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Southern Solutions
2784 Old Washington Rd
Waldorf, MD 20601
(301)632-5555
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Step One Step Closer to a Paperless Office

Submitted by Webmaster on Mon, 08/02/2010 - 21:34

Interactions with your clients generate a lot of paper work including consultations, office visits, contracts and invoices. In order to manage the vast amount of documents and information that inundates your office, it is imperative to have an innovative and efficient system that allows for easy storage and quick retrieval. iStock_000004077201Medium With a document management system, you will be able to access all of your documents from the convenience of your computer’s desktop without sacrificing information security. Whether you are in the medical industry, education, or other professional services, a document management system can fit your business.

With a document management system, you can easily create custom folders to manage all your company’s information. The integration of a document management system allows for a more efficient and cost effective way to grow your business and improve customer service. The system endows you with an accessible and user-friendly access point for all client records. The system takes you one step closer to a paperless environment by making it easier to replace your bulky filing cabinets with streamlined hard drives.

Document management systems capture and store the scanned documents using a simple multifunction system. You can easily convert paper documents to a digital format. Once you have a digital document, you can easily pass them from department to department and even to your clients. Retrieving documents has never been easier. Instead of sifting through hundreds of paper files, you can call up documents by keyword or date.

You can easily email or fax multiple electronic documents and also scan and upload multiple documents at once in an efficient manner. You will be able to communicate important information to colleagues, clients, prospects and business partners. With all the possible benefits, there is no doubt your company could grow with a document management system. continue reading...

Xerox in Leader Quadrant of Analyst Firm’s 2010 Multifunction Printer (MFP) and Printer Report

Submitted by Webmaster on Fri, 07/30/2010 - 12:07

Xerox

NORWALK, Conn. – Xerox Corporation (NYSE: XRX) has been positioned by Gartner, Inc., in the Leaders Quadrant in the “Magic Quadrant for MFPs and Printers¹” report.

The Magic Quadrant is a proprietary research tool developed by Gartner that offers visual snapshots of a market’s direction, maturity and participants, and evaluates companies on completeness of vision and ability to execute.

In the report, Gartner defines leaders as:

Leaders are the most capable in providing MFPs (including SMFPs), printers and the associated printing solutions and services, regardless of customer location.
Providers in the Leaders quadrant offer the most extensive product portfolio relative to their peers, and they have the broad channel capability to deliver the products to customers where they want to procure them.
Leaders hold consistently high market share worldwide and are capable of delivering consistent service levels in the regions where Gartner customers are located.

Leaders tend to have the deepest global capability and the inventiveness and resources, skills and vision to deliver superior levels of support to existing and future customers globally.
Leaders have a proven track record of channeling R&D initiatives into products and solutions that customers need.

“We believe being named a leader supports Xerox’s long-standing commitment to helping customers increase productivity, reduce costs and achieve better business results,” said Rick Dastin, president, Enterprise Business Group, Xerox Corporation. “Our goal is ensure the technology, software and work processes clear the way for clients to focus on their real business.”

Xerox offers the most complete portfolio of product, service and solution choices including color and black-and-white desktop printers, office multifunction systems and services helping customers like Blue Legacy, Las Vegas’ City Center and Technip meet their document management challenges.

Xerox also builds on its strong environmental track record by continuing innovation around its solid ink technology, a cartridge-free ink that produces less waste and reduces packaging. The Xerox ColorQube 9200 Series has a 10 percent smaller carbon footprint than a comparable laser MFP over the life cycle.

This article was originally posted on Bertl. continue reading...

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Going Green Brings Financial Benefits

Submitted by Webmaster on Thu, 07/29/2010 - 22:51

The health of the environment is a pretty hot topic these days. Hybrid vehicles, biodegradable packaging and reusable grocery bags are just some of the ways society has been inundated by environmental friendly technologies.

corporate online trainning - man presenting It didn’t take long for companies to realize they need to reduce their carbon footprint, too. However, in today’s tight financial economy, it can be hard to adopt expensive albeit green technology. Luckily, designing and implementing a green printing strategy can help save the environment and save money.

