Can your small business save time and money with a document management system? Definitely, and that's just the beginning of the benefits. Here's a look at some of the ways electronic document management can bring dramatic changes to your business processes.
When your team is spending too much of their day managing paper, they're not managing your business. Inefficient document storage solutions can keep your team running in circles to locate information. Instead of wasting hours every day searching for documents in steel filing cabinets or complex file hierarchies, your employees can locate them in a few seconds with a keyword search feature.
There's never been a risk-free way to secure paper documents, and information stored on computer hard drives is at risk of theft, hardware failure or damage caused by fire, flood, or natural disaster. A document management system provides your company with a secure storage solution for all of your business records. Digital backups protect your collective knowledge and provide disaster recovery and business continuity solutions as protection against cyberattacks or other disasters. Authentication protocols and permissions prevent unauthorized users from gaining access to protected files.
Printing costs can run as high as 3% of annual revenues. Electronic document management reduces your need for printing along with the required storage solutions. You'll spend less money on paper, equipment, and toner, and have more office space for mission-critical projects.
Document management gives your employees anytime/anywhere access to your information. Improve collaboration, provide mobile printing solutions, and give employees the freedom to better manage their time.
There's more to learn about the benefits of our document management systems. Contact us at Premier Office Systems to talk with a representative today!
Shopping for business-grade laser printers is a little more complicated than picking up a printer for home or casual use. It helps if you understand some of the basic terminology and standard features and have a good grasp of your requirements. To help you get started on the right foot, here's an overview of the basics.
Even if your budget for a new printer is limited, it's critical to consider TCO over sticker price to avoid buyer's regret. Many printers with a low purchase price fail to deliver when it comes to efficiency and cost-per-page. Laser printers that appear to cost more may cost considerably less to operate over time than lower-priced models. A lease agreement can help SMBs afford a printer with more features by spreading the payments out over time.
A managed print assessment can help you determine which feature set is the right match for your workflows. It can also provide valuable insight into your team's printing habits, monthly print volumes, speed requirements, toner consumption, and equipment usage. These and other metrics can help narrow down your selection to the perfect laser printers for your office's unique process requirements.
The monthly duty cycle is an industry rating that helps companies choose laser printers and multifunction systems that are the right match their workloads. A printer that is rated too low may break down frequently, and one that exceeds your requirements isn't a wise use of your resources.
Your technology provider is ultimately your best resource for finding the right laser printers. Some research on your part combined with the expertise of the Premier Office Systems team can help you locate the printer that's best for your needs. Contact us to get started today!
Have you tried using your company's Xerox multifunction printers to send email? The scan-to-email feature found on select Xerox devices and is easy to use and secure.
You may be wondering why anyone would want to send an email from their office multifunction printers when the same function is available on other devices. Here's why.
Xerox multifunction printers with scan-to-email features are valuable time-savers in the office technology line-up.
The scan-to-email feature on Xerox multifunction printers is simple to use. Here's a step-by-step look at the process.
To find out if a scan-to-email feature is included on your company's Xerox multifunction printers, access the Xerox support page. Your company IT personnel or a system administrator can set up your scan-to-email feature in a few minutes. Once installed, Xerox scan-to-email is a streamlined process that's secure and user-friendly.
Are you using all of the time-saving features found on your Xerox multifunction printers? To find out more, contact us at Premier Office Systems today!
Are you missing out on some valuable features and apps available for your Xerox multifunction copiers and printers? Some solutions are free of charge and others may be available for purchase through your technology provider.
In some cases, a separate KB is available on the Xerox support and drivers page for troubleshooting and valuable user tips to help you get the most from your apps and supporting software. Here are a few solutions you may want to consider.
Your Xerox copiers provide exceptional convenience and functionality for a wide variety of printing, copying, and workflow applications. For help finding the right Xerox copiers and features for your company's unique requirements, get in touch with a team member at Premier Office Systems today!
A robust document management strategy can help your organization gain new efficiencies, reduce costs, and boost security. No matter how effective your system, however, every document management strategy requires some input from its users.
Here are some common errors that could put your organizational information at risk.
Your document management system is of no value to you if documents are left to languish on desks or stashed in departmental in-boxes for weeks on end. Documents that are left in physical formats or attached to emails are vulnerable to loss, theft, or physical damage. Make it company policy to scan incoming documents as soon as they come into your possession. They'll be well protected in your document management system and can be immediately routed to your workflows for further processing.
It's not enough to back up your files using on-site solutions. If disaster strikes your business or someone breaks in and steals your computers, you would have no way to access your files. In the case of theft, your information would also be wide open to fraudulent activities. Moving and backing up your data to the cloud with a document management system means you're protected no matter what happens.
