FAQFAQs

  1. Achieving a Paperless Office.
  2. What is a Virtual Office?
  3. Our telephone answering service limitations
  4. The advantages of a business address against a PO Box Number.
  5. Business Continuity for Beginners.
  6. Serviced office versus leased office comparison.
  7. What is Voice over Internet Protocol (VoIP)?
  8. What is ISDN?
  9. What is SIP trunking?
  10. Reduce unwanted calls, faxes and post.

Paperless Office1. Achieving a Paperless Office

You've probably several reasons why you're seeking a document management solution. It may be that you simply want to achieve the increased efficiency & profits that a Paperless Office brings, or perhaps you need to do this to implement your business continuity plans.

So how do you do it?

An important key is enabling you and your colleagues to access and share company information, whenever and wherever needed. With a traditional office and filing cabinet you can share and control your company information; however, what if you could transform the filing cabinet into a format that was as (or more) accessible but which didn't require you to provide physical space?

An element of this concept might involve conversion of your existing printed documents into digital format and securely storing this on your own digital filing cabinet. You could also directly access this central file system to store and share your other data (in fact anything you normally save on your PC). A digital filing cabinet will give you the means to control, manage and access your data – as well as providing a data backup solution.

An integrated document capture and digital filing system consists of a simple 5 part process that will transform your business processes, forever:

Simple enough? Well actually it is - it’s usually a lack of time that stops most of us from getting on with this, and, arguably, suitable hardware. Outsourcing can remove the burden of filing - no more hours ‘wasted’ on filing when you could be getting on with something more important!

 

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2. What is a virtual office?

One of the many fears a small business has ironically, is looking like it's a small business! You don't want potential customers thinking you're not up to the challenge or can't deliver the goods based on the size of your company. You know you can do the job, but for some people size does matter! Virtual offices can offer small companies the ability to enhance their image through a reputable business address and a professional telephone call handling service and can be an attractive proposition for sole traders working from home as well as a low risk option for multinationals looking to break into an emerging market.

Virtual OfficeVirtual office is a term for shared office services, which normally includes business address, mail & courier services, telephone services, fax services, answering services, and meeting & conference facilities. Typically, the users of virtual office services would be those who are:

[extract from Wikipedia]

Of course, there’s also the cost factor - a virtual office is significantly less expensive than physical office space.

Please note that Orion provides additional services for document management solutions and secretarial / administrative support services, in addition to the other services listed above.

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3. OUR TELEPHONE ANSWERING SERVICE LIMITATIONS

If you're a small business looking for a telephone answerting service then, in our experience, the following limitations shouldn't apply to you. However, we believe in making all our charges transparent. The level of service we provide is we believe quite generous, and compares very favourably against most of our competitors, who charge extra for any calls received or made on your behalf. The reason we have introduced limits is to ensure that we continue to provide the expected level and quality of service our clients have come to expect.

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4. The advantages of a business address against a PO Box Number.

A professional business address service (an element of a Virtual Office) will give you a corporate image that a PO Box (or home address) simply can’t do. There are some situations when a PO Box will suffice (and admittedly it does cost less), but in the world of business it simply doesn’t set the right image. Most of us associate a PO Box with a new (high risk) start up company – but why lessen your reputation when you can create a solid professional image?
A professional business address also allows you to create a local presence, and in our case, access to a very prestigious address in Stamford.

You also have access to a reliable and professional secretarial service and meeting room.

In addition, we can handle your mail as you wish. We will, if required, forward mail or email it on a daily basis - PO Box services usually forward mail on a weekly basis and will not offer email services.

Moreover, having a professional business address will give you somewhere to register your company.

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5. BUSINESS Continuity for Beginners.

Business Continuity, Planning (BCP), Business Contingency Management (BCM) Planning, Disaster Recovery Planning - they’re all the same really (although perfectionists would tell you otherwise).

The principle is that the business plans for continued operations in the event of a disruption, whether due to a major or minor incident. There is a growing emphasis for businesses to develop their own intrinsic disaster recovery plans. Both Government and, increasingly, insurance providers are encouraging businesses to reduce risks to commerce failures through appropriate risk management plans - disaster recovery included. However, it really is a matter for you to decide the level of compliance you need.

