Document costs increase every year thanks to the growing volume of information. These costs include everything from printing and copying to the infrastructure needed to store and retrieve critical information.
Recent research by InfoTrends found that overall expenditures on documents were 6% of annual revenues.
Fortunately there are several practical strategies for medium and small businesses you can employ to reduce your document costs:
Multifunction Systems
New workgroup multifunction systems can provide full color printing, copying, faxing, and scanning services in one device.
Multifunction systems are less expensive to operate than laser printers especially when it comes to color output. These systems operate on low cost-per-page agreements that include supplies, preventative maintenance, and on-site service. The net result is lower output costs.
Printer Management
In many offices, 80% of document output is attributed to printing. A recent study by Hewlett-Packard showed that a properly-managed printing environment can cut printing costs by 8-42. The first step is to understand your actual printing expense.
There are many businesses that will assess the actual usage information in the printers on your network. With this information they can make recommendations about which devices will give you the lowest cost of operation.
Document Management
Electronic Document Management technologies (EDMS) have incoming documents scanned and securely stored for later processing or retrieval in your network. An EDMS provides a central digital repository for scanned paper and other computer files.
The net result is increased productivity with lower overhead expenses.
Your company’s budget can benefit from electronic document management and other document management services. Streamline your business processes and customize your printer fleet to reduce your output costs.
Southern Solutions offers document and network management solutions to Southern Maryland, including Chesapeake Beach, North Beach, St. Inigoes, St. Mary's City, Scotland, Tall Timbers and Valley Lee. continue reading...