A green printing strategy starts with the goal of reducing the carbon footprint of office printing by targeting paper usage and energy usage. When these areas are optimized, the combined environmental and economic impact is amazing.

1. Reduce Paper Usage

It take almost two thirds of a tree to create one case of paper and the production of a single ton of copy paper produces almost 6,000 pounds of greenhouse gases.

The average office employee consumes 2 cases of printer/copier paper each year. Therefore, a company with 100 office employees will consume 120 trees per year and releas over 28,000 pounds of greenhouse gasses just in their paper usage. With a case of paper costing over $30, the annual cost for this company would be $6,000 or $500 per month.

One simple strategy to reduce paper usage is to set your printers and copiers to default to duplex (two sided) printing. This easy step can reduce your paper usage by up to 50% and save over 60 trees per year. On top of saving the environment, reducing paper usage can save the company up to $3,000 per year.

2. Consolidate Printer and Copier Devices

Printers and copiers use a considerable amount of energy. The average office copier consumes 285 KWh of electricity each month while an average printer consumes 49 KWh. A company with 10 copiers and 50 printers requires electricity that takes approximately 46,500 pounds of coal. Burning this much coal emits 132,525 of greenhouse gasses each year and costs about $6,000.

Many companies are realizing that they can consolidate printer and copier devices with Energy Star certified multifunction systems. A smaller fleet of devices requires less energy to operate. Strategically placed multifunction systems that print, copy, fax and scan can easily lessen the energy requirements necessary and save big money. By decreasing energy usage, the amount of coal burned is greatly decreased.

Creating a green print strategy is a great way to save the environment and save money for any office. continue reading...

Utilize Data Capture to Minimize Cost and Errors

Submitted by Webmaster on Mon, 07/26/2010 - 22:44

Keying in data off of business forms is often a very monotonous and time-consuming process. Plus, the more the processes are rushed, the more errors are made.

Fortunately, you can utilize your multifunction systems to automatically enter routine data. Data Capture software has the ability to read data from scanned documents and translate it into your business applications. It can also index the scanned documents for easy retrieval later on.

Data Capture software uses Optical Character Recognition (OCR) technology to translate scanned text into editable text. When the document is scanned using a multifunction system, it is routed to a folder where it is processed.

The software allows you to set up capture zones to handle multiple areas of information. These OCR zones can acquire the data and insert them into their respective data fields. In order for this to work correctly, all you need is a uniform form that is structured similarly every time such as an invoice, delivery ticket or an explanation of benefits. Consistent layout is key.

Data Capture technology provides the ability to replace manual data entry in a variety of ways. A couple of examples include: processing invoices, storing scanned documents for retrieval at a later date, organizing delivery/shipping tickets and even managing payroll.

Minimizing manual data entry can drastically improve the cost-efficiency of your office and it can be applied to a variety of situations. continue reading...

Utilize Print Management Software for Easy Reporting

Submitted by Webmaster on Wed, 07/21/2010 - 21:03

In today’s work environment, expenses rarely go unchecked. It is very common for a department of a company to be required to create monthly or quarterly expense reports. However, tracking printing costs can be quite the task. Therefore, many companies simply lump the expense in with other various office costs such as supplies or furniture. Although this may seem like the easiest way to complete expense reports, it may also be the most expensive.

Print management software is an easy way to control, monitor and report the printing done by your company. Not only will your monthly reports be made simple, but you will become more aware of where your budget is spent. You will also be able to use access controls to limit printing to certain departments and set up defaults to save ink and paper.

Today’s innovative print management software provides the latest techniques to help users change their printing habits and decrease their costs. The software features easy-to-use interfaces that can be used with nearly any multifunction device, even if on a network. You can even be sent notification reports when your printers are down or low on toner. This will help your office run more efficiently.

Quarterly, monthly, or even weekly reporting is made very easy with print management software. Authorized users merely log in to the software using a pin code or password to access the reports. When installing your software, you will set it up for your needs. Therefore, reports can be printed with the touch of a single button.

Never again will you have to worry about expense reports. By utilizing print management software, you will be able to spend your time working on more important things, rather than trying to collect data on your company’s printing habits. To set up print management software in your office, be sure to contact us today!

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