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While it seemed like printing would be totally out of style and off the budget once the internet took over the work world, the reality has been dramatically different. While digital communications and integrated collaboration has definitely lead the way, no office can operate effectively without print. From the essential documents that are hard copies to the necessity of reading or recording in paper, some offices, businesses, and employees just prefer having some printed material on hand. Some clients require hard copies, and some communications must be in paper. In short, printing isn’t going away any time soon, so it’s time to get a handle on it. Common Print Problems What’s outdated now is the style of printing and managing print. In the past, self-managed printing made sense, where individuals would oversee the print materials, supplies, and necessities like maintenance. This has changed a ton in the last few years, with the advent of managed print. Why? Because self-managed print was costly, first of all, but also it resulted in some never-ending print issues that included: Costly print environment Excessive printing Wasting hard copies Over ordering supplies These problems are completely avoidable when you outsource print management. Managed Print is Your Answer That’s right – if print isn’t going anywhere, it’s time to manage it correctly. That means finally taking the time to learn the basics of managed print (in short: it will save you money) and how to implement it at your office. Managed print is a service that provides comprehensive print oversight, including supply ordering, maintenance management, print audits, policy recommendations, fleet management, and more.

If your business is growing and planning to expand, increase marketing, and reach a broader audience, it’s time to consider how to go green. It matters for public relations, sustainability, and cost management, so sooner is better to get working on how to reduce, reuse, and recycle. One of the best document solutions for going green is document management. Document management turns hard copy papers into digital files that you can store, secure, and access securely. The process is incredibly efficient, saves every business money on printing and supplies, and reduces the environment’s output burden. The New Paperless Office What does the paperless office of today look like? It involves collaboration modules where you can use cloud storage and digital project management. It uses efficient communication methods instead of having papers floating around, and it secures everything with passwords, access locks, and encryption. Today’s paperless office is a result of efficient document management, which helps your business go green while still growing your company. Today’s Sustainable Solutions Sustainable solutions can look like a lot of things, but the best ones will save you money and time while going green. That’s where document management is your best answer. In addition to improving environmental impacts, you will: Save storage space with electronic files Protect employee and client information Maximize efficiency and professional communications Improve collaboration and version control Save time converting files to and from hard copy. Document Management is the Answer To environmental concerns, printing waste, overuse of supplies, and communications difficulties, document management is the efficient and productive solution for any business. 

It seems like some cloud computing solutions have been a long time coming without simple answers for office implementation. We developed comprehensive office services to address digital storage needs while providing space and security for your company to grow. Comprehensive solutions look more like helpful answers from your vendor partner at Base Inc and less like working with multiple teams to get what you need from various vendors and with too many invoices and contacts to count. What exactly are these solutions, and how do they help you? Read on! Digital Services Boost Security Cloud computing solutions are based on integrating the functionality of cloud components and monitoring and managing to ensure that all pieces – the best of the best – work well together. This is how Base Inc can help you. Digital tools can provide collaboration, client communication, remote work, and better integration of workflows across the company. Office Services are an All In One Solution Integrated solutions like cloud computing, storage systems, security, and other management software can improve your office workflows while streamlining budgeting, expense tracking, protections, and data management. Finding the right cloud solutions for your business is easy when you work with the right team.

One of the many questions that companies run into is how they are going to handle their print services. Some people might be surprised to hear that the vast majority of organizations do not know how much they spend on printing. This can be a huge problem when it comes time to do the budget. One of the ways companies can rectify this situation is by investing in managed print services. When it comes to managed print partners, there are a few points to know. An Overview of Managed Print Services Managed print services should be viewed as a partner with which a company can work to improve its printing efficiency. This includes identifying, controlling, and managing the amount of time and money they are spending on their print technology fleet. This is a broad definition. Given the broad nature of managed print services, this is appropriate. A strong partner will help companies increase their productivity, reduce their overhead costs, and become more efficient when it comes to printing. There are a few benefits that come with managed print services that every company should know. The Benefits of Partnering with Managed Print Services There are a few major benefits that companies will enjoy when they partner with managed print services. Some of these include: Optimization: A managed print partner will take a look at a company’s printing needs. Then, this partner will come up with a list of suggestions that can help companies streamline their workflow. This might include new equipment, new technology, and an updated maintenance schedule. The partner may even produce regular reports to show additional changes that can be made. Lower Overhead Costs: In addition, a managed print partner will help a company lower their overhead costs. A managed print partner will come up with a list of excessive spending that can be pared down. This is money that can be spent growing the business instead of fixing printers. 