Securing your office in 2019 and beyond means more than just putting a lock on the front door. Threats to your company's well-being are more likely to come from hackers and malware than ever before. Xerox document management systems and multifunction printers deploy McAfee and Cisco security solutions to lock down your documents and make them inaccessible to unauthorized persons.
Are your document management strategies strong enough to meet emerging threats? Contact us at Premier Office Systems to discuss the many ways we can help today!
With the onset of a new year, you may be considering new laser printers for your organization. Before you make your selection, here are a few considerations to keep in mind.
Xerox laser printers offer organizations a wide variety of features from which to choose. Here's a look at a few of the available capabilities.
Your organization's requirements will help determine which of the Xerox line-up of laser printers is right for you. Select from a variety of trays and capacities, sheet feeders, output speeds, and paper sizes for the best match for your organization. A Xerox managed print assessment can help you determine these and other metrics.
Ready to learn more about Xerox laser printers? Contact the team at Premier Office Systems for an informative demonstration today!
Technology has brought about dramatic changes in nearly every sector, and accounting firms are a part of the transformation. Relying solely on paper-based processes is no longer a viable option, and progressive companies are eager to adopt digital alternatives. Paper still holds a place, however, and the right technology can provide access to both paper and electronic processes.
Multifunction printers are the perfect solution for accounting firms as they look to adopt the latest digital document management solutions. Multifunction printers provide printing, copying, faxing and scanning capabilities from one convenient location. Here's what to look for when choosing one for your firm.
Multifunction printers are essentially computers that also copy and print documents. The features included on the latest high-performing devices can be accessed through intuitive, touchscreen interfaces. Leading manufacturers understanding that the best solutions require little in the way of IT intervention, so they've streamlined the end-user process for out-of-the-box functionality.
For help choosing the right system for your company, ask for a demonstration of the user interface. Look for devices that reduce the number of clicks to access basic functions and uncomplicated solutions for customizing and automating repetitive processes.
The accounting industry has always understood the need for strict security policies, but recent changes in the law combined with new technology-related vulnerabilities have changed the landscape dramatically.
To address your ongoing security challenges, partner with industry-leading technology partners like Xerox, Cisco, and McAfee. The right document management system and multifunction printers can work in tandem to address ongoing security threats.
The right multifunction printers for your accounting firm will match your document output, provide next-level security solutions, and give you access to digital document management processes. For help finding out more about the latest solutions from Xerox multifunction printers, contact us at Premier Office Systems today.
Not sure whether you should consider swapping out your copiers for newer models? The timing for upgrading your copiers depends on a variety of factors, and while you should try to get the highest possible return on your investment, at some point replacement is a better use of your resources.
Here's a look at what to consider when deciding whether to upgrade now or hang onto your current office copiers a little while longer.
For help selecting the right copiers for your organization's specific needs, get in touch with us at Premier Office Systems today!
It’s no secret that the Internet, smartphones and other advances in technology have changed the way we live our lives. These advances have greatly improved the way we work as well.
With mobile printing solutions from Xerox, you can get more work done even while you’re away from the office. Here are some ways your business can benefit from these products.
Mobile printing solutions give you the ability to access your network from a laptop, smartphone or tablet. You just need an Internet connection to retrieve the information you need.
Getting hard copies of your files while you’re on the go doesn’t need to be a hassle either. Xerox’s mobile solutions enable you to locate and connect with printers that aren’t on your network. Once you’ve connected your mobile device with an offsite printer, you can use it to print files saved on your network.
Of course, companies don’t just need to worry about accessing their information. For many businesses, protecting that information from unauthorized users is also a major concern.
Xerox mobile printing solutions make it easy to keep your information secure when you access it remotely. You can set restrictions to prevent documents from printing until you’re at the device.
The hottest word in software development used to be "agile," but don't let its decline trendiness fool you. Agile operations is no longer a buzzword for IT departments; it's an expectation. Operations teams are expected to deliver quickly, fluidly, accurately, and with increased flexibility every day due to the agile movement.
At times, existing IT infrastructure can get in the way of agile deployment and testing, making your job ten times harder. Leveraging cloud architecture can remove the obstacles of existing infrastructure and enhance your team's agility.
One of the best examples of how the cloud can benefit an IT department is in development. When development efforts begin, the development team doesn't have to wait for servers and databases; they can simply start with cloud environment tools to get begin deployment immediately. This takes pressure off of the operations team for provisioning efforts and frees up the operations team for other value-adding tasks.
The operations team should focus on things that bring value to the company, such as monitoring, performance enhancements, resolving issues, network security, and working with cloud and IT solutions vendors.
There's no doubt that it's not an option anymore for software development to be agile; it's the rule, not the exception. For IT departments in every company, the cloud is becoming a more integral tool than ever before for provisioning, increasing testing speed, and faster deployments.
For information about IT solutions, contact us today.