily flow begin.
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Daily rhythm
Your assistant clears the intake points each morning, files and tags every new document, works the backlog in scheduled blocks, chases missing items and closes the day with a report of what was filed, what is waiting on someone and what is due for retention review.
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Weekly review
20 minutes with the team lead: filing volumes, naming audit results, folders that need restructuring and permission changes. Monthly, the team lead runs sample searches and scores the results on the QA scorecard.
Hours, coverage and models
AssistBPO staffs the document management desk on 3 models. US, UK, Canadian and Australian business hours from the group's two offices. Backlog indexing can run overnight so the drive changes shape without disrupting your day.
- Dedicated document assistant, 80 or 160 hours a month, in your hours
- Project to index and restructure a backlog, with a file count and a finish date
- Shared filing desk for lower daily volumes
See what is staffed in your zone on the coverage clock.
What are the terms on the document management desk?
The card, the contract terms and the document management desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Evening, weekend or overnight cover | Tier rate plus 20 percent |
| Desk | Data & back-office desk |
| Standard schedule | Dedicated document assistant, 80 or 160 hours a month, in your hours |
| Coverage | US, UK, Canadian and Australian business hours from the group's two offices. |
| Tools | 10 platforms, including Google Workspace, Microsoft 365, Clio |
| KPIs reported | 6 measures: daily, monthly, weekly review |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does document management cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Offshore managed assistants $7 to $15 an hour or $640 to $2,400 a month full-time; US virtual assistants average $19.45 an hour on PayScale; in-house administrative support $4,700 to $9,100 a month loaded | Wishup 2026 Industry Report; PayScale via Wishup, Marblism and Cherry Assistant, 2026 |
| United Kingdom | UK-based VAs £25 to £45 an hour; offshore full-time £900 to £2,000 a month against £3,000 to £5,000 for a UK employee | SVA surveys, Virtalent and UK agency pricing pages, 2026 |
| Australia | Offshore managed staff A$8 to A$35 an hour; onshore VAs A$39.90 to A$65 an hour; agency retainers A$800 to A$3,000 a month | Virtual Coworker, DotVA and Smart Staffing published pricing, 2026 |
Security and compliance
- Background-checked, employed assistants under NDA; never freelancers
- Work happens inside your drive or DMS through your own user account; nothing is downloaded or duplicated elsewhere
- Deletions only from an approved retention list, with a written sign-off and a recoverable archive step first
- Managed devices with MFA, no local storage and monitored access
- HIPAA-trained staff and a BAA for health records; legal privilege and confidentiality rules briefed for law firm files
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- US: HIPAA and a BAA for health records; state bar confidentiality rules briefed for law firm files
- UK: UK GDPR storage-limitation principle applied through the retention schedule
- Canada and Australia: PIPEDA and Privacy Act retention and cross-border storage notes for your policy
Frequently asked questions
How much does document management outsourcing cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, offshore managed assistants are published at $7 to $15 an hour or $640 to $2,400 a month full-time, against $4,700 to $9,100 a month loaded for an in-house administrative hire (Wishup 2026). A backlog is usually a fixed-scope project; ongoing filing is a part-time block of hours.
Which platforms do you work in?
Google Drive and Shared Drives, SharePoint and OneDrive, Dropbox and Box, practice systems such as Clio and MyCase, real estate and property tools such as dotloop, Buildium and AppFolio, and Notion or Airtable when documents live alongside your other work. If it has folders, metadata and permissions, the assistant can run it. Where two platforms overlap, for example email attachments and a DMS, we agree which is the system of record and file there only.
Will you change our folder structure?
Only with you. Onboarding produces a one-page standard: folder tree, naming pattern, tags and retention rules. We test it on one folder, adjust, then roll it out. Old structures are migrated in scheduled blocks with redirects or shortcuts left behind, so nobody loses a file they had bookmarked. Where a team has strong habits, we keep their top-level names and fix the levels underneath, which gets adoption without a fight.
Can you handle paper and scanned documents?
Yes. We coordinate scanning with your office or a local scanning vendor, run OCR so the text is searchable, name and file the output and log what has been digitized. We do not handle physical paper ourselves; everything we touch is already a file. For firms with a paper backlog, we plan the scanning in batches by matter or year, so the most-used files are searchable first.
How do you handle retention and deletion?
Carefully. Retention periods are recorded per document type during onboarding, from your policy or your regulator's guidance. Each month the assistant produces a review list of items reaching their date; nothing is deleted without your written approval, and approved items go to a recoverable archive before permanent removal. Legal holds are flagged in the register so nothing under a hold reaches the review list.
Is this the same as document preparation?
No. Document preparation is creating and formatting proposals, contracts and reports; document management is filing, indexing and controlling the documents you already have. Many clients use both: one assistant prepares the document, the same or another files it correctly with the right version and retention tag. Keeping both on one desk means the prepared document is filed under the right name the moment it is signed.
How do you keep confidential files confidential?
Assistants are background-checked employees of the group under NDA, working through your own user accounts with only the folders they need. Managed devices with MFA and no local storage mean files never leave your platform. For law firms we brief privilege rules; for health records we work under a BAA with HIPAA-trained staff. Access is reviewed monthly, and when an engagement ends every login is revoked and confirmed in writing.
Is it the same person every day?
Yes. One named assistant learns your matters, projects and people, so filing decisions get faster and more consistent over time. A trained backup has the same standard document and covers leave, and a team lead runs the weekly review and the monthly QA scorecard. New team members are pointed to the standard document and the assistant, which is usually faster than a filing training session.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data