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Solve Paper Process "Pain Points" with Document Management

Las Vegas Document Management

No matter the size of your Las Vegas company, you have something in common with thousands of other businesses. You share the same “pain points” caused by paper document processes. Let’s have a look at just a few.

1. A particular process you’re currently using is causing bottlenecks and slowing down production.

You probably don’t have to think too long to identify this particular office ogre. Whether it’s a problem of misplaced client files or inefficient communication between departments, an electronic document management system can turn it into a streamlined digital process that everyone can use.

2. You’re using the “fingers crossed” method of securing your paper documents.

The fact is, there is no method known to man to keep paper documents secure within a typical office setting. (Fort Knox is another story.) Keep your company’s proprietary information backed up and secure with an electronic document management solution. Your customers will appreciate knowing you’ve done everything you can to keep their information safe from unauthorized access, too.

3. You’ve got a nagging suspicion you could increase revenues by speeding up or eliminating paperwork.

Guess what? You’re right. Studies estimate office professionals spend up to two hours a day just searching for paper files. Do the math on that one, and it’s easy to see how paper processes can create huge losses in revenues. Document management turns cumbersome paper procedures into streamlined workflows that take just seconds, not hours. You’ll save money and free up staff for value-added projects at the same time.

4. There’s real concern it would cost too much and be too difficult to make an attempt at a paperless office.

We hear you, but there’s good news:

  • The average return on investment with a document management system is just six months. In the business world, that’s something of a record!
  • Most document management software is user-friendly and intuitive, gathering information as files are saved, making file saving and retrieval simpler with each step. Your employees will thank you!
  • Good document management software will adapt to your company’s culture and method of doing business. You’ll actually enjoy the process!

To learn more ways document management can benefit your Las Vegas business, contact us at Premier Office Systems today!

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Tuesday Tips - Finding the Right Multifunction Printer

Las Vegas Office Equipment

All-in-one or multifunction printers are machines that replace several standalones in your office. Multifunction printers can print, scan, fax, and more, depending on the model you choose. When shopping for a new multifunction printer, you might be a little overwhelmed by the number of models, each with several options and specs. We can help find the right multifunction device for you.

Here are some features to consider to help you narrow down your options.

Costs

To tally overall costs of ownership, you should have both a budget for your computer and a budget for additional costs. These additional costs include everything from IT to supplies like paper and ink. Different machines have different costs associated with the supplies in particular.

Printer

Many multifunction devices are used primarily for printing. Your new printer should have specs in these key features that match your needs:

  • Speed
  • Quality
  • Duty Cycle, or the maximum number of pages that should be printed per month
  • Laser or Inkjet

Scanner

Scanners are important components of multifunction printers, especially for businesses going paperless or working more frequently with digital documentation. Having a high-quality producing scanner is crucial for many offices. You will want to understand and set standards for:

  • Resolution
  • Element Type
  • Scanner Software

Copier

Like the scanner, high-quality is key if you use either function frequently. Copier quality will depend on the scanner, but there are a few copy-specific features:

  • Copier Speed
  • Document Sizing

Additional Features

Finally, there are some other features that you might want to consider as you make your decision. These are fax features, network compatibility, and memory card compatibility.

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Tuesday Tip

Streamline Office Processes with a Multifunction Printer

Las Vegas Office Equipment

Your office equipment is a tool to help your business thrive. In the best of worlds, it should help your employees complete their tasks efficiently, moving from one process to another without interruptions due to equipment malfunctions or maintenance issues. One of the ways to turn this dream into a reality is to consider replacing isolated technologies (printers, copiers, scanners, and fax machines) with one device—a state-of-the-art multifunction printer. Here are just a few of the benefits:

Increase User-Satisfaction for Employees

When employees are asked to train and stay updated on four devices, they may automatically (and even unknowingly) revert to preferred methods and devices, missing out on opportunities to streamline their daily routines. One user-friendly multifunction printer simplifies training and increases employee job satisfaction. When employees learn how easy it is to turn cumbersome and time-consuming paper processes into streamlined digital workflows, they'll be eager to implement new methods, saving your company time and money in the process.

Look for multifunction printers that include built-in management features and effective software, so end users feel comfortable with all processes:

  • Intuitive device setup for fast and easy start-ups.
  • User-friendly interfaces to make routine processes easy to understand.
  • Simple, on-device or online helps and troubleshooting guidelines.

