Many businesses are taking advantage of the dropping costs of hard drive space and implementing Electronic Document Management Systems.

These digital systems create a searchable database of scanned information and enables better business decisions and smoother customer service interactions. It also provides a much-needed disaster recovery plan and helps ensure regulatory compliance.

Unfortunately, many companies are deterred from an Electronic Document Management System because of the initial set up costs involved. They see paper documents as “free” because they often aren’t tracked as well as they should be and are swallowed by far-reaching office supply budgets. However, paper documents are definitely not free. In fact, they may even be costing your company more money than the digital options that are available today.

New Federal eDiscovery laws require organizations to present not only paper, but also digital files in the discovery phase of a lawsuit. If you cannot provide all the information related to a case, your company is at risk of losing the lawsuit or having to settle out of court. For this reason, it is very important for every business to develop an information management strategy that integrates both paper documents and digital files.

One of the easiest ways to manage your company’s information is with an Electronic Document Management System (EDMS). This technology provides a repository for paper and digital information that is secure and searchable. Not only will this keep you up to day with eDiscovery standards, it can also streamline your business processes.

The Challenge Managing Information

Today’s businesses transmit information in multiple formats. The biggest problem related to eDiscovery is that the documents required are not all centrally managed. While some computer files are on servers, many are scattered across individual desktops and laptops while paper files reside in filing cabinets and desk drawers. Furthermore, you email server can contain important emails.

In the office, it seems we are always in a hurry. For this reason, very rarely does anyone take the time to fix a printer. Instead, they are forced to find a different device so they can complete their task in a time-efficient manner.

Furthermore, IT departments rarely have the time or resources to fix mechanical issues in office devices. But still, they are forced to take control of the issue and organize some sort of fix, whether it is an easy paper jam or having to schedule a repair from a local company.

Often this type of situation is multiplied many times a week or even in a single day. It is not wonder why an unmanaged print environment can be a drain on the productivity of your office. Luckily, there is a better way. Managed Print Services Programs continually monitor your printer fleet and deliver valuable productivity benefits to your business.

Proactive Service: Managed Print Service means there will be someone monitoring your printer fleet for you. If a printer is out of service, it can often be fixed before it becomes an issue for your business’ productivity.

With the emphasis on digital communication and electronic forms, many businesses are starting to think that they scanning processes are not that important anymore. However, moving your paper documents into a searchable digital archive is a big step that requires easy and effective document management. However, before you move your paper documents into a digital format, there are a few things you should know.

Why do I need document scanning capabilities?

Document scanning allows you to create a digital image of all your paper files. You can then store these images on a hard drive that is indexed and searchable.

Many businesses utilize document scanning as a way to back up and store copies of important legal, financial, and other confidential document. Digital archiving can easily save companies thousands of dollars per year in paper. It also saves office space and keeps documents organized. In addition, copies can be made much more economically in digital form, ensuring an easier and cheaper way to back up these important documents.

There is no doubt most offices have taken advantage of the benefits of wireless internet. Without having to deal with cumbersome cables, employees are able to conduct their work throughout the office, increasing collaboration. Now you can increase the productivity of your business even more with multifunction devices with Wi-Fi connectivity. A wireless device allows documents to be printed from portable laptops, digital cameras or other devices within range.

Through the use of a built-in Wireless Network Interface Card (WNIC), printers are now more mobile and versatile than ever. By replacing the standard USB connection, you allow for minimal cabling to connect the device to electricity. Not only does this provide mobile printing, but it also makes reallocating your devices quick and easy. 

Wireless multifunction devices still have all the features of a standard device and also reduce clutter and dangerous cables in offices. With access to a central printer connected to a Wi-Fi hub, hundreds of employees will have printing capabilities without having to share cables.

When it comes to designing and customizing the layout of workspaces, wireless devices offer expanded flexibility. Most wireless multifunction systems can work within a radius of about 150 feet.

Unmanaged office printing can easily consume up to 3% of annual revenues according to the Gartner group. Therefore, if you are searching for an area to trim your company’s overhead, your print environment is a great place to start. To control and reduce this expense there are a few strategies you can integrate.

Consolidate Devices

If you look around your office there are probably areas that have a laser printer, a copier and a fax machine sitting right next to each other. This presents a great cost-saving opportunity. Each of these devices has a separate cost of operation that comes from stocking unique supplies, supporting the network, handling repairs and service and electricity. With today’s skyrocketing energy costs, it is possible that it actually costs more to power your devices than it costs to put supplies in the devices!

