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An office without papers is very appealing in theory. However, in today’s world it isn’t really plausible. Paper is too ingrained into our business plans to get rid of it all together. However, it is possible start transitioning to a more digital filing system.

Paper documents take up a lot of space when used for extensive filing. Plus, with the need to keep records of pretty much everything, those files can really add up. An electronic document management system (EDMS) is a very cost effective way to securely store all your documents digitally. Plus, with the integrations of updated multifunction systems, scanning in your documents is easier than ever.

Printing costs for a company can be expensive. When asked to evaluate printing costs, most people immediately think of the cost of an ink jet or laser printer cartridge. While cartridges definitely add to the overall printing costs, the total cost is much more than just printing supplies.

When evaluating printing costs, you must include hardware, service, IT support, vendor management, supply inventories and logistics. Much of this is hard to track, which is why we offer to manage your print services.

Nowadays, everyone is looking for ways to cut down their carbon footprint. Unfortunately, it can be fairly expensive to “go green”. Having a green printing strategy can help you save money at the same time as saving the environment.

Office printing consumes a lot of paper and energy. Based on average usages, it is very easy for your office to contribute tens of thousands of pounds of greenhouse gases to the environment a year.

One simple and effective way to reduce your office’s carbon footprint is to set your printers and copiers to default with two sided printing. By turning two pages into one, you can reduce paper usage by 50%. This small step can save up to 60 trees annually and eliminate up to 14,000 lbs of greenhouse gases. It could also save your company money by using less paper!

Not long ago, cellular phones were simply used for phone calls. However, today we can e-mail, text, surf the internet, take pictures, and even watch movies on our cell phones. It is very clear that we expect a single device to do more than just one task. This should not be any different in the workplace.

With the digital revolution in full swing, people are getting more and more used to working with a myriad of devices, each designed to make our lives just that little bit more convenient. The traditional office probably includes printers, fax machines, copiers and scanners. These devices not only take up physical space, but they also consume financial resources. 

Just as our cell phones have integrated with other devices, a multifunction printer (MFP) can combine various document-related tasks into one easy-to-manage machine. With a MFP, your company can cut overhead costs and free up valuable space. Plus, you can help enable remote employees with easy online integration.

It is very easy for your IT team to become overwhelmed by end user issues and lose sight of your company’s core business initiatives. Many of these end user issues relate to office printing. Paper jams, offline systems and supply shortages consume IT professionals because rarely can they fix these issues remotely.

Luckily, there is a solution. Managed Print Services (MPS) can help your IT personnel focus on their tasks. Furthermore, MPS will make your entire printer fleet more efficient and cost effective by eliminating printer management from the tasks of your IT team and providing the following services:

· On Site Service: A certified technician will come to your office to take care of any service issues with your devices.

· Maintenance: Like all mechanical devices, printers require maintenance. With MPS, your devices will receive preventative maintenance to minimize printer downtime.

Did you know that documents can cost your business up to 3% of your annual revenue? And a large portion of this expense comes from office printing. However, when properly managed, you can reduce your printing expense by nearly 30% while simultaneously increasing productivity in your office.

The first step to decreasing costs is to centralize the purchase of printer supplies. Often times, print supplies are purchased by individuals or departments. Furthermore, print cartridge expenses become buried in supply budget lines, making print costs impossible to track.

Offices everywhere continue to explore how they can reduce their carbon footprint. However, many offices fail to realize that some of the biggest power consumers are copiers and printers.

With today’s multifunction systems, it is very easy to install a single machine that will print, copy, scan and fax. A typical workgroup consumes 481 kWh per month and costs over $600 per year to power. Now think about how many workgroups are in your company and see how more devices, may not always be better.

Reducing the power consumption of your printer and copier fleet makes both environmental and economic sense. Here are a few ways that we can help you accomplish this:

Solution 1: Device Consolidation

A practical solution for decreasing costs is consolidating devices with multifunction systems that print, copy, fax and scan. Today, there are many options available that include compact desktop systems, robust workgroup and even departmental systems.

Interactions with your clients generate a lot of paper work including consultations, office visits, contracts and invoices. In order to manage the vast amount of documents and information that inundates your office, it is imperative to have an innovative and efficient system that allows for easy storage and quick retrieval. With a document management system, you will be able to access all of your documents from the convenience of your computer’s desktop without sacrificing information security. Whether you are in the medical industry, education, or other professional services, a document management system can fit your business.

With a document management system, you can easily create custom folders to manage all your company’s information. The integration of a document management system allows for a more efficient and cost effective way to grow your business and improve customer service. The system endows you with an accessible and user-friendly access point for all client records. The system takes you one step closer to a paperless environment by making it easier to replace your bulky filing cabinets with streamlined hard drives.

Document management systems capture and store the scanned documents using a simple multifunction system. You can easily convert paper documents to a digital format. Once you have a digital document, you can easily pass them from department to department and even to your clients. Retrieving documents has never been easier. Instead of sifting through hundreds of paper files, you can call up documents by keyword or date.

The health of the environment is a pretty hot topic these days. Hybrid vehicles, biodegradable packaging and reusable grocery bags are just some of the ways society has been inundated by environmental friendly technologies.

It didn’t take long for companies to realize they need to reduce their carbon footprint, too. However, in today’s tight financial economy, it can be hard to adopt expensive albeit green technology. Luckily, designing and implementing a green printing strategy can help save the environment and save money.

A green printing strategy starts with the goal of reducing the carbon footprint of office printing by targeting paper usage and energy usage. When these areas are optimized, the combined environmental and economic impact is amazing.

Keying in data off of business forms is often a very monotonous and time-consuming process. Plus, the more the processes are rushed, the more errors are made.

Fortunately, you can utilize your multifunction systems to automatically enter routine data. Data Capture software has the ability to read data from scanned documents and translate it into your business applications. It can also index the scanned documents for easy retrieval later on.

Data Capture software uses Optical Character Recognition (OCR) technology to translate scanned text into editable text. When the document is scanned using a multifunction system, it is routed to a folder where it is processed.