Reduce IT Staff Burdens

Multiple devices across your organization—from desktop printers and scanners to faxes and copiers—all demand time from your IT staff that is better spent on value-added projects and innovation. Reducing the number of devices your IT staff manages is a simple but effective way to cut back on time and money spent managing your office equipment.

  • Reduce time spent on hardware maintenance.
  • Manage consumables for just one device instead of four.
  • Reduce time spent on software updates.
  • Stay ahead of the firmware and patches required to stay on top of security issues.
  • Cut down on training time required with multiple devices.

To learn more ways your organization can benefit from a multifunction printer, contact us at Premier Office Systems today!

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Tuesday Tips - Take Control of Costs with Managed Print

Las Vegas Managed Print Services

It's no secret that documents are essential to any office. However, many businesses are not aware of just how much is allocated to printing. You may be spending a significant chunk of revenue on costs associated with generating documents. Business owners may not even realize just how much money is dedicated to printing and print costs. Managed print services are designed to help businesses control costs associated with printing.

Managed Print works to create a customized plan to help your business control costs.

Assess

An assessment gives an initial overview of your print environment and helps to create a managed print strategy for your office,. This assessment is created through a series of evaluations that address three key concerns: who is printing, how often, and from which devices. Then, your calculated cost per document is totaled.

The assessment helps to identify issues, establish benchmarks, and make recommendations for an ideal print environment.

Optimize

Implementing your managed print strategy will result in predictable spending that is cost effective. Optimization will come through seeing the assessment's printing statistics, benchmark metrics, and recommendations that include employing your current print fleet.

You can save up to 30% of your total printing costs with a managed print strategy. You'll have predictable spending and ongoing support, and have automatic, continued tracking of all of your devices.

Controlling costs is just one of the many benefits of managed print services. In addition, you'll enjoy an increase in printer performance and overall productivity, efficiency in workflow, and less burden on your IT department.

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Tuesday Tip

Copier or Multifunction Printer?

Las Vegas Office Equipment

When it's time to upgrade your office equipment, your choice can make a lot of difference in your day-to-day workflows. For some businesses, a photocopier is the right choice. Others may have networking requirements, making a multifunction printer a better option. With many overlapping properties, the biggest difference may be in size and features, which vary by manufacturer and device. Analyzing your requirements can help narrow down the available choices for a perfect fit. For example:

  • How many people will use the device?
  • What are your performance requirements (speed and volume)?
  • Do you need networking capabilities?

The Copier

Copiers do exactly what the name implies--copy documents. Users can make single or multiple copies of a single page. Some larger copiers can accommodate multiple paper sizes at once using a series of paper trays, and may feature advanced finishing options like stapling, binding and 3-hole punching. For businesses wishing to copy single documents, a copier is a good option. For high volumes, a digital printing press may be the best choice.

The Multifunction Printer

Multifunction printers feature four functions in one deviceÑcopy, print, scan and fax--and are the best option for multiple users. MFPs can enhance office workflows by turning paper processes into digital formats, like scan and send directly to network users, operating systems, or cloud repositories.

The multifunction printer's strongest advantage comes in the form of multiple capabilities in a small amount of space. Some models feature advanced finishing capabilities for professional results in-house, built-in green technologies to save paper and consumables, enhanced security both on the device and during sharing, and plenty of power for high page-per-minute results.

Whatever your office equipment needs, Premier Office Systems can help you find the perfect fit. Contact us today for more information.

Copiers North Las Vegas  Copiers Henderson NV

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Tuesday Tips - Lease Your Next Printer

Las Vegas Office Equipment

Leasing a copier or multifunction printer is a good way for small to medium businesses to leverage the power of state-of-the-art technologies. As with any lease, it's important to understand the details of your office equipment lease agreement before you sign on the dotted line.

Understand All Associated Costs

A reputable vendor will make sure you understand all costs associated with your lease. Here are a few questions you'll want to ask.

1. How will my costs-per-copy be calculated? Several factors come into play when calculating cost-per-copy, and it's good to be well informed when going into a lease. For example, are 11x17 copies a higher rate than standard letter or legal-size copies? Also, hundreds of copies can be made by technicians during service calls, so find out what the procedure is for these copies.

