The Datamax Thinking Blog

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


Juggling Paper

There are many companies with rows and rows and rows and rows of filing cabinets. They are always paper filing everything. Do you lose files? Misplace files? Is your company this way? All of these are dangers when dealing with hard copies of documents.

Almost all new copiers come with scanning these days, so there is really no excuse to lose documents. It’s a simple matter of properly tagging the file and making sure it follows the destination rules.

Many people that have 20 filing cabinets could pretty easily cut this number down, so why don’t they? Change in process can be hard.

For many, many years, copier machines have a standard mounting on the desktop or in schools. They were popular even before some computers. Copiers were used primarily to create black and white copies of the documents, or virtually anything that is on paper.

The first copiers have been produced as large, bulky equipment but because of technological development, there are many copier machines today that a very compact and many more features than their predecessors.

Copiers have greatly evolved over the years. Apart from making duplicates, the current copiers can also be used for scanning of images, send compiling documents, faxes and so many other functions. Here are just some of the common use of the copier machines today are:

1. Copiers can color copies of documents or images.

2. You can zoom in or out of the document according to your wishes.

3. You can print the number of duplicates that you make.

4. You can also print on a variety of paper sizes and colors.

5. Many presentations and brochures are now printed by copying machines.

With these features and more, there's absolutely no doubt that copiers make office work a lot faster and better organized and now that can be of crucial importance.

Although copiers seem to be able to do everything, they still need proper care to function well. Minor repairs like fixing paper jams and changing toner cartridges can be changed by almost anyone in the office.

It's really amazing when you think about how far copiers have advanced over the decades. If you think they are only for making copies of your paper, think again. With all its capabilities, it is not surprising that offices will be the future revolves around them.

The “All-in-One” Device

Printers are now used daily and are a necessity to businesses. They are very useful for people, whether at home or office. The printer is a peripheral device for the production of paper copies of documents and data that are stored in a digital form. There are many types of printers available that are used for printing different things.

These days the preferred printer is a multi-function printer. These printers have many features, which is very convenient in everyday life. Computers are everywhere, and a computer without the printer seems to be incomplete. Multi-function printers have eased the tension of the people who have had to buy scanners, copiers and many other things to complete their office. Multi-function printers are a bit more expensive, but it is a profitable deal, because it has multiple functions in itself.

The multi-function printer can save electricity, because as a single device it will be plugged in to power serving the same purposes as three machines would. This power management feature is very useful, because the function that is required, can be used to work, while other functions are disabled. When a person uses a printer, scanner and copier can be switched off. You did not use the power over all functions into a single function. These printers also save space, whether it is kept in the office or at home. A multi-function printer reduces the number of devices in a room.

Easy setup and installation

The setup and installation of a multi-function printer can be easily implemented. The maintenance of these printers can be very cheap, because all units are included in it. Purchasing more than one device can be very expensive. It is better to buy a multi-function printer that can do all the work that normal printers, scanners and copiers do. It is also cheaper to purchase separately as units. The more devices, the more expensive it is to maintain them.

What to Look For When Purchasing a Printer

Technological advances have resulted in many different printers, but of course not all printers will print the same quality. There are many different types of printers on the market, and all of them have different functions and characteristics.

Some questions you may want to ask before buying a printer are:

· Are you a large or small company?

· What will this device be used for?

· What quality and performance features are you looking for?

· What is your budget?

Before buying a printer, be sure that you research your options and discover what needs your company has. Although there are many low-cost printers on the market, it may not be worth buying the least expensive if it does not provide the services that you need. If you are a big company that runs many operations, you may want to purchase a multifunction device which can print, scan, fax, and copy all in one device, this is one way to save you money and keep your company efficient.

When purchasing a printer you must consider the quality, durability and performance. Most businesses need printers that have great results in speed and quality. Do your research and figure out what you need before you go out to buy.

Why NOT Color?

Color helps you communicate more effectively with your customers, and it also helps you communicate more effectively internally.

Color Improves Customer Communication

Did you know that color invoices get paid faster, reducing collection time? Color marketing materials and proposals command attention. Color newsletters and publications keep your clients informed of your new offerings.

Color Improves Internal Communication

Did you know that training materials are more effective in color? Spreadsheets and financial reports are more understandable in color – and color even helps to reduce errors when working with reports. Key memos and internal flyers capture attention in color.

Add Color and Save Money

New color-enabled MFPs allow you to add color to your office copier for about the same monthly lease amount as a black-and-white system. Plus the color output costs from these systems are far less than the cost of printing on color ink jet and laser printers.

What is Workflow?

All too often, we hear and even use terms assuming others know exactly what we mean. One term used in the document industry is workflow- but what does it mean?

According to Wikipedia

A workflow consists of a sequence of connected steps. It is a depiction of a sequence of operations...

The flow being described often refers to a document that is being transferred from one step to another.

A workflow is a model to represent real work for further assessment, e.g., for describing a reliably repeatable sequence of operations. More abstractly, a workflow is a pattern of activity enabled by a systematic organization of resources, defined roles and mass, energy and information flows, into a work process that can be documented and learned. Workflows are designed to achieve processing intents of some sort, such as physical transformation, service provision, or information processing. (Source: http://en.wikipedia.org/wiki/Workflow )

Why is Workflow Important to Me?

Understanding workflow and its connection to documents allows companies to map current processes then actively simplify the steps involved. While some redundancy in process can be a safeguard against errors, unnecessary steps may be costing your company significant resources.

Some document management programs can directly impact your workflow by electronically transferring documents from one step to another- and can even be programmed to repeat these steps automatically. Over time, the initial cost of a document management program will be more than offset by the time and resource savings to your company- provided you analyze and measure your workflow.

Why Automation Should be Your Company’s New Year’s Resolution

Everyone knows how bad the economy was this past year and this downturn caused many companies to put their IT strategies on hold. Others however, saw this as an opportunity to be proactive and begin implementing automation and moving forward with new ways of getting the job done. As we head into the New Year, look at these strategies to think about re-organizing and working smarter.

Be proactive! While companies need to react quickly to industry trends and changing economic and world environments, they also need to formulate strategies for the future. Think about creating a team who will think ahead and make sure the company will get where it wants to go in the next few years.