You can combine devices with multifunction systems that print, copy, fax and scan in a single unit. These reliable systems can handle applications from desktops to workgroups to departments. Consolidating devices with multifunction systems could provide instant and long-term cost reduction for your organization.

Re-Route Print Jobs

Some of your printing devices are less expensive to operate than others. For the most part, high-volume networked systems have a lower operational cost than smaller desktop devices. While desktop devices may be necessary for productivity or privacy reasons, larger print jobs could easily be routed to network devices to reduce costs.

New software makes it easy to re-route print jobs automatically. You can assess your basic needs and set routing rules. For example, print jobs over 20 pages could be sent to a networked multifunction system. The end user would simply print their job exactly like they normally would. However, with this software a pop up window would let them know that their job was routed to the workgroup device as a cost-saving strategy. Applying print routing to your organization could create cost savings of 30% or more.

The intellectual property of your business is vital to its continuing success. Therefore, it is important to ensure confidential documents are not susceptible to security breaches. Whether it is a computer virus or a disgruntled former employee, you need to ensure your information is safe from unauthorized viewers. Luckily, with document management systems, it is easy to integrate advanced security features into your current workflows. Electronic Document Management can help protect your documents and increase productivity. If you are unsure if a document management system is right for your business, here are ten things you should know about document security:

1. Document management seeks to prevent data loss from the various kinds of threats to data. Unless a systematic approach is adopted for document security your business could be shut down by a breach of security.

2. Very few businesses can survive a complete loss of business data. Even partial losses can prove extremely serious, especially to smaller businesses. Consider what would happen if you lost all your customer data and invoice records from a computer virus. It can render you unable to recover your fees from credit customers that can equal a few months of sales. Or consider the secret product formula that gives you an edge in the market being stolen.

3. Document security starts with an intricate look at all the risks documents face and the impact of each. A clear view can make upper management aware of the real dangers that can easily occur, and as a result they are more likely to support security-enhancement measures.

4. One of the primary security measures is preventing unauthorized access to documents. Only authorized persons should be able to access each type of data. Access restrictions should be placed both on classes of data and levels of employees and can be integrated easily with the access controls on your multifunction device.

A study conducted by the University of Minnesota found that the use of graphics increased the persuasiveness of a message by 47%. This is due to the fact that color graphics help people learn faster and then retain what they learned. Therefore, it is a very logical step to send out proposals and marketing materials in color.

When using color, it is crucial to use it effectively. If the graphics are related to your message then it will actually become more of a distraction than a teaching aid.

Here are some ideas to consider when creating a color proposal:

Include the Client’s Logo. By adding the customer’s logo, the proposal will automatically feel more personalized and custom. However, make sure your logo is not sized larger than the client's logo.

Incorporate the Client's Colors. By replicating the client’s colors throughout the proposal, you can easily create a sense of familiarity. As the client looks at the proposal it will feel very comfortable.

Use High Quality Graphics. When adding photos or clipart be careful not to stretch or skew the image. You don’t want the graphics to come out pixelated or blurry.

Most multifunction systems today come equipped with advanced access controls. Despite having a large breadth in functions, these controls are actually very easy to use. Plus, by monitoring print usage, you can reduce your costs greatly by supervising usage by department, work group, or even individuals.

Access controls work in conjunction with the security features of your multifunction to set up PIN codes or card-access for desired users. By requiring every user to log in to the multifunction, you can get a clear report on how the device is being used. You can also set authorizations based on access groups. For example, you may want your Marketing Department to have access to color printing, but feel it would be unnecessary for the Sales Department. With access controls, you can minimize unnecessary color printing and reduce your costs.

Effective print monitoring also allows you to create defaults for certain access groups. You can set print jobs to automatically duplex (two-sided printing) to help save paper. This is a quick and easy solution that will yield instant results.

In a tight economy, it is hard to justify spending a bunch of money on high-end advertising that may or may not bring profitable results. However, you need to continue to increase your business, so what are you options?

Your most valuable resource is your list of current clients. Clients who have already purchased a service or product from you are much more likely to  purchase again. It is important to ensure your current clients are aware of all the products and services you offer.

A cost-effective way to keep your clients informed of upcoming promotions is through color statement stuffers. If you are already mailing a statement to a client, you might as well include additional information about new products or promotions.

With easy color output in many multifunction devices, you can create color inserts that double as marketing materials for mere pennies.