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Technology and equipment suppliers are everywhere, and most claim to provide better solutions than the rest. How can you tell which one is the best for your company’s requirements? Check out our five tips for helping to narrow down the list. 1. Do they provide after-sale support? Your multifunction system purchase isn’t a good deal if the vendor can’t provide after-sale support. A big-box office supply store may be able to offer a low price, but they won’t have a team of industry-trained technicians available to service your device. 2. Can they provide references? Any company can say great things about themselves, but the real proof is in what others have to say about them. Ask for verifiable, local references and testimonials. If the company you’re considering is hesitant or unable to provide references, you’ll want to take your business elsewhere. 3. Who are their tech partners? Industry-leading technology manufacturers develop the best in document solutions, multifunction systems, laser printers, and scanners. By choosing a vendor with the backing of major manufacturers like Ricoh and Xerox , you’ll know you’re getting solutions you can depend upon. 4. What kind of document solutions and services do they provide? You need more than just copiers to keep your business processes running smoothly. Technology vendors who also provide managed services and document management have the unique ability to tie your equipment and your workflows together, bringing improved productivity and savings across your organization. Look for managed print services and advanced document solutions like workflow optimization and cloud services for a holistic approach to your business processes. 5. How will you benefit? An excellent technology equipment and services provider can outline the benefits you’ll receive from a partnership with them. Look for advantages like reduced operating expenses, improved business processes and workflows, enhanced document security, and more.

While it’s impossible to eliminate printing and the associated security vulnerabilities completely, there are steps the healthcare industry can take to mitigate their risks. Many of these begin with better management of the print environment and tighter controls on how much is being printed. A Proactive Approach By initially focusing on devices and print volume, your healthcare organization can begin solving print security problems, one issue at a time. Here’s where to begin and how managed office services can help make it a reality. 1. Understanding Your Print Environment Many healthcare facilities have lost track of their print devices, and no wonder. With copiers and printers scattered throughout the organization and perhaps many in storage or other holding patterns, it’s difficult (but not impossible) to identify every device. Fortunately, managed print experts have the expertise to track down and evaluate every device that is (or can be) connected to your network. 2. Understanding Your Risk Healthcare leaders may have no idea where their organization stands when it comes to print security. A comprehensive assessment of your vulnerabilities by a qualified office services provider is the best way to find out where your risks lie and what can be done to address them. It’s critical to understand that this assessment is not a one-and-done situation a thorough print security solution includes ongoing assessments as devices come and go throughout the facility. 3. Stemming the Tide With managed print experts at the helm, your healthcare facility can stem the tide of unmanaged devices that enter your workflows. By preventing ad hoc device proliferation, you’ll not only plug security leaks, but you’ll also decrease print volumes and spending throughout your entire print environment.

Choosing new office equipment can be a hassle, but not if you’re working with the right provider. Choosing an Office Equipment Provider If you’ve begun searching for new copiers and laser printers, you may already be overwhelmed and ready to pick the first item listed in the catalog. Fortunately, there’s no need to go it alone; the right equipment provider can make all the difference. Here’s what to ask: 1. Who Are They? Professional office equipment providers are happy to tell their company’s story. While it’s okay to give startups a chance, a company that’s been in business for a while knows the ropes a little better. They’ll also have an established reputation in the community, making it easier to verify the claims they make about their company. 2. Who Are Their Technology Partners? There’s a lot to be said for partnering with industry-leading technology manufacturers like Ricoh and Xerox. For one thing, you’ll be first in line to try out cutting-edge technologies, and their years of experience mean you’ll be getting office equipment that’s stood the test of time. 3. What About Their Service Commitments? Service to back up a sale is every bit as important as the office equipment you choose. Look for verifiable information on: Service response times – Downtime is no laughing matter. Choose an office equipment provider who takes service seriously by responding quickly to issues. First call completion –  Dealing with the same problem over and over again is frustrating and cuts into productivity. A service team that can handle issues the first time out – and who check back to make sure the problem was resolved – is the one who has your back. Preventative maintenance – A break-fix approach to your office equipment is much more costly than a proactive approach. With regularly scheduled maintenance, your devices will perform at their best and have longer useful lifetimes.

