Controlling Print Costs

By Corey Smith

imageWhen considering the many costs that an organization has to expend, one of the most mis-understood is that of printing costs.

The Gartner Group estimates that as much as 30% of organizations' print costs can be eliminated with simple print device management.

The challenge organizations have is that often there is a division of responsibility for purchasing print devices and supplies for those print devices. Different departments have different responsibilities when it comes to creating efficiencies and cost control strategies.

I have spoken with many IT directors that simply don't care how much printer supplies costs. The cost can be 15 cents for a b/w print and 50 cents for a color print but as long as the cost of acquisition of the device is low, they will buy it.

Scanning as a Compliance Driver

by Jon Reardon

In an unpublished InfoTrends’ research project conducted slightly more than one year ago, we surveyed the US financial services industry to learn about the adoption rates and technology usage behaviors of office/workgroup document solutions. Compliance matters loomed large in this study.

We surveyed more than 350 businesses in the segments of: banking, insurance, investment, and credit and lending. Approximately 50% of the respondents came from large businesses with 1,000 employees, followed by an even split between medium (100-999) and small (1-99) at 25% each.

Securing the Multifunctional Device

frustrated at laptop By Corey Smith

Every six months or so, comes a concern via the media that the MFP, or multifunction printer, is not secure and causes security holes on your network. When considering security on your network, there are some common sense approaches to ensuring you are protected from harm.

At eWeek, Rosen Sharma wrote a very simple article on securing your MFP. The article opens with the following:

Think you’ve plugged all of the vulnerabilities in your enterprise network? How about that multifunction printer over there in the sales department? As Dr. Rosen Sharma, president and CTO of Solidcore Systems explains, these devices frequently contain operating systems that are just as vulnerable to malware as your desktop computers.

Why Buy a Document Management System

from ScanGuru

The Business World is a rapidly changing entity, and technology helps adapt to these changes quickly and will help a company keep its competitive advantage. Paper has always been an inefficient medium for conducting business processes, and recently has become a key focus for Business Process Improvement (BPI) initiatives. So what are the main reasons for a company or organization to move towards the paperless environment?

Below are the two main categories:

It's all about efficiency and productivity

By Corey Smith

Last year AIIM released the Records Management Report.

One of the questions that was asked was why people would consider implementing an electronic content (record) management system (often we simply call it document management). I find the results very interesting, but not surprising.

[Click image to enlarge] AIIM Report


The two most important reasons that companies want to implement an electronic document management system are (1) efficiency and productivity and (2) compliance to legal regulations (FACTA, SOX, HIPPA, etc).

Key Factors for ECM Project Success

imagefrom ScanGuru

Many of the Document Management and ECM System Implementations fail right out of the gate due to several factors. Most of them revolve around planning, and project definition and focus. Below are some key areas that are imperative to a project’s success:

A huge part of the planning for a DMS/ECM System is examining your organization’s network infrastructure and ensuring it is ready. Implementing a system with inadequate resources can provide wrong end user perceptions. Focus should be placed on the below items:

  • PC Clients – the client PC’s should have appropriate horsepower to handle their specific tasks. Obviously, basic search clients will not require extensive resources such as memory or hard drive space, but a scanning or OCR station may.
  • Network – It is time to get rid of those hubs your brother in-law gave you, and upgrade to 100MB, or in some cases (at the server), Gigabit technology.
  • Server – adequate memory, processor and storage is a necessity.
  • Backup- often an overlooked area, planning for system backup, now and in the years beyond is very important.

Paper prices on the rise...

by Corey Smith

Leo Piccioli shared with me a chart about the growth of paper prices. He commented that, "every ten years or so a "paperless office" trend starts... and nothing really changes."


[Click image to enlarge] Paper prices are on the rise


So, is the "Paperless Office" ever going to come?

The End of the Paper Trail as We Know It

by Corey Smith

stack of paper How much paper do you use? Do you foresee getting rid of it in the near future?Industry analysts suggest that this will be the year that we’ll start to see the turn from paper to paperless. We have been talking about the paperless office for better than 30 years now. Can this really be the year that we will do away with paper?

Well, that is a lofty goal for this year. But, the analysts do think that the turn toward the reduction in paper will start this year. I think that no one is going to totally eliminate the use of paper, but more and more companies are realizing the benefits of converting an increasing amount of paper into digital files.

So, what is it going to take? I tend to think that document imaging is really about fundamentally changing the way you do business. Fundamentally changing the way you think about your business.

It is all about change. We have to be willing to change the way we do things. If we are not willing to change our strategies and approaches, it will never happen.

And, the only way that we will ever be willing to change our strategies and approaches is if we see a possibility of improvement.

Xerox and Global: Year One

From Buyer's Lab

June 23, 2008 - In the year since Xerox acquired Global Imaging Systems, along with access to its 200,000 small to medium-size business (SMB) customers, the transition has gone well from Xerox’s vantage point thus far. In a recent conference call, Xerox reported that today more than 50 percent of the products moving through Global are Xerox. Xerox would not give specifics in regard to the install rate of Xerox products through Global. Global also contributed to a 10 percent increase in equipment sales for Xerox in 2007.

Commenting on how the acquisition has already altered Xerox’s selling style, Paul Schulman, Global’s vice president of operations said that he enjoyed selling against Xerox in the past. “Xerox’s go-to-market style did not allow a sales rep to be flexible enough, with enough range, or enough speed to beat an independent. Xerox is learning how to let a sales rep make a decision instantly, and sales reps are now getting more of the tools they need to be more nimble and quick.”

MFPs in Distributive Scanning

By Jon Reardon

scanning on mfp Because of the proliferation of MFP devices in the office, the accessibility to scanning has increased. Awareness and use of the MFP scanner have risen because of the ease of integrated solutions and openness to share the device. At InfoTrends, we believe that the acceptance of scanning due to this proliferation of MFP devices has exponentially increased scanning activity (the overall pie has grown). More workers in the office are becoming accustomed to scanning Ad Hoc documents; therefore, this is no longer a specialized application in the office environment. As workflow solutions begin to play a greater role in the office environment, scanning and scanner technology are becoming vital elements for knowledge workers. The following interesting statistics are from a recently published study (conducted at the end of 2007 and published in early 2008) from our Image Scanning Trends practice area entitled US Document Image Scanning Report 2007: