By now, you’ve probably heard plenty about document management–what it is, how it works, and why it’s everyone’s favorite business solution. However, do you know the one thing that makes document management a perfect solution for companies of all kinds? Read on to find out!

You

That’s right: the thing that makes document management work so well is you. This one-of-a-kind solution is designed around your company’s unique ecosystem, which means it will never interrupt your workflows or frustrate your employees; instead, it does things your way–and it helps you do them better and faster. Document management simplifies, streamlines, and strengthens, pointing out places you could improve your habits or limit your reliance on paper, but it never forces you to choose between efficiency and staying true to your goals.

Here are a few more things you can expect when you “team up with” document management!

Collaboration

Your company wouldn’t be running at all if you didn’t value collaboration. Document management helps you embrace that even more, allowing you to utilize online tools and streamline your workflows so everyone is always on the same page (literally and figuratively).

Security

It’s a lot easier to keep data safe when you know where all your documents are, who’s been accessing them, and how many copies exist. Document management does all this and more, working overtime to make security a priority.

Efficiency

With document management, you’ll never have to worry about fighting your printer again. Instead, just scan your physical files so you end up with secure, easy-to-organize digital documents that can be shared at the click of a button–and save printing for when it’s absolutely necessary. Your employees and the environment will thank you.

Ready to see how document management might fit in your company? Contact us today to get started!

“Change” can be a pretty scary word for some companies–but change isn’t always a bad thing, especially when it comes to document management. Here’s a quick look at the changes you can expect from document management, and why they’re something to celebrate–not worry about.

Big Changes, Little Changes

One of the great things about document management is that it doesn’t demand a complete overhaul of your workflow, habits, and environment. Instead, it helps you identify your pain points–like, for example, poor communication or bad record-keeping–and implement simple, specific solutions that will address your concerns without interrupting anything else. Document management makes big changes and little changes, but they’re all up to you–and they’re all designed to make your life easier.

The Specifics

Here are a few specific examples of how document management changes your business!

Organization

Before document management, you might struggle with organization. Files are probably named in a hundred different ways, there’s no way to tell if you’re working with the most recent version of a certain document, and workflows are suffering left and right.

After document management, you’ll have a simple and stress-free naming convention that everyone follows, which means it’s easy to find exactly what you’re looking for. You’ll also rely on tools like version control to keep everyone on the same page.

Access

Before document management, it’s difficult for everyone to access the documents they need. Off-site employees have to print any files they want, because they can’t get anything at home or in the field.

After document management, everyone can access the files they need–no matter where they are. You’ll also have user authentication and password protection to ensure that everyone accesses only what they need.

Integration

Before document management, your company might struggle with different software and devices. It’s probably difficult to see documents on different devices.

After document management, you’ll have all kinds of new tricks […]

When you really think about it, business is just about talking–but talking efficiently, intelligently, and with the intent to help one another. Of course, communication like that requires top-notch collaboration–and that’s where document management comes in.

The Same Page

The best way to think about document management is that it’s a solution designed to keep everyone on the same page–both literally and metaphorically. Document management helps you streamline your workflows, get control of your printing habits, boost organization, and keep everyone communicating clearly and efficiently. That’s great news for your budget and your customer service, but it’s even better news for collaboration.

Here are a few examples of ways that document management helps improve collaboration in your company!

#1: On-the-go collaboration

Let’s say you have a team working on a big project, but a few employees are out in the field doing research or working with customers. Document management makes it possible for this team to collaborate from anywhere with an Internet connection–which means that those on-the-go employees can access documents in real time and add insights, updates, and crucial information.

#2: Organization collaboration

It’s much easier to store, organize, secure, and distribute documents if everyone’s on the same page. With document management, you can implement consistent file naming conventions so everyone in your company can always find what they’re looking for.

#2: Security collaboration

With tools like user authentication and password protection, document management makes it easier than ever to keep your company working together on security. Everyone has access to the documents they need and no one needs to worry about keeping track of physical documents that can be lost, destroyed, or stolen.

Document management truly helps keep everyone on the same page. To see what else this solution can do for you, contact us today!

If you’re worried about record-keeping–how to make it efficient, how to keep it secure, and how to be sure it won’t break the bank–then look no further. Document management is just the solution you need!

Taking Control

The best thing about document management is that it can be whatever you need it to be. Need to streamline your workflows? Document management can help with that. Need to cut costs, eliminate waste, improve communication, or just generally make your day-to-day work life easier? Document management makes it easy to do all those things, too! Even when it comes to record-keeping, this solution is perfect for helping you address your unique concerns and implement simple processes that will help you meet your goals.