The paperless office is definitely on the rise, with more and more SMBs getting on board every day. Even so, paper documents still enter your workflows every day. Getting these documents into your business processes isn’t difficult as long as you have solutions in place to deal with them the moment they come through the door. A Simple Solution Scan-to-cloud storage solutions are now a popular choice, and many businesses scan their documents directly into Google Drive. For most organizations, a networked multifunction printer is the device of choice for scanning documents into cloud repositories and workflows. If your organization lacks a network-ready multifunction printer or scanner, your office products and services provider can help get you started. Follow these simple steps using your copier’s interface to begin the process. Select the app -Search for the Google Drive app on your multifunction printer’s touchscreen interface. Connect to your Google account – Go to your browser and enter the address indicated on your device. Choose your Google account and enter the code shown on your multifunction printer or scanner. Set up security features – Protecting your Google account with a PIN is essential to keep unauthorized users from accessing your documents. Choose your scanning options – You’ll be asked to choose from a list of scanning options, including gray-scale or color, resolution, file format, and document input (document feeder or flatbed). Set up shortcuts – You can save time by allowing your multifunction printer to send scans to more than one Google account. You’ll still need to enter a PIN for security purposes, but this one-button scanning shortcut will save some time, especially for busy offices.

What are your end goals when replacing your paper-based business processes with digital document solutions? If you’re hoping to increase company efficiency, improve employee productivity, provide better customer service and secure your information, you’ve come to the right place. A Better Solution Electronic document solutions can revolutionize your entire business. From the way you handle incoming information to how your staff resolves customer inquiries, electronic document management provides an efficient solution.

Most of the time, office copiers leave no doubt when it’s time for a replacement. In some cases, the aging copier that still works is the real problem. Where does your equipment stand? It’s down. Again. Copier downtime makes for some pretty good sitcom material. In real life, an out-of-service device isn’t very funny. If you’re always calling in the cavalry for repair services, replacement parts, or just a shoulder to cry on, it’s probably time to acquire new equipment. Your assistant can’t stand the sight of the office stapler and hole-punch. We’re pretty sure your new staff member didn’t expect to spend hours stapling and hole-punching documents. The truth is, if you added a new multifunction system to your team, your new hire just might send you flowers. Multifunction systems deliver some serious capabilities, including printing, copying, scanning, and faxing. (Plus stapling and hole-punching, too!) You might even call your new multifunction system your all-in-one office services provider. Your information is at risk. Print security is one of the newest threats to your data. Hackers recognize this, and target out-of-date printing equipment to gain entry into networks. From there, they’ve got access to everything—your computers, your files, and your data. If you’re not sure where your equipment stands, contact your office services provider for a print security check-up today! You’re still doing business at the speed of paper. A new multifunction system can help your company make the transition from paper-based business procedures to lightning-fast and secure digital strategies. Your staff can’t print from their mobile devices. Mobile printing is a win for your company’s productivity. Get on board with a mobile-print enabled system today!

Organizations who are still chained to paper-based document solutions are fighting a losing battle. They are essentially trying to meet the challenges of 2017 and beyond with outdated solutions from the 20th-century. Why are we still doing that? A Quick Look Back A 1970s office manager with files to guard had a system that included locked filing cabinets, locked doors, security guards, and careful management of who had access to the keys. With few compliance mandates to uphold, business leaders made security decisions based on their own discretion and the requirements of their organization. While these systems were pretty good at keeping prowlers at bay, there was little to prevent insiders from whisking away sensitive information. A Quick Look Forward That 70s office manager would break out in a cold sweat if suddenly transported to the 21st-century. There is no way that manager could hope to comply with Sarbanes-Oxley, HIPAA, FISMA, FERPA, and all the rest using a paper-based system. As odd as it sounds, many organizations are still dependent on the same systems that would give our 20th-century business manager some major stress today. Here are two questions to ask to find out if your document management solutions are up to date. 1. Are you storing archived paper documents in storage rooms, warehouses, or offsite storage facilities? It may seem like a daunting task, but you’ve got to get those paper documents stored using cloud-based document solutions as soon as possible. Compared to cleaning up the mess if they were lost, damaged, or stolen, scanning them into a document management solution is a piece of cake.