Your BCM Plan (or BCP manual ) should cover at least: staff, IT, data recovery, premises and communications. The plan may be simply a printed manual stored safely away from the primary work location, containing the names, addresses, and phone numbers for crisis management staff, general staff members, clients, and vendors along with the location of the offsite data backup storage media, copies of insurance contracts, and other critical materials necessary for organisational survival. The aim is to give you the ability to keep your business functioning after a disaster but without creating an onerous administrative burden (in fact if you subscribe to a digital filing service - ie cloud services - you will be ensuring instant data recovery within your day-to-day practices!).
Want to know more, visit www.thebci.org.

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6. Serviced office versus leased office comparison.

Percentage saving achieved using serviced office space:

No of People to
be Accommodated
Number of Months for which Accommodation is Needed
6 12 18 24 36  
1 75% 66% 66% 67% 78%  
5 33% 32% 39% 31% 34%  
10 39% 37% 33% 36% 39%  
15 20% 16% 13% 16% 18%  

(Extracted from ‘The True Cost of the Flexible Office’ - research undertaken by the Chartered Institute of Purchasing and Supply - based on an average of 8 centres)

In addition to the obvious cost savings, choosing a serviced office avoids the effort needed to comply with the usual building management burdens. Building and grounds maintenance, cleaning and waste disposal, utilities, premises insurance, etc are all arranged for you. When choosing any office space make sure it is fully compliant with the latest regulatory requirements, including Electricity at Work Regulations 1989, Regulatory Reform (Fire Safety) Order 2005 and The Control of Asbestos Regulations 2006.

Please use our costs comparison tool (icon on right) to find out the financial benefts for yourself. We have tried to make this easy for you to complete but we would prefer if you brought your data to us so that we can go through the model together.

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7. What is Voice over Internet Protocol (VoIP)

VOIP a general term for delivery of voice communications over the Internet or other packet-switched networks. Other terms frequently encountered and synonymous with VoIP are IP telephony and Internet telephony, as well as voice over broadband, broadband telephony, and broadband phone, when the network connectivity is available over broadband Internet access.
Voice-over-IP systems carry telephony speech as digital audio.
IP stands for Internet Protocol. An IP address is a long and unique number that devices use to identify and communicate with each other. When you log into the internet your computer equipment is essentially given a unique (to keep the explanation simple) number.

[Wikipedia]

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8. What is ISDN?

ISDN (Integrated Services Digital Network) is a circuit-switched telephone network system, that also provides access to packet switched networks, designed to allow digital transmission of voice and data over ordinary telephone copper wires, resulting in better voice quality than an analog phone.

[Wikipedia]

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9. what is sip trunking?

SIP trunking provides access to and from the Public Switched Telephone Network (PSTN) over the Internet. Businesses use SIP trunking to provide cost effective telephone service to their offices through a PBX or individual users in remote locations. It also can enable a business to move existing number ranges to an out of area location.

SIP (Session Initiation Protocol) is the protocol that controls the call, this includes setting up the call and closing it down. The actual voice media uses another protocol RTP (Real Time Protocol), sent as normal IP packets. The IP traffic requires an internet connection to travel over.

Orion is committed to ensuring you have the highest level of service and we also use SIP trunking to provide a backup service to our ISDN circuit. During the winter of 2009 when many businesses couldn't operate because of heavy snow falls, Orion was able to continue to provide a first-class telephone answering service for all our clients - even though they themselves may have been snow bound, they were still able to receive incoming calls, just as if they were in the office. (click News for further details of this.)

10. Reduce unwanted calls, faxes and post.

 

Click on the links below to find out more:

Mailing Preference Service - supports your right to choose the mail you want.

Telephone Preference Service - the official central opt out register on which you can record your preference not to receive unsolicited sales or marketing calls.

Facsimile Preference Service - a central opt out register whereby businesses (and individuals if they wish) can register their choice not to receive unsolicited sales and marketing faxes.

 

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