Lots of print solutions make pretty big promises–improved security, boosted efficiency, better cost-savings–but the truth is that it’s not always clear how they’re going to follow through. Managed print, on the other hand, has a very clear list of benefits–and, better yet, it’s a perfect fit for schools of all shapes and sizes.

The Promise of Better Printing

The great thing about managed print is that it’s transparent. Managed print providers start at square one: they analyze your workflows, collect data, and learn about your print environment, and then they base every further solution on that information. This is especially important for schools, where workflows are unique and needs are immediate.

Here are a few more things you can expect from managed print!

Clearer insights

Managed print isn’t just about gathering data for your provider. It also helps you understand what printing looks like in your school: what your habits are, how and why you print, where your money is going, and how you can improve. With software that reports everything from technical issues to machine usage, you’ll always be confident in making print decisions.

Efficiency boosts

When you choose managed print, you’re getting a guarantee of improved efficiency–and your provider carries out this promise by finding simple, measurable ways to cut waste, simplify workflows, and strengthen your fleet, all while helping you reach your education goals.

Security improvements

By studying your print environment, a managed print provider can help you identify weaknesses in your security processes, your printing habits, and your network. You’ll be able to work proactively and catch issues before they ever even become issues–which means that teachers and students alike can breathe a sigh of relief.

Ready to see the benefits of managed print for yourself? Contact us today to get started!

In a world full of print solutions and overstuffed file cabinets, what makes document management stand out? Let’s take a closer look at the document management difference!

Building a Safer World

The great thing about document management is that it’s not a passive, one-size-fits-all solution. Instead, by analyzing your current document environment and choosing targeted processes to improve your day-to-day operations, document management helps you actively build a better, safer world inside your business. Take, for example, security. Modern security needs to be proactive, efficient, and capable of dealing with online and offline threats–and document management makes that happen by helping you make better choices every day.

Here are a few examples of the document management difference!

Record-keeping

• Without document management, record-keeping is mostly paper-based and can be inefficient, expensive, and frustrating. On top of that, paper records aren’t easy to secure from natural disasters or theft.
• With document management, record-keeping is done entirely online with digital files, passwords, and secure networks. Everything is easy to locate, edit, distribute, and secure.

Everyday processes

• Without document management, day-to-day processes rely too much on manual work–which means that there’s a huge margin for human error.
• With document management, you can quickly and easily automate your workflows so that work gets done the same way every time, which provides an immediate efficiency boost.

Disaster recovery plans

• Without document management, a disaster recovery plan might be ill-organized, inefficient, or maybe even nonexistent. That’s an expensive chance to take!
• With document management, it’s simple to create disaster recovery plans that keep you prepared for anything–including natural disasters, theft, power outages, viruses, and more. Since all your files are online, you can use cloud tools or other solutions for extra layers of protection.

Ready to see the document management difference for yourself? Contact us today!

When it comes to upgrades, many companies tend to drag their feet. They want to be sure it’s “the right time” before they spend money and make big changes–so today, we’ll help you decide whether it’s time to pull the plug on your multifunction copiers.

To Upgrade or Not to Upgrade?

Multifunction copiers are built to last. Even older models are hardy and efficient, meaning that they’ll probably have life in them for years to come–but that doesn’t mean they’re still a good fit for your business. It’s easy to grow out of copiers–and, on top of that, it’s hard to deny that older machines do come with their fair share of problems, inefficiencies, and expenses.

But is it worth spending money on a new machine if your current copier is working “just fine?” Here are a few warning signs that it’s time to upgrade before your workflows and budget start to suffer.

#1: You’re spending too much money.

If you’re having to regularly repair multifunction copiers because they’re always breaking down, you’re probably spending more on that than you would on new machines. Sometimes upgrades are more budget-friendly than repairs!

#2: You’re wasting time.

Do employees have to wait way too long for copiers to finish simple jobs? Are your workflows suffering because repairs and maintenance take up too much time? You might want to consider an upgrade.

#3: You’ve got security concerns.

If you’re constantly worrying about whether your multifunction copiers are up to the task of online and offline security, it might be time for a newer model. Today’s copiers are designed with security in mind, meaning that they are an active part of the process rather than a vulnerability.

So, is it time to upgrade your multifunction copiers? Contact us today!

One of the great things about document management is that it’s not just a “fair weather” solution. That is to say, it doesn’t just help you make good things better; it also helps you in times of crisis–like, for example, a data emergency. Here’s how document management can help you prepare for disaster!

Expecting the Worst

Document management really fits that old saying, “Hope for the best, expect the worst.” It makes “the best” possible by streamlining workflows, cutting down on waste, and strengthening communication with simple organization techniques–but it also helps you expect “the worst” by preparing you for any number of disasters. Here are just a few examples!

