Free Up Office Space with Multifunction Devices
Submitted by Webmaster on Thu, 08/26/2010 - 22:38Not long ago, cellular phones were simply used for phone calls. However, today we can e-mail, text, surf the internet, take pictures, and even watch movies on our cell phones. It is very clear that we expect a single device to do more than just one task. This should not be any different in the workplace.
With the digital revolution in full swing, people are getting more and more used to working with a myriad of devices, each designed to make our lives just that little bit more convenient. The traditional office probably includes printers, fax
machines, copiers and scanners. These devices not only take up physical space, but they also consume financial resources.
Just as our cell phones have integrated with other devices, a multifunction printer (MFP) can combine various document-related tasks into one easy-to-manage machine. With a MFP, your company can cut overhead costs and free up valuable space. Plus, you can help enable remote employees with easy online integration. continue reading...
Upgrade Your Systems for Cost Savings
Submitted by Webmaster on Thu, 08/05/2010 - 22:47Offices everywhere continue to explore how they can reduce their carbon footprint. However, many offices fail to realize that some of the biggest power consumers are copiers and printers.
With today’s multifunction systems, it is very easy to install a single machine that will print, copy, scan and fax. A typical workgroup consumes 481 kWh per month and costs over $600 per year to power. Now think about how many workgroups are in your company and see how more devices, may not always be better.
Reducing the power consumption of your printer and copier fleet makes both environmental and economic sense. Here are a few ways that we can help you accomplish this:
Solution 1: Device Consolidation
A practical solution for decreasing costs is consolidating devices with multifunction systems that print, copy, fax and scan. Today, there are many options available that include compact desktop systems, robust workgroup and even departmental systems. continue reading...
Step One Step Closer to a Paperless Office
Submitted by Webmaster on Mon, 08/02/2010 - 20:34Interactions with your clients generate a lot of paper work including consultations, office visits, contracts and invoices. In order to manage the vast amount of documents and information that inundates your office, it is imperative to have an innovative and efficient system that allows for easy storage and quick retrieval.
With a document management system, you will be able to access all of your documents from the convenience of your computer’s desktop without sacrificing information security. Whether you are in the medical industry, education, or other professional services, a document management system can fit your business.
With a document management system, you can easily create custom folders to manage all your company’s information. The integration of a document management system allows for a more efficient and cost effective way to grow your business and improve customer service. The system endows you with an accessible and user-friendly access point for all client records. The system takes you one step closer to a paperless environment by making it easier to replace your bulky filing cabinets with streamlined hard drives.
Document management systems capture and store the scanned documents using a simple multifunction system. You can easily convert paper documents to a digital format. Once you have a digital document, you can easily pass them from department to department and even to your clients. Retrieving documents has never been easier. Instead of sifting through hundreds of paper files, you can call up documents by keyword or date. continue reading...
Utilize Data Capture to Minimize Cost and Errors
Submitted by Webmaster on Mon, 07/26/2010 - 21:44Keying in data off of business forms is often a very monotonous and time-consuming process. Plus, the more the processes are rushed, the more errors are made.
Fortunately, you can utilize your multifunction systems to automatically enter routine data. Data Capture software has the ability to read data from scanned documents and translate it into your business applications. It can also index the scanned documents for easy retrieval later on.
Data Capture software uses Optical Character Recognition (OCR) technology to translate scanned text into editable text. When the document is scanned using a multifunction system, it is routed to a folder where it is processed. continue reading...
Increase Productivity with Multifunction Devices
Submitted by Webmaster on Thu, 07/15/2010 - 19:33There is no doubt most offices have taken advantage of the benefits of wireless internet. Without having to deal with cumbersome cables, employees are able to conduct their work throughout the office, increasing collaboration. Now you can increase the productivity of your business even more with multifunction devices with Wi-Fi connectivity. A wireless device allows documents to be printed from portable laptops, digital cameras or other devices within range.
Through the use of a built-in Wireless Network Interface Card (WNIC), printers are now more mobile and versatile than ever. By replacing the standard USB connection, you allow for minimal cabling to connect the device to electricity. Not only does this provide mobile printing, but it also makes reallocating your devices quick and easy.
Wireless multifunction devices still have all the features of a standard device and also reduce clutter and dangerous cables in offices. With access to a central printer connected to a Wi-Fi hub, hundreds of employees will have printing capabilities without having to share cables.
When it comes to designing and customizing the layout of workspaces, wireless devices offer expanded flexibility. Most wireless multifunction systems can work within a radius of about 150 feet. continue reading...