2. Who pays for supply delivery charges? You may get a great deal on your lease, but find out too late that high shipping and handling fees for toner, drums, or other supplies are an added expense. Check into these details before you sign.

3. What about scans? If you plan to use your multifunction printer for paperless processes, it pays to find out if there are additional charges for scans.

4. What are the insurance requirements? How much insurance is required on the equipment? Is it permissible under the terms of your lease to use your company's insurance plan?

End of Lease Procedures

No lease lasts forever. It's important to understand your obligations and requirements, so you're prepared well in advance.

  • Contract renewal. It's best to be aware of your end-of-lease date so you're prepared to contact the vendor, letting them know your intentions. But, you should understand the vendor's procedure if your end-of-lease date passes before you've let them know your plans. Should you expect a month-to-month lease or will you be responsible for another full year?

  • Return procedures. At the end of your lease, you'll need to return the copier to the vendor. Make sure you understand the details, so you are prepared to meet all requirements of the procedure. Also find out if you are responsible for return shipping fees, insurance costs, etc.

  • Hard-drive destruction or removal. Ask about procedures for removal or destruction of the device's hard drive at the end of your lease. Are there additional fees? Who pays for them?

Guarantees

If the copier will not work as designed, will another copier of equal valuable and capabilities be offered in its place? It is wise to establish the guarantees you receive from your vendor.

Hopefully, this helps you on the way to leasing your first copier! Good luck!

Laser Printers Las Vegas

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Tuesday Tip

The Benefits of Managed Print Services for Retailers

Las Vegas Managed Print Services

The retail industry has unique and diverse printing requirements. From signage and marketing materials to back-office procedures, your retail organization is dependent upon a reliable printing infrastructure. Keeping costs under control is a monumental task, and multiple locations can make it even harder. Managed print services can help bring costs under control while improving productivity. Here's how:

Manage Costs

Continuous monitoring of your devices and their output will help your organization gain visibility and control over your current print spend. One monthly amount that covers everything from consumables to maintenance will help bring spending under control and gain budget predictability.

Increase Uptime

Printer downtimes bring productivity to a halt. Managed print services provides 24/7 monitoring of your devices. Alerts are sent when a problem is detected, with service technicians dispatched to your location ASAP. The benefit of a team of experts on call, who are also already familiar with your devices, can't be overstated.

Identify Problem Areas

Usage analysis and data reports will pinpoint problem areas and high or wasteful printing practices. Paper and ink/toner saving procedures can be implemented to help everyone in your organization print more responsibly.

An Improved Output Strategy

Managed print services can help your printers work for you by recommending new placement and the right devices to meet unique departmental needs. Back-office procedures such as those in your Human Resources Department have completely different printing requirements than Marketing, where signage and consumer-facing materials are the main focus. Managed print services can help improve office processes as well as in-store execution of documents and point-of-sale materials.

Improve Customer Service

Your customers expect fast, reliable service. Managed print services can help by freeing up personnel so they can focus on your most valuable asset--your customers.

Managed print services can help retailers stay competitive and efficient, improving bottom lines and customer service. Contact us today at Premier Office Systems! We're here to help!

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Tuesday Tips - A Multifunctional Task List

Las Vegas Office Equipment

Investing in a multifunction printer is a good way to gain greater flexibility and increase office productivity. These office workhorses not only save space by performing the functions of four office machines—copier, printer, scanner, and fax—they save time as well. Finding the best MFP for your office requirements is a simple matter of deciding which capabilities best meet your unique requirements.

Choose a Task, Any Task

Considering the available functions and how important they are to your office processes is an important first step.

  • Got fax? Not all MFPs feature fax capabilities. Your office may not use fax on a regular basis, but new scan-to-fax and fax-to-email features are an added level of convenience you may find very useful. It's also helpful to have fax capabilities when communicating with businesses who often use fax for everyday business processes.

  • Print capabilities. Do you have unique paper handling requirements, including thick media like envelopes, cardstock or labels? Other considerations are high volume requirements, double-sided printing (duplexing), superior color printing capabilities and finishing techniques like stapling and hole-punching.

  • Scanning capabilities. If you plan to use your MFP for scanning, look for one that has the type of scanner you need. Flatbed scanning is good if you'll be scanning from books or other media that won't fit through a feeder. An automatic document feeder is a good choice for fast scanning of flat paper documents. Look for OCR capabilities (Optical Character Recognition) if you want to convert scanned documents to editable formats.

