The Datamax Thinking Blog

Document management services simplify the art of electronic file management, but if your company is looking for a Do-it-Yourself method, at least for now, these are a few key conventions that should be a part of your document management plan:

When you eliminate your paper files and move to document management services, you’ll find that you’ve freed up a great deal of space just waiting to be repurposed to make your office a more productive space. Here are a few ideas for how to better use the space currently being occupied by bulky filing cabinets.

Your office equipment is an important part of your business. You invest in this equipment to make your employees’ lives easier, to communicate with clients, and to help your business run efficiently, just to name a few reasons. While there are a vast number of options when it comes to print solutions, there are a few things you want to be sure of when selecting your company’s office technology.

In medical offices all over the country, there are many documents to properly manage. From patient files to countless forms, it can be very difficult to not only manage documents, but also ensure that private information is kept confidential. Physical document storage can be both cumbersome and inefficient, leading to increased costs. By making the switch to digital document storage, you can work to eliminate physical storage as well as a significant amount of printing from your medical office, leading to lowered costs, increased efficiency, and most importantly, significantly improved security of your patients’ confidential files.

In today’s business environment, document production tools such as office copiers and printers are what allow a business to create and share information. Without these tools, a business’s ability to create documents will be severely impeded or brought to a complete halt. With this in mind, it is very important think about what you will do in case your printers or copiers do break down.

When talking about the cloud, we are referring to the ability to store and access the files of a business online. This means that employees have access to files from virtually anywhere they have access to wireless Internet, bringing a variety of benefits to businesses looking to make the switch to digital storage options. The primary advantage of using the cloud as your primary method of storage is the ability to retrieve and edit documents on the fly, from any location. This simple advantage allows a company to improve many systems and procedures. Here are the other main benefits:

Traditional document management methods, such as physical storage and filing cabinets, are being trumped by more modern methods of digital document storage. Laserfiche provides businesses with the most up to date digital document management software, allowing businesses to maximize productivity and document security unlike ever before.

When businesses consider switching to a document management system, there are a few main benefits and advantages that are well known. These advantages are repeated again and again and there is little said about additional benefits to a document management system. We hear about accessing documents from anywhere, improved security and reduction of paper use and file space. Well this article is a little different. Here are a few supplemental benefits that are more side effects of a document management system.

Disaster Recovery – In the event of a devastating disaster like a flood or a fire in the building, all of your business files and documents are backed up to an offsite location. This backup method is far more effective than its paper based counterpart and can save the business an incredible amount of time, money and frustration.

Competitive Edge – While some of your competitors are still operating on a less efficient paper based system, you can get a jump on everything from product launches to customer service because your internal workflow and document systems are more efficient and effective.

These two supplementary benefits are powerful enough on their own, but when combined with the main advantages that document management offers, the system is quite impressive. If you are considering switching to a more efficient document management system, contact us today!

This article was originally posted on Maryland Copiers website Southern Solutions.

Over the years, copy machines, printers and multi-function devices have evolved and adapted to fit our business needs. Just like Darwin’s theory of evolution, all of the best traits in printers and copiers have lived on and improved while the less desirable characteristics have fallen by the wayside.

When copy machines were first introduced, they were incredibly bulky, took up a large space in the office, and produced questionable quality copies. Over time, the machines began to shrink in size and produce higher quality scans and copies. Then the introduction of multiple functions occurred. Instead of having a printer and a copy machine, it was now possible to add scanning, faxing and other functions to make one machine to do it all.

 Printers and multi-function devices are now small enough to easily be used in a home setting. The interesting part is that since all of the technology is available to make multi-function devices that can serve all of our needs, many firms and individuals are going back to having separate machines for different operations. This is because each machine can specialize in that action creating a higher quality product. This is especially true for specific applications like wide-format printing. The volume a machine produces regularly also affects the amount of consumables used so different machines make sense depending on the usage.

It is interesting to look back at the evolution of our office equipment as business has changed. If you are interested in state-of-the-art printers, copiers or multi-function devices for your office, contact us today!

This article was originally posted on Juneau Copiers website The Competitive Edge.

When talking about the ‘cloud’, all this refers to is the ability to store and access a business’ documents online. This brings with it a host of advantages and for that exact reason, is becoming more and more popular for businesses today. The basic benefit that using the cloud facilitates is the ability to access work documents from any location and on any device with internet access. This single advantage opens doors for improving many systems and operations within the company. Here are just a few:

Workflow – The ability to access work documents anywhere vastly improves workflow through current business systems. Whether this is internal distribution of important procedural documents or the process a business uses for its customer service. It allows the company to connect with customers and give them access to specific documents and files improving the customer experience and creating more value.

Teamwork – When members of a team can access essential documents and files from any location, employees no longer have to be in the same meeting room. This enables work, sharing, and collaboration on the go. It also makes it easy to get an outside opinion on projects and to track progress remotely.

Security – Information is the lifeblood of any organization and is stored in the company’s important documents. In order for a user to gain access to specific documents on the cloud, they must have the credentials and the correct account information. Permissions can be granted and withdrawn at management’s discretion.

With all these fantastic benefits, it only makes sense to consider a cloud sharing document management system for your business. Contact us today to learn more about the cloud and how it can help your company!

This article was originally posted on Concord Printers website Continental Business Systems.