Here’s how document management can help you take control of record-keeping!

• Security

Security is a huge concern in the record-keeping realm, and for good reason. Luckily, document management helps you utilize tools like access control and user authentication so that your files are safer than ever.

• Efficiency

Keeping physical records generally isn’t safe, cost-efficient, or effective. Document management helps you make the switch to digital documents so you can say goodbye to file cabinets forever–and, on top of that, you’ll never have to go hunting for a lost paper or waste money printing everything out.

• Simplicity

With document management, you can always choose solutions that fit your unique needs–meaning that you won’t have to worry about learning curves or long, complex processes just to keep your files organized.

• Consistency

Document management improves record-keeping in many ways, but perhaps the most important is consistency. When you have consistent naming conventions, consistent security settings, and consistent processes for storage and retrieval, you can rest assured that you’ve got record-keeping under control.

Ready to see what document management can do for you? Contact us today!

You wouldn’t make any old choice when it comes to the perfect car or the perfect house, so why rush into decisions about something that’s just as important for your business? Document management systems can be your company’s best friend–but only if you choose the right one for your needs.

The Right Call

It’s not always easy to make the right call, especially when you have a lot of options. Document management, of course, is no exception–but the good news is that there is a way to be sure you’re making the best choice for your company, both now and in the future.

All you have to do is ask these simple questions!

#1: Does this system have scanning solutions?

The truth about document management is that it’s basically built on scanning solutions. Scanning is the bridge between physical files and digital ones, and it helps you transition to online tools, improved communication, and lower costs–so be sure your document management system supports scanning.

#2: Is communication a priority?

Documents should be available across all of your devices, and they should have important tools–like version control and password protection–to keep them efficient. If it doesn’t prioritize communication, it’s not the right document management system for you.

#3: What are the security options?

Document management should make it easy to keep data secure without interrupting efficiency. For example, you should have access to user authentication and access control tools, making sure that everyone can get to the documents they need (and not the ones they don’t).

#4: Is it efficient?

Is there a file-naming convention that meets your needs? Are files easy to search by keyword? Can you access, share, and distribute documents with ease?

Choosing a document management system shouldn’t be stressful. Contact us today for help making the right call!

Document management comes with all kinds of great features, but perhaps one of the best is version control. What is version control, why is it important, and what can it do for your company? Let’s find out!

What is Version Control?

In simple terms, version control is a document management feature that helps you keep up with different versions of a file. Multiple people may be editing it, it may be in-progress over several days, or even worked on remotely. It makes a massive difference in the workflow, communication, and efficiency–all by giving you a simple, reliable structure for managing your documents. With version control, you’ll never have to worry about editing an outdated document or losing your work because someone saved over it.

The Details

Here’s what makes version control an excellent tool for your business!

• Never lose your work.

When working on a document with version control, the file will be saved as you edit. Which means you won’t lose all of your progress if there’s a power outage or tech failure.

• Communication is smoother than ever.

Everyone can be confident that they’re viewing and working on the same version of a file, no matter where they are. On top of that, you can create detailed messages or quick comments to explain what changes have already been made. That way, everyone stays on the same page (literally and metaphorically).

• Edits are always up-to-date.

With version control, you’ll always have the latest version of a document–whether it was edited five minutes ago or five years ago. You’ll also be able to tell who made which edits.

Version control is just one thing you’ll get from document management. Contact us today to find out more!

Today’s documents don’t just exist on a piece of paper or in a filing cabinet. Instead, they’re spread out across multiple platforms and online tools–which means that document management needs to be able to keep up. Here’s everything you need to know about physical document management versus digital!

Best of Both Worlds

Ideally, you should never have to choose between paper files and digital files. You should be able to find a comfortable balance. One that allows you to work on paper when necessary, but rely on digital file-keeping and online tools to save money, boost security, and improve organization. Finding that balance, however, can be a bit of a chore.

Luckily, that’s where document management comes in. It has physical and digital variations, which means it can help you move smoothly from one to the other. And most importantly, it identifies all the best and easiest ways to limit your reliance on pricey paper processes.

By combining physical and digital document management techniques, you can get the best of both worlds. Here are some examples of both variations!

Physical

• Printing

Physical document management helps you decide when printing is necessary, and when you can avoid it. That way, it’s affordable, efficient, and easy on the environment.

• Shredding

You don’t need to hold on to all of your physical files–especially if you’ve been scanning them. Document management makes it easier than ever to identify what to keep and what to shred.

