The Datamax Thinking Blog

Educating, collaborating, and sparking ideas for maximizing the technology that matters.


Stop your Office from Becoming the Next Bermuda Triangle

When a company wants to go paperless and begins to scan the contents of their filing cabinets into a document management system many are surprised to find many files previously thought to be lost.

When it comes to document storage, filing cabinets are simple things with no brain. We’re provided a drawer and a key and the rest of the work is left up to us. There’s no advice on where to put documents, we’re not told exactly where certain documents can be found, documents aren’t automatically routed to the right people in workflow, and our key certainly can’t be taken away to stop our access to the files.

Filing cabinets have gained the reputation as the office “Bermuda Triangle” of lost documents. Over the years multiple people in the office file, misplace and not return documents to the filing cabinets. As people organize to their own standards and methods, documents are inevitably filed in the wrong places and the next time a file is needed, it can’t be found.

One of the ways a document management system can resolve the problems of lost files is through the use of OCR technology. An OCR system can capture text and make it searchable on the computer and lost documents can be searched and found in a matter of seconds. By being able to search for a document by vendor or related subject matter, files never remain lost for long.

Recordkeeping Principles and Document Management Help

ARMA—the national association of Records Managers and the independent authority on Records Information Management (RIM) has made public their Generally Accepted Recordkeeping Principles (GARP). As ARMA says in their preamble, “As a key resource in the operation of any organization, records must be created, organized, secured, maintained, and used in a way that effectively supports the activity of that organization.”

Are you interested in going paperless? Do you want to see how document efficiency can help your office go green? If your business is interested in the concepts behind records management, or is looking to implement document management software, this website is a great way to start obtaining information.

Visit this link to get started: http://www.arma.org/garp/

Helpful Tips For Office Printers

An office printer is one of the most expensive pieces of office equipment to buy. Given the size of the office, it is important to be careful that you are getting the most for your money.

It is unwise to buy the cheapest model of printers available, because to buy a replacement and with maintenance costs, it may ultimately cost you more in the long run. One of the first decisions to make when purchasing a printer is whether you need one that is just for black and white documents or for color documents. This decision can ultimately affect the price. Color printers are typically higher in cost, but definitely worth it if you will be printing images. If the majority of printing in your office comes in the form of text documents and memos, a monochrome printer may be your best choice.

When considering optional add-on features, you need to think realistically about the way you will be using your printer. You may want to consider purchasing a printer with a built-in fax. This feature can lower the amount of machines used in the office and be better off for long-term use.

Many people assume that when it comes to printers, the faster the better. While this is the case for many companies, it is only necessary if a lot of employees are printing on the same machine.

Regardless of which printer you decide on, you need to ensure that you make comparisons between retailers so you can get the most for your money.

Fax Server vs. Multifunction Printer

Fax Servers and Multifunction Printers offer a lot of the same capabilities and are a great tool for any office.

A Fax Server is a set of software running on a server computer that is equipped with one or more fax-capable modems attached to a telephone line or a software modem emulator that can transmit the signal over an IP network. A fax  server’s function is to receive fax calls and accept documents from users, convert them into faxes, and transmit them, store them, or pass them onto a different user. Users can communicate with the server through a local network or the Internet.

One little known fact is that a Multifunction Printer can offer a lot of the features a fax server can. A Multifunction Printer is an office machine that can incorporate multiple devices in one so a business can have a centralized document management system. A MFP combines the abilities of a printer, scanner, photocopier, fax machine, and email and is great with handling many processes at once.

Both of these machines are useful tools in any office and can increase your business productivity. For more advanced applications, a fax server is usually required, but a Multifunction Printer can do many of the general fax tasks while being able to handle your printing, copying and scanning as well.

Successfully Implement MFP Scanning Into Your Document Workflow

Today there are millions of MFPs populating workplaces in every industry. Organizations find MFP scanning appealing because they can combine scanning, copying and printing all on one device. These all-in-one devices allow companies to save money by getting rid of unnecessary technology, increase productivity because of higher page per minute output, and provide a way to add hardcopy documents into their electronic workflows.

With the growth of MFP scanning come questions about how best to utilize and how to take advantage of all the qualities a MFP can provide. Here are a few pointers to take the stress out of implementing an MFP into your document workflow.

· MFPs are not restricted to small-size documents! The MFP document feeder may restrict you to 50 or so pages, but by hitting the “scan more” button you can continue scanning for any number of pages.

· Scanned images from MFPs will not be larger file sizes than images from scanners. MFP scanning software includes image compression so even color pages can be reduced to as little as 200 KB per pages while retaining sharp text and good image quality.

· You can create searchable PDFs with MFP scanning. MFP scanning software allows you to create and save PDFs that are then available for text searches within documents and network folders.

· You can preview a scanned image at the MFP. Previewing will allow you to check the image to be sure it scanned correctly before returning to your desk.

· You can clean up images or drop colors out of images on the fly with MFPs, eliminating scanning errors and saving time.

· All-in-one doesn’t mean wait in line! It takes 30 seconds to two minutes to scan almost all documents and you can scan while someone else is printing.

· You can use barcode recognition to automate routine document scanning tasks and eliminate bottlenecks with automated splitting of document batches and naming of files.