• Natural disasters. It’s hard for your business to predict a fire, flood, or other natural disaster–but it doesn’t have to be hard to prepare. Document management helps you utilize the cloud for off-site storage so that your data is safe even if your workplace isn’t.
• Digital disasters. Whether it’s a tech issue or a cyberattack, digital disasters can be expensive, stressful, and frustrating. Luckily, document management can help you prepare in all the right ways–creating backups, strengthening security, and encouraging good online habits.
• Man-made disasters. We’re only human, which means that all of us can make mistakes–but document management can make those mistakes less destructive when they do occur (and, sometimes, stop them from happening at all). For example, with document management, you can choose workflow automation options to limit human error and get things done quickly, efficiently, and correctly.

At the end of the day, document management is such a great solution because it encourages good things (like stronger communication and better organization) and protects against bad ones (like natural disasters or data loss). It’s a win-win!

Ready to see what else document management can do? Contact us today to find out!

Leasing is a great way to get your hands on some of the best, most reliable, and most powerful machines available–like multifunction copiers. Today, we’ll show you why leasing could be just the solution your company has been looking for.

Benefits of a Lease

Multifunction copiers are an excellent tool for businesses of all shapes and sizes. They copy, fax, scan, and print–and, of course, they come equipped with all kinds of additional features that make them indispensable parts of your workflow. However, before you can enjoy any of that, you have to actually get the machine–and in many cases, leasing is the best way to do that.

With a lease, you can count on:

• Lower upfront costs. Buying a multifunction copier demands that you have a decent chunk of money immediately available, while leasing allows you to financially pace yourself.
• Easier upgrades. One of the best things about leasing is that it allows you to be flexible. If you find that you’ve chosen the wrong multifunction copier or that you need something with more speed and power, your lease will likely allow you to upgrade without breaking the bank.
• Hassle-free maintenance. When you own a multifunction copier, you’re responsible for every little thing–but when you lease, you get to enjoy all the benefits of a maintenance agreement, which covers everything from repairs to supplies.
• Simple terms. Leasing allows you to negotiate the details in a way that buying doesn’t. For example, you can sign a lease that includes coverage for a certain number of prints per month, meaning you won’t have to pay for any extra paper or ink.

Leasing is a great way to get the multifunction copiers your business needs. Want to see for yourself? Contact us today!

Most people don’t hear the word “audit” and immediately think about increased efficiency, but that’s exactly the case when it comes to print audits from managed print services. Today we’ll tell you everything you need to know about print audits–and why they’re such a great option for your business.

A Savvy Solution

Print audits are, perhaps, the most important part of managed print services because they’re the beginning of everything. A print audit is a careful, detailed look at your entire print environment–from machines and consumables to workflows and security processes. The result is a brand-new wealth of information: which devices are being used the most, what you print and how often, and even where your money is going. Print audits can be your company’s best friend because they give you all the necessary data to choose and personalize some truly great print solutions.

Here are a few more benefits of a print audit:

• Efficiency

If you’re wasting time or including too many steps in your workflow, a print audit can show you–and, even better, it can help you identify and implement a solution that will address the problem. Print audits are great news for efficiency!

• Security

Managed print is all about keeping your machines, networks, data, and company as safe as possible. A print audit helps by analyzing your habits and security processes, identifying little problems that you might otherwise have overlooked. Once you see where the issues are, it’s much easier to boost security and keep your business protected.

• Environmental friendliness

Another great thing a print audit can help you with is going green. By pointing out places where you’re being wasteful and helping you come up with greener and more efficient solutions, a print audit can help you protect the environment and your workflows at the same time.

Want to see what a print audit can do for you? 

Making the switch to a digital workflow can seem stressful–but with solutions like document management, it’s easier than ever. Of course, no matter how great your solutions are, you still need to prioritize security during the transition–and here are a few tips to help you do just that.

A Digital World

Companies of all shapes and sizes are using document management to help make the switch from paper workflows to digital ones. Why? Well, the truth is that document management makes just about everything easier. It helps you store and name files more efficiently, identify vulnerabilities in your security, and streamline communication and collaboration–all while efficiently transitioning your workflows into the digital world. Once you start using document management, you’ll wonder how you survived without it.

Going Digital

So, now that you know what document management can do, let’s take a closer look at how it helps you stay secure when you make the switch to digital workflows!

• Automation

Automation is a great tool because not only does it simplify your workload, it also limits human error. By using document management to automate data capture or to classify certain scanned files as records, you can boost security without lifting a finger.

• Compliance

Different departments and teams in the same company often have different regulations–and to make sure everyone stays compliant, document management helps you organize workflows with unique rules. This allows you to change settings so everyone is doing exactly what they need to do.

• Encryption

Document management allows you to encrypt your data while it’s being moved and shared–which is especially important during the transition to digital workflows. Encryption keeps your data safe even if you do experience a breach or other security issue.

Document can help you go digital, organize your workflows, and more. Contact us today to see for yourself!