In the healthcare industry, it’s all about patient medical records. The way they are dealt with within a healthcare practice can make an enormous difference to patients. A good practice must have a good document management system. Privacy and Security While compliance issues are being faced by every industry, the healthcare industry has perhaps the most regulations to follow. Patient privacy, and the security that it takes to maintain it, are part of the running of the practice. That privacy is harder to maintain when the files are in hard copies that can be picked up and looked at by anyone. For better security for patients’ sensitive data, digital document management is far more safe and secure. Better Organization When records have been digitized and are being filed and stored in the cloud, those records are safer, but they’re also easier to access by those who need them. The security measures that keep anyone else out of those files allow the healthcare provider to quickly access those documents and to file them again just as quickly. With this method, there is no chance of the records being misplaced and lost. Patients get faster care because it takes just seconds to access those patient records. Keeping Control Over Costs While many costs continue to go up, better document management can make it possible to bring down the cost of running the office. With digital files instead of physical ones, not as much physical space is needed for files. That means less real estate being taken up and less heating and cooling of those spaces. And because no one has to search an office for files, time is saved by the workers. Instead of spending much of the day hunting down files, the right files can be quickly accessed when it’s time.

The cloud is a safe and effective storage solution that is used for storing many different types of files. This storage system uses online storage to access any digital documents that you have put there. There are some types of documents that most need the cloud. Business Messages Whether it’s through letters or memos or even emails, every business correspondence is potentially important. Even if it doesn’t seem vital now, it could later at any time. That’s why the safest way to store your business correspondences is to put them in the cloud for safekeeping. It’s a great way to keep those communications safe and secure while also keeping them from prying eyes. Even with it stored so safely, it’s also simple to share it with anyone else to prove certain communications. Official Prices Price lists let workers know just what to charge for products, and that information must be readily available to them. When you store price lists in the cloud, it’s always available and ready to be accessed by workers. This means no long wait for customers who may call with pricing questions or get a quote. It also curbs pricing mistakes that can happen when workers think they remember correctly about specific prices. With this system, there’s no reason not to double-check them. Photos of the Site If your company has photos of its building and its workspaces, this can be very important to have on hand later. If the site were to flood or burn down, for example, these photos can be used for insurance purposes. When you have them available, they are also easy to put into company brochures and relevant memos. When having to explain a project to a contractor, they will want to have those photos in order to reference the site and make recommendations.

There is so much office equipment needed in the average office that it can often make good financial sense to rent or lease some of the needed equipment. This eliminates the need to come up with a great deal of money all at once, and it allows for a steady monthly budget. Renting the Needed Office Equipment If your company is a new one,  and you aren’t quite sure yet what type of office machines you will need in the next few years, renting can be a good option. When the equipment is rented, it is for a short term, so it’s easy to stop renting a piece of equipment when you find that your company doesn’t need it. This flexibility is especially helpful in industries that are rapidly advancing and could be far different over the next three years. Renting keeps you from being locked into any one piece of office equipment. Leasing Your Company’s Equipment If you’re sure of the office equipment that your company needs, leasing is a good option. Like renting, it prevents you from having to come up with a large sum all at once. The terms are longer, however. There may also be maintenance contracts that can be enacted along with the equipment lease to keep it in good shape. With a lease, your office can learn to use machines that will stay there for a long time to come. And because the contract term is longer, there is often a lower monthly payment. Should You Rent or Lease? If you know exactly what your company will be using in the office for the foreseeable future, leasing office equipment is often the better choice. It keeps the needed machines right there in the office long-term. If the technology you use is rapidly evolving, consider renting the equipment instead. It can allow you to upgrade the equipment more quickly as it is introduced into the market. And with a lease, it is often possible to eventually buy the machines that you have been using.