Ten Things to Know About Data Security
Submitted by Webmaster on Tue, 07/06/2010 - 21:37The intellectual property of your business is vital to its continuing success. Therefore, it is important to ensure confidential documents are not susceptible to security breaches. Whether it is a computer virus or a disgruntled former employee, you need to ensure your information is safe from unauthorized viewers. Luckily, with document management systems, it is easy to integrate advanced security features into your current workflows. Electronic Document Management can help protect your documents and increase productivity. If you are unsure if a document management system is right for your business, here are ten things you should know about document security: 
1. Document management seeks to prevent data loss from the various kinds of threats to data. Unless a systematic approach is adopted for document security your business could be shut down by a breach of security.
2. Very few businesses can survive a complete loss of business data. Even partial losses can prove extremely serious, especially to smaller businesses. Consider what would happen if you lost all your customer data and invoice records from a computer virus. It can render you unable to recover your fees from credit customers that can equal a few months of sales. Or consider the secret product formula that gives you an edge in the market being stolen.
3. Document security starts with an intricate look at all the risks documents face and the impact of each. A clear view can make upper management aware of the real dangers that can easily occur, and as a result they are more likely to support security-enhancement measures.
4. One of the primary security measures is preventing unauthorized access to documents. Only authorized persons should be able to access each type of data. Access restrictions should be placed both on classes of data and levels of employees and can be integrated easily with the access controls on your multifunction device. continue reading...
Improve Productivity and Profit by Restructuring Business Processes
Submitted by Webmaster on Mon, 06/21/2010 - 20:54
Are you looking for ways to improve your business? An excellent place to start is by looking at your business processes.
Regardless of what industry you are in, paper and digital documents are the vehicles by which information flows through your business. The efficiency of this process can greatly affect the productivity of your office and ultimately, your success.
The good news is that new technology can help improve your business by streamlining the flow of information. This process enhancement can make a tremendous impact including the following: continue reading...
- Increasing Profits
- Enhancing Competitive Advantage
- Improving Customer Service
- Ensuring Regulatory Compliance
Reasons for the Surge in Multifunction Popularity
Submitted by Webmaster on Tue, 06/15/2010 - 22:52This year over 1.2 million office multifunction systems will be installed in the United States and the movement continues to grow. These systems provide printing, copying, faxing, and scanning features in one cost-effective device.
The basic logic behind these systems is obvious: it is just practical to combine these similar functions for cost savings and fewer devices to supply. 
However, some of the largest reasons behind the rapid implementation of these systems extend beyond cost savings. Multifunction devices can merge with document management software to allow process automation and deliver bottom line results. continue reading...
- Modernized Communication: Multifunction systems email, fax and print together. Scan to email functionality delivers paper documents securely to their recipients as email attachments. Fax routing directs incoming faxes to email addresses.
- Automated Business Processes: Multifunction systems offer a convenient on-ramp to get paper onto a digital network. New capture software provides the technology for information to be read from scanned documents where it can be routed through a pre-defined workflow.
Consolidate Your Information with a Document Management Program
Submitted by Webmaster on Thu, 05/13/2010 - 21:05Tags: Document Management Systems
This is the challenge businesses face today—to take fragmented repositories of information and combine them into one, concise system. From copiers and fax machines to Microsoft Office and email, we expect these technologies to make our life simpler. Instead, they can tend to make it more complex.
Enter Document Management Programs
Many small businesses and corporate departments are enjoying the benefits of new document converging technology. Paper, digital and email documents are finally able to be handled by one system.
- Scanners and Multifunction Systems enable the rapid conversion of paper documents into common digital formats like PDF files. These documents can be sent as email attachments our directed to a network folder.
- Optical Character Recognition technologies convert scanned text into editable text. Documents can be scanned directly into applications like Microsoft Word where they can be edited. continue reading...
Controlling Print Costs with a Document Management Solution
Submitted by Webmaster on Wed, 04/28/2010 - 23:08When considering the many costs that an organization has to expend, one of the most misunderstood is that of printing costs.
The Gartner Group estimates that as much as 30% of organizations' print costs can be eliminated with simple technology solutions.
The Business World is a rapidly changing entity, and technology helps adapt to these changes quickly and will help a company keep its competitive advantage. Paper has always been an inefficient medium for conducting business processes, and recently has become a key focus for Business Process Improvement (BPI) initiatives. So what are the main reasons for a company or organization to move towards the paperless environment?
Below are the two main categories:
1. Operation Efficiency and Business Process Improvement
Using a digital repository can improve productivity. This is an obvious benefit. Any time you can reduce the time required to perform a required task, that time can be applied elsewhere. A basic online search for a customer file requires about 5 seconds. To accomplish the same information lookup with a physical file cabinet can take 10 – 25 minutes, or perhaps even days if the file is held in offsite storage. This is just for basic lookups, and not complex searches, which could take weeks if performed through the physical file system. continue reading...
