Multifunction copiers present us with a million ways to improve business practices, but if we never utilize them, they will sit idle. One such feature is the scanner. With quality scanning, your business can accelerate its efforts.

Document Capture Vs. Data Capture

When we think about scanning, we tend to have one process in mind. The machine takes a piece of paper and makes a copy. This is true in the case of document capture where the entire document is replicated and can be in the form of a PDF, JPEG, or text editing format. The other type of capture is for data. Data capture takes only information in certain areas of the document. For example, if you have an invoice with a name and credit card information it will just capture the data, not the image of the entire document.

Simple Steps for Quality Scans

Before using a multifunction copier to scan a document follow these easy steps.

1. Prep your document: To guarantee a quality scan, remove staples, paper clips, and unneeded post-it notes.
2. Capture the document: Depending on the features of your multifunction copier you can capture materials in various ways. Most likely you will use your scanner, but you can also use a camera phone.
3. Forms processing: This is when you will differentiate between document or data capture.
4. Enhancement: If you need to clean up any part of your image you can crop, rotate, or other features depending on your multifunction copier.
5. Index: Indexing a document ensures that you will be able to find it again. Try utilizing document type, customer name, or information on a barcode.

Maximizing Benefits

Once you have scanned a document into your database and indexed it correctly, other team members should be able to easily find and view the document. Taking full advantage of the scanning feature on your multifunction […]

Managed print is a service that examines your current printing practices and helps implement new strategies to run an efficient and less expensive printing fleet. Here are four facts about managed print you need to know.

You Will Spend Less

With the help of managed print, you will discover money you didn’t even know you were spending. The goal of the service is to pinpoint the areas where unnecessary spending is occurring. This could be in the shape of maintenance on old machines, or departments are printing in color excessively. This process, in turn, will also reduce inefficiencies.

Time Will Be Spent Efficiently

Managed print services let an outside source handle behind the scenes tasks. This frees up your staff to focus on business critical priorities. No longer will you have to concentrate efforts on when and how much paper or ink to order to keep operations running. You also won’t have to think about maintaining machines that are out of date, because managed print runs an analysis of your printing fleet as their first phase.

Your IT Systems Will Be Protected

As part of the initial printing fleet analysis, your managed print service will alert you to any holes in your security system. If you have industry compliance’s to meet, they will update systems and put policies into place. Also, if you’d like to secure sensitive information, they can recommend advanced security measures.

Your Office Will Improve Sustainability

An extended benefit of managed print is the reduced waste that follows. When you enact new policies and restrictions, you minimize the amount of unnecessary printing. You’ll also become more sustainable in your energy consumption. Old and outdated printing equipment uses a lot of energy that is wasteful.

Managed print is a service that will all around benefit your business. You will save money in areas you didn’t expect while increasing […]

A multifunction copier brings to mind a particular image and definition of what the machine can do. You might be surprised then, that multifunction copiers can have different sets of features. Some are better suited for larger companies while others benefit smaller businesses. Take a look at the following questions to figure out what your perfect multifunction copier would look like.

1. What type of printing do I do?

There are many reasons to buy a multifunction copier, mainly the fact that one machine can fulfill multiple office needs. The most used function will most likely be the printing part of the device, so it’s important to ask yourself what kind of printing you are most likely to do. Specifics to look at are speed and output quantity. If you are printing a minimal amount, then you can see machines on a lower budget. If you print frequently and need it quickly, it will be worth investing in a high-tech device.

2. What are automatic features and why do I need them?

This question fits in with the previous one. If you are printing a high output at a quick pace, an automatic document feeder is necessary and is not included on all machines. For your multifunction copier to benefit your business, you’ll want a model that grabs sheets automatically. This feature is also beneficial for duplex printing, so you don’t have to re-feed the paper to get a print on both sides.

3. How will I want to connect to my multifunction copier?

The three main modes of connection to a multifunction copier are a standard USB connector, Ethernet, or wireless capability. If you work in a large office building, wi-fi connectivity can be beneficial for people who are located a distance from the machine. For those in a small space working on laptops using a USB connector […]

Choosing a managed print provider should take some consideration. Here are ten values you should look for.

Performance Metrics

1. Assessment: An analysis of your current printing practices is key to implementing new print structures that will have positive changes.

2. Transition Management: Changing the way your business handles printing will not happen overnight. A successful managed print provider knows how to transition your team the right direction.

3. Infrastructure: A managed print provider that has a solid IT and problem-solving infrastructure already in place will be most beneficial.

4. Business Intelligence: Tracking, measuring, and reporting data should be transparent and readily accessible.

5. Reduced Printing: A prominent and vital metric to judge a managed print provider off, is the amount of printing you can limit. Improved printing infrastructure will help cut out unnecessary printing.

6. Balanced employee-to-device ratios: An analysis of your printing fleet will tell you if you have too many printers and which ones aren’t working efficiently.

7. Machine Performance: A managed print provider will keep tabs on your machine and prevent downtime from overtaking the whole day.

8. De-Stress Your IT Department: By removing the maintenance of your printing fleet from your IT Department’s to-do list, you open their schedule up to working on business-critical tasks.

9. Cost Savings: Your goal upon working with a managed print provider is to reduce your printing costs. You want to make sure this metric is met.

10. Increased Compliance and Security: Your managed print provider should be aware of your industry compliance guidelines and have suggestions for increasing data security.

This is a great list to start with when you are deciding to work with a managed print provider. A well-rounded service will reduce costs, increase security, and indicated that the company is confident in their ability to deliver superior service.

To learn more about working with a managed print provider, call us today! […]

Your office runs off multiple machines that make your work possible. It makes sense then that you would want them to last as long as possible. Taking care of your devices will ensure they produce needed output without downtime.

1. Multifunction Copiers and Printers

Office machines like multifunction copiers and printers are used a lot. For this reason, they are susceptible to paper jams and worn out parts. Maintaining these devices can help prevent frustrating issues that cause downtime. Testing motors, updating software, and performing routine device cleaning are all necessary steps. Wipe down your multifunction copiers and printers to remove dust and schedule monthly tests for any arising issues.

2. Computers

In today’s technologically driven world, our computers are the source of a majority of our work output. To make sure your computer is always working correctly, adhere to these maintenance guidelines. First, keep ad blockers and other security software updated. Second, keep the machine free of dust that can cause hiccups in the use of the keyboard.

3. Office Projectors

An office projector is not used quite as often as other office machines which means it might be forgotten and thus fall victim to abandonment. To take care of an office projector keep it clean so that images are clear and readable. You can include office projectors in your office supply ordering schedule so you can check if you need a new lightbulb.

4. Paper Shredders

Paper shredders are essential to keeping data secure. Letting your shredder run down can lead to additional security problems. To maintain the paper shredder, apply oil to the metal to prevent the paper from stalling in the shredder.

The best way to keep your office machines running well is to set up a schedule that allows for regular maintenance. Keeping multifunction copiers and other devices clean will ensure their longevity is maximized. To […]