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Unmanaged office printing can easily consume up to 3% of annual revenues according to the Gartner group. Therefore, if you are searching for an area to trim your company’s overhead, your print environment is a great place to start. To control and reduce this expense there are a few strategies you can integrate.

Consolidate Devices

If you look around your office there are probably areas that have a laser printer, a copier and a fax machine sitting right next to each other. This presents a great cost-saving opportunity. Each of these devices has a separate cost of operation that comes from stocking unique supplies, supporting the network, handling repairs and service and electricity. With today’s skyrocketing energy costs, it is possible that it actually costs more to power your devices than it costs to put supplies in the devices!

You can combine devices with multifunction systems that print, copy, fax and scan in a single unit. These reliable systems can handle applications from desktops to workgroups to departments. Consolidating devices with multifunction systems could provide instant and long-term cost reduction for your organization.

Re-Route Print Jobs

Some of your printing devices are less expensive to operate than others. For the most part, high-volume networked systems have a lower operational cost than smaller desktop devices. While desktop devices may be necessary for productivity or privacy reasons, larger print jobs could easily be routed to network devices to reduce costs.

New software makes it easy to re-route print jobs automatically. You can assess your basic needs and set routing rules. For example, print jobs over 20 pages could be sent to a networked multifunction system. The end user would simply print their job exactly like they normally would. However, with this software a pop up window would let them know that their job was routed to the workgroup device as a cost-saving strategy. Applying print routing to your organization could create cost savings of 30% or more.

Outsource Print Management

Office printing costs expand well beyond the cost of printer supplies. When considering the Total Cost of Ownership (TCO) of office printing, you need to include several additional costs:

· Purchasing requisitions for printer supplies, parts and repairs

· Inventory costs for printer supplies

· Shrinkage costs for stolen supplies

· Support costs for printer issues

· Power costs

By outsourcing Print Management to professionals, you can reduce costs and improve the productivity of your IT department. Managed Print Services programs can provide a variety of options to control the costs of your print environment. continue reading...

Most multifunction systems today come equipped with advanced access controls. Despite having a large breadth in functions, these controls are actually very easy to use. Plus, by monitoring print usage, you can reduce your costs greatly by supervising usage by department, work group, or even individuals.

Access controls work in conjunction with the security features of your multifunction to set up PIN codes or card-access for desired users. By requiring every user to log in to the multifunction, you can get a clear report on how the device is being used. You can also set authorizations based on access groups. For example, you may want your Marketing Department to have access to color printing, but feel it would be unnecessary for the Sales Department. With access controls, you can minimize unnecessary color printing and reduce your costs.

Effective print monitoring also allows you to create defaults for certain access groups. You can set print jobs to automatically duplex (two-sided printing) to help save paper. This is a quick and easy solution that will yield instant results.

Multifunction devices are often used as a gateway to a company’s document management system. Access controls can ensure that unauthorized users do not get into confidential documents. Just as you can dictate print capabilities, you can also select which users can retrieve or view certain files, folders or specific documents. Controlled access limits your company’s liability and encourages employee responsibility.

Print management has been made quite simple with access controls on most multifunction devices. Once the controls are set up, managing your printing expenses and security is a breeze. Plus, with easy to use interfaces, the set up process can take just a matter of minutes. continue reading...

Are you looking for ways to improve your business? An excellent place to start is by looking at your business processes.

Regardless of what industry you are in, paper and digital documents are the vehicles by which information flows through your business. The efficiency of this process can greatly affect the productivity of your office and ultimately, your success.

The good news is that new technology can help improve your business by streamlining the flow of information. This process enhancement can make a tremendous impact including the following:

• Increasing Profits
• Enhancing Competitive Advantage
• Improving Customer Service
• Ensuring Regulatory Compliance

The first step when considering how to better organize a process is to ask, “What is the final goal of this process?” For example, the final goal of a delivery process is to get the invoice paid.

The second step is to plan out the process step by step, looking for inefficiencies and the use of manual labor. Mapping out all the steps reveals bottlenecks that can be eradicated and manual steps that can easily be automated. This makes it easy to create a faster and more predictable process.

Document management technology can easily be integrated into your processes to eliminate inefficiencies and enable you to do more with less.

. continue reading...

Tags: Document Management Systems

This is the challenge businesses face today—to take fragmented repositories of information and combine them into one, concise system. From copiers and fax machines to Microsoft Office and email, we expect these technologies to make our life simpler. Instead, they can tend to make it more complex.

Enter Document Management Programs

Many small businesses and corporate departments are enjoying the benefits of new document converging technology. Paper, digital and email documents are finally able to be handled by one system.

- Scanners and Multifunction Systems enable the rapid conversion of paper documents into common digital formats like PDF files. These documents can be sent as email attachments our directed to a network folder.

- Optical Character Recognition technologies convert scanned text into editable text. Documents can be scanned directly into applications like Microsoft Word where they can be edited.

- Electronic Document Management Systems provide a central repository for scanned images, electronic documents and emails. This means that you can find everything you need with one search.

Can Your Customer Service Be Improved by Document Management?

Fragmented systems delay customer service interactions and extend billing cycles. Misfiled information hampers audits and regulatory compliance efforts. Inaccessible information is not available to support management decisions.

You can take advantage of our expertise to help streamline the flow of information in your organization- and start being more productive today. continue reading...

Has your business upgraded electronic invoices yet?  Send your invoices by email instead of mailing them and get faster delivery, shorter collection times and reduced printing and postage costs.  Best yet, technology exists where you won’t have to change your existing accounting software to send your invoices by email.

Automatically Generate Your Invoices

As the system prints invoices it will automatically look for customers who have provided an email address in their customer record.  The subject and body of the email are preconfigured to let the customer know about the invoice. 

If there is an email address then an outbound email is automatically generated using an Adobe™ PDF format.  If there isn’t an email, the system simply prints the invoice.

Better Customer Service

Your customers will view email invoices as an improvement to your customer service.  It will position your company as a high tech operation. Do all this without changing your existing accounting system. 

Southern Solutions offers document and network management solutions to Southern Maryland and Charles County including, Indian Head, La Plata, and Port Tobacco. continue reading...

Scan to email is one of the most convenient forms of scanning today and can provide the greatest efficiency improvement in any organization.  Your customers are progressively expecting to receive documentation via email. You can effectively meet this critical business requirement through the use of devices like multifunction systems (MFPs).

MFPs feature high speed scanning that allows documents to be converted to common digital formats like PDF, .jpeg or .tiff formats.  These files can be sent to email addresses  or directed to a network folder.

Multifunction systems can also help enhance your corporate security.  Create a secure cache for both your paper and digital information and scan documents to an Electronic Document Management System.  Information can be accessed instantly with a keyword search.  Your critical paper documents can now be backed up off site, building a foundation for a sensible disaster recovery plan.

Sending scanned documents as an email attachment enhances both privacy and productivity.  In addition, scanning files to an Electronic Document Management system creates a reasonable disaster recovery strategy.

Southern Solutions offers document and network management solutions to Charles County Maryland including, Faulkner, Ironsides, Issue and Malcolm. continue reading...