Do Your Documents Manage You?
Submitted by Webmaster on Wed, 12/30/2009 - 23:19Document and content management involves the transformation of paper files into a digital format. A document management system can cover areas such as security, disaster recovery, collaboration, and printer management.
If an organization develops and maintains its content and documents effectively, the information that is in your system can save your company time and money. If not handled properly, however, content and documents can decrease your company’s productivity.
The migration from paper to pixels has changed more than a few companies. The task can involve major changes to workflow and transform your company into the best it can be. Digging through old documents and records can be a long and exhausting process. With a document management system, all of these troubles can be taken care of and your business can become much more organized. continue reading...
Successfully Implement MFP Scanning into Your Document Workflow
Submitted by Webmaster on Wed, 12/23/2009 - 22:22
Today there are millions of MFPs populating workplaces in every industry. Organizations find MFP scanning appealing because they can combine scanning, copying and printing all on one device. These all-in-one devices allow companies to save money by getting rid of unnecessary technology, increase productivity because of higher page per minute output, and provide a way to add hardcopy documents into their electronic workflows.
With the growth of MFP scanning come questions about how best to utilize and how to take advantage of all the qualities a MFP can provide. Here are a few pointers to take the stress out of implementing an MFP into your document workflow.
· MFPs are not restricted to small-size documents! The MFP document feeder may restrict you to 50 or so pages, but by hitting the “scan more” button you can continue scanning for any number of pages.
· Scanned images from MFPs will not be larger file sizes than images from scanners. MFP scanning software includes image compression so even color pages can be reduced to as little as 200 KB per pages while retaining sharp text and good image quality.
· You can create searchable PDFs with MFP scanning. MFP scanning software allows you to create and save PDFs that are then available for text searches within documents and network folders. continue reading...
Do-It-Yourself Large Format Scanning
Submitted by Webmaster on Mon, 12/21/2009 - 20:59Does your business offer large-format printing services? Here are some key tips and tricks that will help you remain productive when undertaking a large format scanning production and process.
Prep Your Documents. Large-format drawings can require a lot of repair and preparation. Always check for staples and notes—some of which may be attached to the middle of the document—and tape torn edges. If a large document has been rolled up and stored, it may need to be reverse rolled or flattened out for at least 48 hours. Dust can damage a scanner’s glass, so be sure to vacuum stored drawings. Don’t be scared to get out an iron and ironing board to get drawings flat enough to scan.
Sorting Methods. Determine whether your project’s drawings should be sorted by size and/or by quality. This minimizes the time spent changing settings during the scanning process. Remember that PDF and JPG formats have limitations—up to 100 inches—to scanning.
Drawings-by-Numbers. Consider applying a unique ID number based on project and drawing. Labeled stickers instead of stamps or ink, which bleeds on Mylar, will help identify that the drawing has been scanned. ID numbers also help with quality assurance and avoid duplicating work. continue reading...
The “All-in-One” Device
Submitted by Webmaster on Thu, 12/17/2009 - 23:22Printers are now used daily and are a necessity to businesses. They are very useful for people, whether at home or office. The printer is a peripheral device for the production of paper copies of documents and data that are stored in a digital form. There are many types of printers available that are used for printing different things. 
These days the preferred printer is a multi-function printer. These printers have many features, which is very convenient in everyday life. Computers are everywhere, and a computer without the printer seems to be incomplete. Multi-function printers have eased the tension of the people who have had to buy scanners, copiers and many other things to complete their office. Multi-function printers are a bit more expensive, but it is a profitable deal, because it has multiple functions in itself.
The multi-function printer can save electricity, because as a single device it will be plugged in to power serving the same purposes as three machines would. This power management feature is very useful, because the function that is required, can be used to work, while other functions are disabled. When a person uses a printer, scanner and copier can be switched off. You did not use the power over all functions into a single function. These printers also save space, whether it is kept in the office or at home. A multi-function printer reduces the number of devices in a room. continue reading...
Document Scanning Solutions
Submitted by Webmaster on Thu, 12/10/2009 - 22:05Did you know, on average companies have to hire an additional employee for every 12 filing cabinets simply to maintain organization. This is just the beginning of what it costs to manage paper documents in an increasingly digital world.
Whether you are looking for a way to improve personal or professional productivity, capture and distribute paper-based information amongst workgroups, departments, and small businesses, or even blend multiple business applications from networked printers/copiers or scanners, Document Scanning Solutions can securely transform paper documents into business value. Paperwork is paper that works… Document scanning solutions turn everyday tasks into routine processes that take less time, involve fewer steps, and allow employees to accomplish more. Enabling document scanning services stop the inefficiency inherent in paper files and achieve greater productivity, better information management, and lower overhead expense-a benefit to any bottom line. continue reading...
