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Prioritize Collaboration with Document Management

collaboration in office

Communication. Cooperation. Collaboration. All three are essential if your business is going to succeed. The most successful organizations prioritize communication, and they deploy document solutions designed to enable collaboration from any location.

Promote Collaboration

A document management strategy is among the most effective technology solutions your business can adopt. If your employees can't get at your information, collaboration can't even get off the ground.

Here's how electronic document management solutions promote collaboration.

  • Securely access documents at any time and from any location with internet service.

  • Include remote employees or those out of the office in critical project decisions.

3 Reasons to Upgrade Your Copiers ASAP

copier in use

There are plenty of good reasons to upgrade your copiers, and a lot of them have very little do with copying. With digital processes now the preferred method for communicating, managing documents, and storing information, getting your hands on the best multifunction copiers your budget can accommodate is a smart business decision.

Here's why you should consider moving forward on a decision to replace your old copiers.

There's More to Gain Than Savings With Managed Print

printer in use

Managed print services continue to offer surprising savings benefits to organizations in a wide variety of industries. Often, managed print agreements are initiated to lower internal costs, but it's not unusual for business leaders to find out that there's more to a managed print engagement than they realized. When the benefits trickle down into workflow processes, employee productivity, green initiatives, and even information security, everyone is pleasantly surprised.

Choosing a New Printer? Here's How to Sort Through the Noise

check mark selected

Choosing a new printer for your office? Your chances of a bad case of buyer's remorse are pretty high, given how many of us would like to throw our printers into the closest dumpster.

Here's a look at some questions your technology provider will need to help you select the right printers and copiers for your office requirements.

What are your current print volumes?

It may seem obvious, but your print volume is one of the major driving forces behind which type of equipment you should lease or buy. A desktop inkjet printer may be fine for someone who's printing a dozen or so documents a week, and if any of those are photo quality, inkjet may be the preferred option. For high-volume color printing, however, a color digital press is the more practical and affordable choice.

Document Solutions that Work for Construction Industries

construction team in office

Often when we hear about document management, it's in the context of an office, and often without connecting it to specific industries. This is especially true of 'blue collar' industries like construction. However, construction companies deal with plenty of documents and have need for efficiency, security, and better workflows. Thus, document management is a great fit for the construction industry.

Here's a peek at some of the ways document management works for construction companies.

Enhanced Collaboration

Construction jobs occur outside of the office, of course, so there is a ton of collaboration and off-site access happening every day. Document management does an excellent job of facilitating those collaborative and remote access events, from allowing for searchable or editable PDFs to easy filing of all the things needed on a particular job.

3 Signs Your Copier Needs Service

copier tech on phone

When copiers need service, it's not always immediately obvious. Just because it hasn't quit working completely and doesn't have smoke rising from it doesn't mean it doesn't need some TLC.

But how do you know when it needs service? Here are a few things to watch for that might indicate it's time for a service call.

It Tells You

If your copier's service indicator comes on, that means something is wrong, even if everything seems okay. We recommend calling a professional when this indicator comes on for two reasons. First, sometimes in-house repairs can make things worse, and ignoring the problem will escalate the issue. Secondly, a service indicator sometimes means that catastropic failure is imminent. While this isn't always -- or even mostly -- the case, it's still worth paying attention to just in case.

How Managed Print is Customized for You

printer in use

There are plenty of services out there that are packaged as a one-size-fits-all for businesses, but Managed Print isn’t one of them.

Instead, managed print is customized to your business needs based on activity, budget, demand, and even the layout of your office. The data collected works to continue improving processes and costs. Here’s a peek at some of the ways managed print gets tailored to your particular needs.

Inventory

Businesses without managed print tend to have inefficient inventory control measures. In fact, many don’t have any kind of inventory control. The result is too much or too little inventory and no measures in place to combat misuse or loss. With managed print, paper and ink or toner inventory is part of the package, so you’ll know that there’s tighter control of those products.

Use Your Multifunction Printer to Protect Your Data

printer security

There’s a lot to love about multifunction printers. MFPs are all-in-one devices that print, scan, fax, and more, but they also offer a range of benefits for any office. In addition to handling workflows and offering up technology like searchable PDFs, you can also leverage your MFP to get a handle on security.

Take Control

If you’re not using your MFP’s security features, it’s time to take a look at the risks that might be lurking. MFPs offer powerful tools that give you control over your business’ data.

Are Your Paper Processes Slowing You Down?

digital documents being selected

Which of these processes is causing inefficiencies in your office?

  1. Incoming documents — Each document that shows up in your organization goes through a process to get into the correct workflow or to a specific individual.

For example, when your company brings a new employee on board, HR processes are heavy on documentation. If you're using paper, each document must be created, copied, sorted, and processed for filing. Additionally, the employee may require a personal copy of many of the records relating to not only his role in the company, but benefit enrollment forms, tax forms, and others.

Document Security During the Printing Process

paper left on printer

How confident are you that your company's information is secure? With everyone focused on securing their technology, it's easy to forget about the security issue that's been plaguing businesses for years.

When Paper is a Problem

Even if your organization has switched from paper to electronic document management processes, it's likely that copiers and printers are still in use in every department. For one thing, busy workgroups depend on their multifunction copiers to scan and route incoming information to digital workflows. The security issue comes into play when printed documents contain sensitive information, or when someone doesn't understand the importance of security when using their copiers during the scanning process.

Here's where your copiers are most likely to cause your company a security problem.

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