  • Copy quality. Ask to see actual copies produced from the MFP you're considering. Look for sharp text and rich color with no blurred edges or lines.

Final Checklist

Make sure the multifunction printer you choose works both for your office configuration and your usage requirements. Do you need a desktop MFP or a larger unit that can serve the needs of multiple users, including networking capabilities? Advances in technology have brought new options to a level almost every office can afford.

Go beyond the sticker price and ask about the unit's TCO, or total cost of ownership. Less expensive units may end up costing more in consumables and energy usage.

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Tuesday Tip

How Bad Document Management Gave The World Some Great Films

Las Vegas Document Management

Stories of lost documents and insecure secrets are nothing new, and while the real thing isn’t anything to take lightly, these scenarios have been fuel for the imagination of some of the 20th century’s most brilliant screenwriters. We couldn’t be more grateful.

Classic “Documents Gone Missing” Films

Microfilm containing government secrets causes all kinds of problems and is ultimately hidden in a sculpture in the Hitchcock classic North by Northwest. Our hero, played by the debonair Cary Grant, nearly loses his life to the likes of crop dusters, automatic weapons, and tanker trucks in this tale of mistaken identity and the pursuit of government secrets gone astray.

And how about the Disney film National Treasure, in which our hero, Benjamin Franklin Gates (played by Nicholas Cage) foils a plan to steal the Declaration of Independence by stealing it himself? From strolling into the Library of Congress for the floor plan to the National Archives (please tell me you can’t really do this) to cracking a code found within Benjamin Franklin’s Silence Dogood letters (the latter easily accessed by a schoolboy on a class field trip), this adventure film features secrets and historical documents falling into the wrong hands from beginning to end.

And then there’s the evil Empire of Star War’s fame. Apparently Darth Vadar and his compatriots were so busy taking over the world; they couldn’t come up with a good way to keep those Death Star plans out of rebel hands. Grateful Star Wars fans wouldn’t have it any other way.

Enter Document Management

While a secure document management system would have caused the plots of each of these classics to fall flat, in real life, lost information is not so entertaining. Catastrophic document loss, whether intentional or accidental, can bring your company to its knees in a hurry.

You can keep your company’s proprietary information and sensitive data out of the wrong hands with a secure electronic document management system. And as we’ve all learned by now, insecure documents, whether on paper or galactic operating systems, are hardly safe. Just ask Darth Vadar.

To learn how to keep your company’s data safe from malcontents and near-do-wells, contact us at Premier Office Systems today!

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Tuesday Tip - Solid Ink Equals Solid Business

Las Vegas Office Equipment

Today, business leaders are finding innovative new ways to make old technology more environmentally friendly. But we have to acknowledge a sad fact: some technologies are hard on the environment, producing waste and impacting the world around us. That's why Xerox has taken the lead in environmentally safe printing products, creating a vibrant new alternative to traditional ink: solid ink.

Solid ink does away with the old thinking of traditional printing. When your printer runs out of toner, you're left with a bulky, wasteful cartridge that you still have to throw away. Solid ink printers eliminate this by using compact solid ink sticks that aren't cased in cartridges. Solid ink can significantly reduce your environmental impact while maintaining an unmatched level of quality.

How does solid ink stack up against traditional printing?

If you're considering investing in a solid ink printer, you want to know the facts. Does solid ink produce the same quality as traditional printing? Is the environmental benefit truly significant? Solid ink printers deliver in every category, especially in waste reduction and quality.

High-quality results, every time

Solid ink technology gives you an exceptional product, even without expensive, super-white paper. You can use recycled paper and still get the results you've come to expect from Xerox printers.

Revolutionary environmental benefits

A traditional cartridge-based toner printer produces 450 pounds of waste in only four years. A solid ink printer creates only 23 pounds of waste in the same amount of time! In addition, the resin-based ink sticks are completely safe with no solvents.

The ink sticks are small, compact, and easy to use. They're easy to transport: they won't spill or leak on your clothes. They also use far less packaging than traditional cartridges due to their compact size. All of these details add up to a big reduction in environmental impact.

Go green with solid ink

If you're looking for innovative new ways to go green, look no further than Xerox's new solid ink printers. It's time to change the way we print.

Printer Toner Las Vegas  Printer Toner Henderson NV

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