When you bought your multifunction copier, you knew that it combined print, copy, fax, and scan features–but did you know that your multifunction copier can also help you stay organized? It’s true–and today, we’ll prove it.

Don’t Copiers Add to Clutter?

Well, the answer is sometimes–but only if you let things get out of hand. The truth is that, although the job of multifunction copiers is to make more paper for you to keep track of, you can also use this powerful machine to help you manage, organize, and protect all of your documents. All you need to do is take a few minutes to make a “plan of attack,” and then, with your multifunction copier on your side, it’ll be easier than ever to get organized and stay organized.

Let’s get started!

TIP #1: MAKE THREE PILES.

The easiest way to get organized when it comes to stacks of paper sitting on every flat surface is to follow the “three pile” rule. The first pile is for trash and recycling, the second pile is for sensitive documents that need to be shredded, and the third pile is for anything that needs to be scanned–which is where your multifunction copier becomes an invaluable tool.

TIP #2: FOCUS ON ONE THING AT A TIME.

It can be tempting to try to handle multiple jobs at once, but getting rid of clutter is easiest if you don’t multitask. Instead, give yourself a time limit and focus on one task–and when time is up, take a break.

TIP #3: MANAGE WHAT YOU PRINT.

Your multifunction copier can print just about anything, but that doesn’t mean it should. Try to manage your printing and copying habits so that you’re only using paper when you need to; instead of hitting “print,” try making digital copies and working online.

Multifunction copiers can do more than just copy, print, fax, and scan. To find out more […]

“Perfect” is a pretty strong word, especially when it comes to business solutions–but managed print services might just fit the bill. Let’s take at three of managed print’s biggest benefits so that you can decide for yourself!

Who is Managed Print For?

One of the best things about managed print services is that it’s a solution for everyone. Thanks to a print environment analysis that your provider will conduct before any decisions are made, managed print can help you identify the software, processes, and workflow changes that work best for your unique needs. It’s not just about “printing better”–it’s a precise, efficient solution that helps you change the way you interact with paper, printers, and processes all at once.

Here are three big reasons why managed print might just be the perfect solution for your business!

#1: THE RIGHT MACHINES

In order to help you make the most out of every second and every dollar, managed print services helps you prioritize your printers themselves. By identifying the best machines for the job, consolidating your fleet, and helping educate employees on even the smallest functions, managed print puts you back in charge.

#2: THE RIGHT SOLUTIONS

Managed print isn’t about cutting corners. Instead, it’s about finding the smartest, most efficient ways to use your resources in order to minimize spending. For example, with managed print, you’ll be able to analyze your use of consumables and find ways to make better use of ink and paper without sacrificing quality.

#3: THE RIGHT SERVICE

If you have an in-house IT team, the chances are high that they’re always overburdened with small or recurring issues. Give them a break with a little help from managed print services–that way, they’ll be able to focus on the big stuff.

Managed print services could be your business’s new best friend. Want to find out more? Contact us today!

As the digital world gets more and more dangerous, businesses of all shapes and sizes are trying to find ways to minimize their risks and stay safe without sacrificing efficiency. Unfortunately, when it comes to security issues, many companies are quick to point fingers at their multifunction copiers. The truth is that these machines can be safe and efficient–if you know a few easy tricks, that is.

Don’t Make Sacrifices

It might seem like you have to choose between productivity and security in this crazy, complex world. Either you have all the tools you need but constantly have to dodge digital risks, or you have a few simple devices and solutions that are low-risk but also low-reward. Luckily, the truth is that you don’t have to choose. Instead, you can take a few easy steps to secure your multifunction copier so that you end up with an all-in-one machine you can trust.

Sound too good to be true? Take a look at these simple tips and decide for yourself!

TIP #1: PRIORITIZE COPIER SECURITY.

Printers and copiers are often overlooked in security processes, which makes them a risk. The simplest way to solve this problem is to treat your multifunction copier with the same kind of care you give your computers and mobile devices. Set secure passwords, control access, and keep an eye on suspicious usage.

TIP #2: USE YOUR NETWORK CLEVERLY.

You don’t have to avoid using your multifunction copier’s network capabilities just because of the security problems. If you take good care of your network by using complex passwords and installing firewalls, you can benefit from everything your copier has to offer.

TIP #3: GET RID OF REDUNDANT EQUIPMENT.

