Document Management

This 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. continue reading...

Each year ITEX brings in the big guns, unleashing an arsenal of new information and product to help the office channel. The ITEX strike force is again in motion with its tenth show to address the current state of the “office economy.” Each year they find and deliver red hot information to industry providers that’s aimed at ramping up their arsenal of business tools. The annual tradition of arming the evolving Dealer, VAR, ISV, CTO and other providers in the channel has ITEX delivering key information to help organizations widen their knowledge on new innovations for product and supplies, service and IT, on document solutions or emerging programs such as MPS. Bottom line?  ITEX assists providers in repositioning their business models to magnify profits.

Professionals in office technology have found that the environment has shifted due to the “new economy” and are looking for answers; to address the changes along with their customers’ demands for cost-efficient and conveniently acquired product and services. Within this transformation, providers see the need to integrate & merge offerings of hardware, software and services to become better, single-source providers to their customers in order capture and retain market share

As providers evolve into “hybrids,” ITEX breaks it down and provides an actionable tool kit. continue reading...

Are You Asking Yourself…

• How much am I really spending on desktop, workgroup, internal production print, and outside print services?
• How do our total document expenses compare to those of our key competitors?
• What factors contribute to these costs?
• How much money can we save and how?
• How much of an investment in time and money is needed to assess my document costs?
• Does this require a detailed on-site audit?

Challenges

• Getting to the true cost of documents across your organization
• Cost reductions
• Determining peer performance & benchmarking
• Developing an enterprise document strategy
• Increasing efficiency & optimization

Introduction & Objectives
The proliferation of output devices such as printers, copiers, fax machines, and scanners has significantly contributed to the dramatic increase in document output volume and cost over the years. While the majority of today’s organizations acknowledge the potential savings from better document management, many still lack the understanding and expertise to address the problem. Third-party providers including office equipment manufacturers, document outsourcing firms, and independent service providers are offering assessment services that focus on identifying costs and inefficiencies around document output. continue reading...

Recent IDC research suggests that “a large site with 1,000 plus employees is paying $200 plus per employee in direct hardcopy costs alone.”* So, not surprisingly Gartner research reveals a new trend in the way organizations think about managing their printing and imaging environments. “By YE05, 60 percent of all enterprises will have begun an enterprise wide effort to optimize document output fleet spending through changes to their purchasing and asset management policies.”** The same research suggests that there are significant savings to be had by those who turn their thinking into action, “Through YE08, enterprises that actively manage their document output fleets will be able to save between 10 percent and 30 percent of their recurrent spending.” continue reading...

In today's business environment, documents come in all forms and shapes, with many of them still in paper format. AutoStore is uniquely designed to capture, index and route documents regardless of file format or the source of content.

One platform for all of your capture and compliance needs.
Knowledge workers in today's business environment not only have to  worry about their own tasks, they also need to worry about how to address corporate mandates and compliance issues.
Q: How do you deal with all of these rules and directives?
A: With AutoStore you don't have to.
AutoStore manages all of the capture workflow rules and processes, which are set up by the IT administrator. All you need to do is click the right button on the copier, or select the right workflow from within your Microsoft Office environment. continue reading...

EXECUTIVE SUMMARY
Many companies searching for areas where they can show operational improvements while also cutting costs have turned their focus to their imaging and printing infrastructure. A new set of tools, technologies, and processes – combined with more networked environments – has given companies the means to optimize their imaging operations.
Remote management of imaging assets now enables companies to centralize key functions, improve their ability to respond to changing business priorities, and ultimately reduce the cost of support and maintenance. Improved reporting capabilities have helped companies optimize their mix of imaging assets and streamline their imaging investments. Companies also have shown that core business processes can be made more efficient by improving the way documents are integrated into traditional workflows. Overall, the companies implementing these measures achieved direct cost savings of between 8% and 41%, with the greatest savings a result of reduced spending on hardcopy devices, reduced IT support costs, and lowered consumables spending. continue reading...

In today’s office, multifunction devices can print, copy, scan to network destinations, send email attachments, and handle incoming and outgoing fax transmissions. If everyone has access to your multifunction printer, that means just about anyone can launch attacks against the network and network resources ranging from simple (picking up documents left in the output tray) to complex (distributing documents over the network or accessing confidential information).

Xerox is committed to helping you secure your environment and achieve your regulatory compliance objectives through systems, software and services designed to provide security that assures the confidentiality, integrity and availability of critical document and network assets. continue reading...

Protecting sensitive, proprietary or classified information has always been challenging. Nevertheless, before the advent of today’s digitally networked offices and increasingly sophisticated threats, maintaining airtight security of confidential documents often meant simply putting those documents away and locking the door behind you at the end of the workday.

In this uneasy, post-9/11 environment, however, managers in government as well as healthcare, financial services, pharmaceuticals and other segments of corporate America are more aware than ever before of the need for deploying more sophisticated document security processes and technologies to ensure confidentiality. continue reading...

In today’s business world the ROI of any project is important as competition increases, it is imperative that a company make sure investments generate a large enough return. Increasing business efficiency is the most compelling reason for investing money in any project. Obviously technology has helped many businesses over the last 10-15 years become more efficient. Just replacing typewriters with word processors and calculators with spreadsheets initiated a huge increase in productivity per employee. Taking the next step is more challenging than simply replacing one tool for another as these programs were basically point solutions. It was predicted as early as 1975 that the “paperless office had arrived”. Obviously progress has been made toward this goal, but the amount of paperwork necessary to run a business (particularly a regulated one such as financial services and medical clinics) has increased a great deal since 1975. Just to maintain the status quo requires businesses to move to the next level in office productivity and implement a complete document management solution. continue reading...