In-house vs Outsourcing Cemetery Digitization: Which One is Better?

In-house vs Outsourcing Cemetery Digitization: Which One is Better?

TLDR: Summary

No one specifically assigned to the project; Risk of discontinuity due to high turnover rates; Multiple tasks leading to inefficiencies and errors
Dedicated team of experts; Team continuity and focused attention; Outsourcing ensures updated industry practices
Significant delays due to multitasking; Additional time needed for staff to learn cemetery GIS and mapping specifics
Fixed timeline for project completion; Streamlined and efficient process; Proven track record of delivering results on time
Comprehensive package at a single fixed cost; Additional resources and hired expertise needed
Only an annual fee applies after the initial cost; Outsourcing saves cost after initial delivery; No hidden or additional costs
Functionality focus may limit user experience; User-experience and feature enhancements may be overlooked
Consistent improvements; Superior user experience; Data safety and easy accessibility

In today’s age, many sectors, including cemetery management, are turning digital. This change requires a decision: Do we handle this in-house or hire outside experts? Both have pros and cons, and the best choice depends on factors like time, labor, budget, and the quality of the outcome. Cemetery digitization is especially important as it not only improves operations but also helps people connect with their lost loved ones. This blog will compare in-house and outsourcing cemetery digitization.

Human Resources and Accomplishment Capacity

Human Resources and Accomplishment Capacity

Understanding and managing labor resources is the first step toward a successful cemetery digitization project. When done in-house, there may be hurdles. Primarily, most cemeteries are managed by councils, government departments, or community volunteers. Many of these groups may not currently have dedicated personnel or units for specific tasks, including the digitization of records and interactive mapping. Hiring additional people to handle these tasks can significantly increase the budget, posing a challenge for many institutions.

Moreover, if the staff are given a particular project, they typically dedicate themselves to it, even if it means postponing other tasks. However, digitizing cemetery records often does not emerge as the primary task or a top priority. This can limit their ability to spend enough time on the complex parts of cemetery GIS, which need specific skills and knowledge, like cemetery plot management, maintaining interment records, and creating detailed, interactive maps for easy cemetery navigation. Additionally, high turnover rates and sudden resignations can disrupt project continuity and even lead to projects being left incomplete.

In contrast, outsourcing cemetery digitization to a dedicated company like Chronicle provides an alternative that addresses these issues effectively. With an experienced team of experts who have spent years in the field of cemetery management, outsourcing ensures a consistent and reliable approach toward digitization. A dedicated team is well-versed in the specifics of the job and can manage the process more efficiently, freeing up in-house personnel to focus on their primary responsibilities.

Project Timeline and Speed of Implementation

Project Timeline and Speed of Implementation

Timing, a key factor in any project’s success, is especially critical in cemetery digitization. In-house teams often juggle multiple responsibilities that extend beyond cemetery management. As a result, the digitization project competes with other tasks and may face significant delays or, worse, premature termination due to the lack of dedicated focus and attention. Therefore, many councils and institutions usually reckon that this kind of project requires at least one financial year to complete.

Outsourcing provides a stark contrast to this scenario. Expert companies offer a fixed timeline for project completion, ensuring that the process is streamlined and efficient. By employing a dedicated team that understands the nuances of cemetery digitization, companies like Chronicle are able to deliver high-quality results within the agreed timeframe. This is evident from Murray River Council’s experience, where Chronicle accomplished the digitization of six cemeteries in just three months.

Financial Implications and Cost Analysis

On the surface, in-house digitization may appear cost-effective, but a deeper look into the factors involved can provide a different perspective. Doing a cemetery digitization project is a big learning curve for an organization that decided to do it in-house. The costs related to educating or training staff, purchasing necessary survey equipment, and software maintenance can add up quickly, which could be a substantial consideration for the organization.

Typically, when an in-house project is decided upon, organizations prefer using software that is already widely used, like TechOne or OneCouncil. This avoids the need to subscribe to multiple different platforms. For example, an organization might employ TechOne or OneCouncil for managing records while using a separate tool like Intramaps for mapping. In such a setup, if additional features are required on Intramaps, it could lead to extra development and additional subscription charges. Moreover, the organization would need to invest in extensive training, which in itself is time-consuming and costly. However, this could pull staff away from their primary responsibilities, impacting the overall productivity of the organization or council’s daily operations.

Outsourcing, on the other hand, provides a package of services for a fixed cost. In this model, cemeteries need to cover the upfront cost, but after that, their only financial concern is the annual subscription fee. This model also eliminates the need to juggle multiple software platforms, licenses, and resources, making the process more efficient and cost-effective, as exemplified by the Murray River Council’s successful engagement with Chronicle.

Quality of Deliverables and Performance Evaluation

Quality of Deliverables and Performance Evaluation

The quality and user-friendliness of the final product are important considerations when choosing between in-house and outsourcing cemetery digitization. In-house teams, often juggling various tasks, may ignore essential aspects like user experience and feature improvements, which could result in compromised software quality. These systems are often designed by developers from a technical standpoint, potentially neglecting the needs of less tech-savvy end-users. As a result, these systems can be rigid, difficult to navigate, and challenging to adapt or upgrade over time.

Furthermore, a digitized cemetery record system needs regular software updates and system maintenance to continue to be secure, up-to-date, and operational. However, this requires a consistent commitment of resources that organizations or councils might not be able to provide consistently.

Contrarily, outsourcing to expert teams ensures consistent improvements and superior user experience. Companies like Chronicle prioritize the customer, understanding the unique requirements of each cemetery and working diligently to meet them. They also take into account potential data safety concerns. Chronicle’s commitment to providing complete customer data in an open and accessible format, even post-subscription termination, is a testament to their customer-centric approach.

In conclusion, both in-house and outsourcing offer viable routes toward cemetery digitization. However, when taking into account labor, time, budget, and output quality, outsourcing presents a more efficient, cost-effective, and reliable solution. The choice ultimately remains with each cemetery and its specific needs. Still, it is evident that the benefits and reassurances offered by an expert outsourcing partner like Chronicle clearly outweigh the potential obstacles and limitations of in-house digitization.

If you are considering outsourcing cemetery digitization, Chronicle is here to be your reliable partner. Built upon years of experience and expertise, Chronicle offers tailored solutions to meet your specific needs, ensuring a smooth, hassle-free transition to digital operations. Contact us today to explore how Chronicle can help realize your cemetery digitization goals.

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