The more devices you have in your workplace, the more risk you face. Eliminate redundant devices and software so it’s easier to strengthen security, and then turn to your multifunction […]

Managed print is one of the most popular business solutions currently available–and for good reason. It’s affordable, efficient, reliable, and powerful, and it can help improve everything from your workflows to your sustainability. That’s just the beginning–read on to see what else managed print can do for you!

A Savvy Solution

Most businesses want to choose solutions that solve a lot of problems at once. Even though managed print sounds like it’s specific to your print environment and paper usage, the truth is that this solution offers benefits that go a lot farther than that. With managed print, you can cut down on your environmental impact, improve your communication, boost your customer service, and so much more.

Here are just a few things that managed print can do for you.

Environmental benefits

• Less wasted paper. Managed print helps you cut down on unnecessary printing and use paper wisely.
• Upgrades to make machines more efficient. Newer machines use less energy (and cost you less, too).
• Simple solutions like recycling ink cartridges. Going green doesn’t have to interrupt your workflows.

Workflow benefits

• Better communication. When you always have the documents you need, it’s easy to get the right info into the right hands.
• Less wasted time. Streamlined workflows allow you to focus time and energy on what really matters.
• Better habits. Managed print allows you to identify and analyze your current habits and find ways to do things quicker, more accurately, and more securely.

Employee benefits

• Reliable machines. Managed print prioritizes regular maintenance, minimizing downtime.
• Better settings. When you fully understand your unique machines, you can create personalized settings and menus to make every job a little bit easier.
• Less stress. Managed print helps you take control of your printers, your printing habits, and your print security, meaning that no one has to waste time stressing out.

Managed print can do all this and more. Want to see for yourself? 

A lot of today’s biggest business solutions do their work “behind the scenes,” improving the overall structure of your workflows in small but powerful ways. Document management is similar–but the good news is that you can measure the value of this particular solution; you just have to know where to look!

The Right Choice

How can you tell if document management is the right choice for your company? Simple: all you have to do is look at a few key areas and compare them before and after document management. You’re bound to see huge improvements in everything from efficiency to environmental friendliness.

Let’s get started!

Efficiency

Before document management, companies tend to struggle when it comes to efficiency. Files are spread out and difficult to access, there are multiple versions of the same file, and no one ever seems to be “on the same page.” After document management, however, all files are kept in one well-organized place, so everyone knows how to access their data.

Adaptability

Companies without document management can feel uncertain about the future. They might have document solutions, but they’re not sure what those solutions will look like if, for example, the company opens another location. After document management, companies can rest assured that all of their solutions will be capable of adapting to future needs–simply because document management scales to fit and keeps up with changing times.

Security

In companies without document management, data feels like it’s constantly at risk. Papers are left on the printing tray, everyone has access to files they don’t need to see, and there’s little or no encryption. After document management, improved organization and document security mean that there’s strong access control, encryption, and better habits for online and offline processes.

Document management can help in all of these areas and so much more. Ready to see for yourself? Contact us today! […]

Today’s copiers do a lot more than just “copy.” The truth is that, while multifunction devices are copying, scanning, faxing, and printing, they’re also storing your data on their hard drives–which means that you’ve got one more thing to be responsible for when it comes to your clients’ data. Here are a few tips for protecting that information!

Work Smarter, not Harder

Although it may seem like a security risk and a huge problem for multifunction copiers to store your data on their hard drives, remember that these machines aren’t trying to sabotage you. Storing info is an important part of your copier’s job, and it only becomes a security issue if you don’t handle it properly.

Now, while every company deals with this same challenge, the situation is especially delicate for nonprofit organizations, who use a lot of sensitive client information in the course of their everyday work–so let’s take a look at what your multifunction copier might be storing. That way, you can truly take responsibility for your clients’ data.

• Documents. Multifunction copiers save data about every document they process–both incoming and outgoing. This means that everything you fax, copy, scan, or print is saved on the hard drives.
• Network info. In order to communicate with your other devices, a multifunction copier uses and stories network information. This can be a big problem if it falls into the wrong hands.
• User data. If you have user authentication protocols, your copier might be storing that information, too.

So what can you do? The best solution is to implement security processes that control copier access, protect your network, and ensure that all hard drives are wiped before the copier leaves your building. It’s a big responsibility, but it doesn’t have to be a chore.

Interested in security for nonprofits? Looking for more multifunction copier tips? Contact us today!