Buying a Printer or Scanner
Submitted by Webmaster on Thu, 12/03/2009 - 23:18Printers and scanners are an absolute necessity in every organization, business, office, educational institution, and more. The numerous brands and features of printers and scanners can vary anywhere from the numerous accessories, to the 
simplicity of black and white, color or both depending on the intended job.
Printers are available for specific purposes such as printers for mobile receipts, mobile thermal labels, network thermal labels and more. While some scanners can also be used for specific scanning purposes of photos, business cards, documents, and checks. Although some machines can accomplish both jobs of the printer and scanner.
Printers
The print preview option works out to be a great advantage as it helps a person to see how everything would look like in final, hard copy. Another advantage of printers is allowing storage of all the information in files for future reference with an ease and peace of mind that nothing important will be lost.
Laser printers, print quickly while, inkjet printers are cheaper they are slower. Yet, both printers use ink cartridges and will need to be changed. A good sensible solution to dealing with constantly changing cartridges is to use reusable cartridges.
Scanners
Scanners are machines you can scan just about anything and view it in soft copy on your laptop or computer. Meaning important documents like proof of purchase receipts, photos, contracts, and articles from newspapers or magazines, can be scanned and shared over email with friends or colleagues. continue reading...
Comparing Printers Before You Buy
Submitted by Webmaster on Mon, 11/30/2009 - 21:26
If you’re in the market for a color laser printer for the first time, you are in for some surprises and a few shocks. Color laser printers have come a long way in function and reliability and are now offered by a large number of companies. Laser printers can be all-in-one machines and be as industrial-strong as any company would need them to be. They can also be more moderately priced for the smaller companies and even less expensive for home, business, or personal use.
When comparing color laser printers you need to consider many aspects in order to ensure the best purchase for your needs. Excellent refurbished printers are available at remarkable savings and many will include a warranty that will give peace of mind concerning the cost. Any color laser printer comparison needs to consider those as well. Some laser printers are capable of label making, shredding, gluing pages, collating, stapling and will easily serve the printing needs of one computer or an entire department. A color laser printer comparison needs to consider the ink the printer will use, because toner and cartridges can get very expensive. continue reading...
A Buyer’s Guide to Printers
Submitted by Webmaster on Tue, 11/24/2009 - 01:27With so many brands and types to choose from, finding the perfect printer for your needs can be daunting. It’s important to assess your printing needs before buying.
First, decide whether you need an inkjet or laser printer. An inkjet printer can provide decent print quality in documents
and photographs, but are not usually professional grade. Generally, laser printers are faster and more precise than inkjets. A laser printer is a better choice if you regularly print photographs, documents that contain graphics, or if you print in high volume.
Another point to consider is whether you need a printer that is multifunctional. Many printers are now all-in ones or Multifunction Printers. They scan, fax, copy and print documents. Multifunction Printers can either be inkjet or laser and the cost of the machine reflects the number and functions the machine provides. continue reading...
OCR and Small Businesses
Submitted by Webmaster on Tue, 11/17/2009 - 00:04Optical Character Recognition (OCR) has made great progress in the fight for paperless offices. It’s become a staple component in just about any document management software.
So what is OCR? Wikipedia offers this definition: “…the mechanical or electronic translation of images of handwritten, typewritten or printed text (usually captured by a scanner) into machine-editable text.” (2008)
Fundamentally, a computer reads the document and creates a library of searchable information. This type of application allows an EDM solution the opportunity to build a database of text, making the search for usable information within and across documents much easier.
While many argue the accuracy levels for OCR engines can reach 98 or 99 percent, small-to-medium businesses (SMBs) may find this hard to achieve with most commercially-available software. Many variables can affect the accuracy levels of output, ranging from document condition to readability.
Where problems can begin to occur is when OCR is not applied to the text contained within the scanned document, but used to lift index values themselves (e.g. customer name, number, etc.). This becomes dangerous if there are no quality assurances or stop-loss measures in place. If that is the case, it becomes likely a document will be misplaced due to a character being off here or there. continue reading...
Distributed Capture Makes Scanning Easy
Submitted by Webmaster on Thu, 11/12/2009 - 21:20Distributed capture has evolved with today’s business processes to incorporate paper-based information into digital workflows. Document imaging technology gives businesses the advantage to increase the amount and quality of 
information included in critical business systems. The integration of multifunction peripherals (MFP) have made document scanning available for the average office worker.
Whether a business wants to utilize a new distributed capture system or making improvements to its existing system, there are four key ways to ensure scanning processes are optimized to meet business needs.
Work with Your Existing Office Infrastructure.
With today’s emphasis on reducing environmental impact and cutting economic costs, it has never been more important to utilize existing IT investments in new ways. Businesses can significantly increase the value of existing systems by eliminating the need for paper-based workflows and file cabinet document storage. continue reading...