Managed print services are available from a variety of providers, so how do you choose the best one for your business? There are a few questions that you can ask a potential provider to get the information you really need to make the best choice. The Proactive Touch Some managed print providers are reactionary – they respond after there is a problem with the equipment or the machines have run out of ink, paper, or toner. What you need is one that is proactive instead. This means that they will take the initiative to provide maintenance service to the machines to keep them in good repair. They will also monitor the machines and order new ink and other supplies when they will soon be needed. This is a great way to avoid having any downtime with your printer fleet. Custom Pricing No company has exactly the same printer fleet as any other. That’s why the service you get, and the pricing, should be customized to your business. A flat-rate for everyone could mean you’re paying for machines that you don’t even have. A customized quote takes into account exactly the number of printers you have and how much you will need in supplies. Your provider should be able to build a custom price quote that would be the best price for your company. Replacing the Fleet When a printer gets regular maintenance, it can last for many years. However, there is an eventual end to the life of all printers. If you have one or more printers in your fleet that are beyond repair, will the managed print service replace them? Can they service machines that could be used longer? If a managed print provider is able to both make repairs and replace printers that go out, it will save everyone in your company a lot of hassle.

It would be challenging to dispute just how useful the cloud is for storage and backing up files. However, using cloud services for a backup and using it as file storage or two different things. Here’s what you need to know about what each of these office services is and which one of them you may need for your company’s files. Cloud Storage You may have heard a lot about cloud storage and how helpful it can be to companies of every size. This type of storage is used by taking the files that are needed and transferring them via the Internet to a third-party who will store them. This can be very helpful for storing large amounts of data that would otherwise hamper your computer system with all the storage needed. With this office service, your company will not have to worry about storage space or get rid of older files to create and keep new ones. Cloud Backup A company network full of important data can benefit from being backed up with the clown. This process sends copies of the information in your computer network to an offsite server. This offsite backup keeps the information held off-site up-to-date and ready in case there is some disaster in around your company. Choosing Cloud Services You may already know your company needs to use the cloud to keep its important files safe. However, choosing between these two cloud solutions depends on precisely what your office needs from its file storage. If the problem is only not having enough storage space, cloud storage can make a world of difference. If you are concerned about natural disasters taking out your computer network, a cloud backup may be the best choice for your business.

Managed print services may seem like something that would only benefit huge companies, but that couldn’t be further from the truth. The use of these services can help companies of virtually every size in many ways, saving them money and helping them to be more efficient. Assessing Your Machines The fleet of printers in the office, even if it’s only a few, can be dragged down if the efficiency of one isn’t working well. The initial assessment of the printers in the office will inform you about any printers that should be replaced. If a printer is older, it will almost certainly be slower. If a printer has had a lot of problems and needs repairs regularly, it may be more cost-effective to replace it with a newer model. This assessment saves the company money in the long run by ensuring that all machines are in good repair and are fast enough to keep productivity high. Monitoring Printing Behaviors Part of the monitoring of the printers is a tally of who is using the printers and how much they use them. Each employee is given their code so that this data is easy to track and assess. If your company is very small, it may be challenging to confront a worker about the overuse of the printer because harmony in the office is always sought. However, with an assessment that shows you the hard data, it’s far easier to show the numbers to an employee and let them know that the printers are being used too often. Keeping the Printers Running One way that managed print services save you money is by maintaining the printers through regular monitoring and scheduled maintenance. This allows for any problems with the machines to be found early before they become large and expensive to fix. Regular maintenance can allow the printers to run faster and to stay in your printer fleet longer. This saves the company money on repairs and replacements, and it keeps office efficiency higher.