You’ve invested resources in your company’s office equipment, and you want to extend its useful life for as long as practical. Even though printer life isn’t necessarily something you can control, there are a lot of steps you can take to get the most from your copiers. Plan to Get More Here are four ways to make sure your printers deliver the return on investment you hoped for when you brought them into your infrastructure. 1. Prioritize Maintenance Proactive maintenance can go a long way toward prolonging the useful life of your office equipment, and that includes your printers. Expert technicians can put your devices on a regular maintenance schedule. They’ll check and clean parts and replace anything that shows signs of wear and tear. They’ll also check on print quality to make sure you’re getting professional results. 2. Use OEM Parts and Supplies Off-brand cartridges that aren’t offered through your local vendor may be a problem. Saving a little money on low-quality cartridges may cost you more in the long run when they cause damage to your devices. 3. Don’t Ignore Issues Assign one staff member to keep a log of printer-related issues. When a problem shows up several times, it’s probably not an isolated issue. Contact your vendor, describe the problem, and schedule a service call as soon as possible. If you have other print-capable office equipment available, use that in the interim to avoid causing further damage. 4. Consider Managed Print A Printer Management strategy through a Managed Print Services agreement can help keep your office equipment productive. With proactive maintenance as a part of an overall Managed Print approach, your devices will perform better at a lower cost to you.

The cloud has changed the way businesses work, improving collaboration and productivity by allowing 24/7 access to critical data. While cloud capabilities are undoubtedly a benefit, they can also provide a portal directly into your company’s valuable data. Businesses can mitigate the risk with regular upgrades, ongoing education, and reliance upon expert office services providers. Knowing the Risks Are you unknowingly compromising your company’s network security? Check out these four common risk factors to find out. Reluctance to upgrade — It seems like reminders to upgrade your technology are never-ending. From your smartphone to your multifunction printer, if it’s not the platform that requires an upgrade, it’s the equipment itself. We get it, but waiting can be very costly regarding security. Outdated equipment may no longer be supported, leaving your data vulnerable to unauthorized and malicious users. Inexperienced users — Lack of current knowledge is often the culprit behind security breaches. Employees should be trained and updated regularly on document security best practices, but not all companies can provide this on their own. That’s why so many businesses seek to protect their data by outsourcing to professional office services providers. Unauthorized devices — BYOD policies are a must in today’s business environment. With personal device usage on the rise, the chances that at unauthorized device will put your network at risk is very high. Make sure your employees are informed about your BYOD policy and that they understand the consequences of bypassing your rules. Outside networks and recipients — Even when you’ve done everything you can to protect your files, the issue of sharing files outside your network is always there. It’s critical to determine whether an outbound file is headed to a secure network. Not doing so can put your entire network and its contents at risk.

Fewer than 34% of small to medium businesses can give an answer when asked how much their organization spends on document printing. The reasons are varied, but hidden costs and unmanaged devices are often the top offenders. The Print Audit Managed Print Services Advantage Businesses looking for successful ways to reduce operating costs would do well to start with their print environment. Read our list of the top advantages to find out how Managed Print Services through Print Audit can help your business uncover and reduce hidden costs. 1. Uncover Hidden Costs: Print costs often fly under the radar in an unmanaged print environment. Departments across the organization may have unchecked authority to order supplies, acquire new devices, and print at will. As a result, print-related costs may remain hidden in unspecified expense accounts. Managed Print Services uncovers hidden costs and help you gain back control. Ongoing monitoring and regularly reporting helps your organization keep tabs on print volumes and spending. 2. Budget Predictability: One monthly invoice for all print-related spending enables businesses to budget for new equipment acquisitions and capital projects. 3. Less Downtime: Regular device monitoring and routine maintenance from industry-trained experts keep your Xerox copiers in top condition. You’ll experience lower overall repair costs and fewer downtimes that interrupt workflows. 4. One Source for Everything: If you’ve ever fallen victim to toner pirates or outrageous repair fees, you know the value of one trusted resource for all print-related purchases and equipment repairs. 5. Fleet Right-Sizing: Do you have enough printers to keep your projects moving forward? Are redundant devices impacting your bottom line? A Managed Print Assessment of your printers results in an optimized fleet and better use of your valuable resources.