Digital

• Security

Digital document management allows you to store, share, and distribute data–all while prioritizing security and introducing safer, more efficient solutions (like access control and user authentication).

• Efficiency

By helping you create simple file-naming conventions, digital workflows, and streamlined processes, document management boosts your efficiency and makes communication smoother than ever.

Ready to find the balance between physical and digital files? Document management can help. Contact us today!

It’s great to know that managed print is efficient, effective, and reliable, but do you know how it works? Today we’ll show you what makes managed print “tick!”

Managed Print Overview

Managed print services is a solution that many businesses are turning to save money, boost efficiency, and minimize security risks. At its heart, managed print is an answer to all of your print problems: supply ordering and storage, machine maintenance, security both online and offline, budget control, and so much more. You get to put your stress and responsibilities in trustworthy, professional hands, all without completely giving up control. It’s the best of both worlds!

How it Works

Managed print works by analyzing your print environment from top to bottom and then using this data to help you make careful, informed decisions about your workflows and processes. This is called a “print audit.”

A print audit focuses on:

• printers, helping you consolidate or expand your fleet depending on your needs as well as ensuring that you’re using the most efficient settings;
• print habits, allowing you to understand better what you print, why, and how often (including the number of color vs. black and white prints you make) so that you can make efficient changes to your workflow;
• supplies, making sure that you know exactly what you need and when to order it (as well as how to organize it efficiently);
• budget, giving you insight into how you spend your money and what changes you could make to be more efficient without cutting corners,
• and security, identifying risks in your processes and helping you come up with targeted solutions to protect your printers, data, and business.

That’s how managed print works–now, what can it do for you? Contact us today to find out!

Managed print is an excellent choice for businesses of all shapes and sizes. That doesn’t necessarily mean it’s the right decision for your company just yet–right? Here are three big signs that you actually do need managed print!

Magnifying Your Needs

The best way to decide what your company needs is to hold up a magnifying glass. Not literally, of course; all you need to do is take a step back and consider your business at every level. What are your goals for the future? What challenges do you face daily? What worries you the most–security, communication, budget?

Once you’ve done that, you’ll probably notice that a few things aren’t exactly how you want them to be–and believe it or not, that’s good news. This means that you have room to improve and that you know where you want to focus your energy.

The even better news is that, if you notice any of these three signs, there’s a simple and effective solution that’s perfect for your needs: managed print

Sign #1: An unhappy budget

If you have an unpredictable budget, you have an unhappy budget. Managed print can help you track costs so that you know exactly where your money is going, when, and why. Armed with this data, you can make changes that will keep your budget happy and healthy.

Sign #2: Security concerns

Do you constantly worry about security, both online and offline? Worry no more! Managed print can help you identify weak points in your security processes and choose simple, targeted solutions (like encryption, follow-me printing, and access control) to put your mind at ease.

Sign #3: Wasted time, resources, and energy

Efficiency struggles are a sign that something isn’t right. With managed print, it’s easier than ever to streamline your workflows, choose more effective tools, and improve organization so that your efficiency can skyrocket.

So, do you need managed print? If the answer […]

Managed print is an excellent solution for businesses of all shapes and sizes! But did you know that there are simple things you can do to make it even better? Here are a few tips to help you get the most out of managed print!

Understanding Managed Print

To make sure you’re putting managed print services to work, it’s essential to take a minute and reflect on what this solution is. At its heart, managed print is just a new way of looking at, interacting with, and thinking about your print environment. By carefully changing your habits and introducing new tools, this solution allows you to make your efficiency, communication, and security goals a reality. The best part is that you don’t have to worry about every little thing. Your provider will deal with the little stuff, giving you the time and energy to focus on the big stuff.

All you need to do is utilize these simple tips to make sure you’re getting the most out of managed print!

#1: Pay attention to the print audit.

Managed print starts with a print audit, which is just a chance for your provider to understand your habits, goals, machines, and workflows. A print audit will give you data on just about everything–so be sure to put it to good use!

#2: Get control of your costs.

Another great thing about managed print is that it sheds light on the “invisible” costs of printing which might be hurting your budget without you even realizing it. Take advantage of managed print’s tools and data tracking techniques to get control of your costs (and save money while you’re at it).

#3: Don’t get hung up on significant changes.

When you’re getting the most out of managed print, you’ll start to notice that even the smallest changes (as long as they’re carefully chosen and implemented), can make a huge difference.

Ready to see […]