The Datamax Thinking Blog

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


Dozens of Business Productivity Tips – Our 11 Best and Most Popular Blogs of 2017

You have a lot of options on the market when you make a technology purchase. The best solution for your business isn't determined solely by the price, the feature set, or how fast the vendor gets it to your doorstep.

Every year, I learn more about copiers, document management, workflow, and, increasingly, managed IT topics.

I do my best to pass on what I learn to you.

Here are the 11 most popular posts in 2017. They cover a range of topics:

Read on for insights into those topics – and more – to get yourself ready for 2018! 

Topics: Scanning Information Technology Technology Multifunction Copier Did you know? Managed Network Services Security Digital Copiers Digital Security Productivity Tips and Tools Healthcare Solutions Office Equipment Legal Solutions Network Management Document Workflow Document Security IT Consulting Business Continuity Disaster Recovery

The 6 Things You Should Never Do When It Comes to Cybersecurity

Security isn’t always top of mind, especially when it comes to your employees. Make sure you and your employees aren’t doing any of these six things.

We’ve all had that “kick yourself” moment after something you had a second thought about tragically comes to fruition. We know it could have been prevented, and it was just plain stupid to not have taken the simple steps needed to prevent the mistake.

We take a lot for granted as humans, especially when it comes to securing our data. In fact, did you know that in your office right now it’s likely that 40% of your employees have their passwords stored on their devices in a Word document? Almost half! Not so secure right? 

Despite all the cyber security threats you hear about in the news, the simple fact is that the people within your business are far more of a threat than any software application that you are using. If you’ve ever had second thoughts about your company’s cybersecurity, take a few minutes to check yourself and make sure that you are NOT doing any of the following:

Topics: Information Technology Did you know? Managed Network Services Digital Security Healthcare Solutions Legal Solutions Network Management IT Consulting Technology Pain Microsoft Gold Partner Network Security

19 Reasons Why It’s Hard to Say How Much a Copier Costs

While it’s annoying to hear “it depends” when you ask us how much a copier is, it’s also the truth. Here’s why.

One of the most common questions (if not THE most common question) every copier dealership is asked is some variation of “How much is a copy machine going to cost me?”

Our sales team is asked that all the time.

The answer is (really!): it depends.

I’ll explain why.

Topics: Printer Management Solutions Canon Color Copier Multifunction Copier Digital Copiers Healthcare Solutions Office Equipment Legal Solutions Leasing

Canon Comes Out on Top for Law Firm Copiers

Research shows that law firms love Canon copiers.

You see a lot of natural combinations out there. Chocolate and peanut butter, steak and eggs, and wine and cheese are a few classic pairings. What doesn't fall so easily into place are the services that support a major business investment, such as your production printer and your digital copier.  

The pre-sales process goes smoothly, but you often find yourself left hanging after you sign on the dotted line. At Datamax, we put a lot of resources into the after-sales support process. Our technical support team works together with the top manufacturers, such as Canon, to learn everything they need to know for high-quality support. Our dedication to after-sales support has earned us recognition from Canon's Association of Technical Service Professionals (ATSP). 

Topics: Insider Canon Color Copier Multifunction Copier Did you know? Digital Copiers Automation Legal Solutions Canon USA

When Change Management Turns Into a Disaster Scenario

People don't even want to change their coffee order at the café in the morning, let alone the technology they've used every day for years. You want to improve productivity through new technology, such as a new customer relationship management system or digital copiers, but don't let yourself get distracted by the shiny data sheet in front of you.

You need to consider the people who are going to use these solutions on a daily basis. They don't care about the technical specifications of what you're bringing in, and they're going to dig their heels in if you don't have a plan ahead of time.

"Deal with it; it's here to stay" is not a good attitude for handling employee resistance to change. You're trying to alter long-held habits, and it's going to take more than telling everyone about a new system.

So why do people resist change? The Harvard Business Review points out the most common causes, including:

  • Uncertainty
  • Lack of control
  • Too many shifts in a short period
  • Potential for increased workloads
Topics: Business Problems Technology Solutions Training Legal Solutions

How to Automate Bates Stamping With Your Digital Copier

Previously, when you wanted to conduct Bates Stamping for legal documents, you had to download software or find room in the budget for an expensive piece of equipment. However, thanks to multifunctional copiers, this process is now much easier. 

Instead of struggling with difficult applications or investing a large part of your budget into a single purpose device, you can do Bates Stamping with the push of a button on your digital copier. This functionality is the kind of thing the legal industry dreams of.

Topics: Legal Solutions

The Real Value of Legal IT Spending

Do you feel you're not getting the most out of your technology spending? Or that your legal IT departments are not helping you meet your business goals?

First, rethink your strategy, and your mindset.

When it comes to technology, there are a few key things that firms in the legal industry do in order to improve their business processes:

  • Be smart. Select only technology that supports your business objectives.
  • Your IT infrastructure must retain its critical pieces: copiers and print output.
  • Hire professionals to manage your IT so you can focus on work that brings your firm revenue: practicing law, acquiring new clients, and retaining current ones.
  • Remove distractions. Don't try to handle copier repairs in-house, as this only slows down your work.

Here's an overview of how law firms are spending on IT, from the InsideLegal/ILTA Technology Purchasing Survey (click here to read the complete survey).

Topics: Legal Solutions Network Management

Advantages of Buying Your Copier From a Local Dealer

When you buy or lease your copier locally, you'll get faster, immediately-accessible support for any technical or administrative questions. No one likes being bounced around!

Did you ever stop to think that buying a copier locally is like buying from your local farmer's market?

At a farmer's market, you get friendly service from people you know and fresh, locally-grown produce -- plus, you're helping local business.

The same can be said for buying a copier locally. You're not only contributing to local business; you're also getting a quality product with an instantly-accessible support team.

Topics: Office Equipment Legal Solutions

Civil Litigation Made Easier With Document Management

 

Every document counts when it comes to business, and in legal proceedings, there are a lot of documents. The last thing an attorney wants to deal with is misplacing a critical one.

I've written about how important document management is to everyone's practice, so I won't repeat myself, but it's clear that too many law firms still rely on paper files. 

Document management and workflow can keep you efficient in the six stages of civil litigation. The ability to share your files electronically and print and copy documents using multifunction copiers makes collaboration much easier.

Topics: Legal Solutions Document Management

What is Legal Document Management and How do You Choose?

In the legal industry, the standards in records management are rigid. A firm must protect their clients’ interests, while also adhering to federal, state, and local regulations, plus court requirements. And if you fail to comply, it can result in loss of client confidence, malpractice suits, stiff penalties, and/or hefty fines.

So, it’s easy to see why having the right technology to serve your firm is so important – there shouldn’t be question or concern about whether or not your firm fall short in the protection of your clients’ interests and information or meet those rigid standards.

It’s a big deal – having and choosing legal document management software for your firm. Legal document management exists to serve your law firm in all of the ways above and more. 

What’s the catch?

Topics: Legal Solutions Document Management