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Increase Security With a Managed Document System

It only needs to happen once. A data breach can ruin your business. Today it’s a never ending struggle to stay ahead of potential threats to your business.

A managed document system increases the efficiency of your processes and plays a role in keeping your sensitive data safer. A three-part security protocol can help to keep you safe and maintain industry compliance needs.
Print Output Management
Create protocols and processes to manage output. This is step one of a comprehensive security plan.

User Authentication – Implement an identifier for user permissions and allow authorized access only.
Data Encryption – Documents should be encrypted as they travel through your network to your printer.
“Follow-Me” Printing – Documents can be output on any networked printer and securely released to authorized and confirmed users.
Auditing and Archiving – Administrative software tracks users and saves a copy of documents to specified network folders for added security and auditing.

Digital File Management
Digitized documents are more secure and more easily replaced and restored in the event of a cyber attack, breach or natural disaster. Digitization can also:

Create Automated Workflows – Automatically notify recipients of tasks required to move documents through the workflow.
Create Secure Access – Users can only access documents they need to complete tasks. This prevents unauthorized access to documents and data.
Audit Tracking – Documents can be tracked from creation to completion including all edits, access and dates and times.
Disaster Recovery – Cloud based systems free you from onsite storage needs and redundancy protects data in the event of an attack or natural disaster.

Scanning Solutions
Scanned documents replace paper, making security easier to maintain and preventing data from falling into the wrong hands.

Rules […]

By |December 14th, 2018|blog|0 Comments

Tips to Attract and Keep Millennial Talent

Is your company having a tough time attracting and keeping millennial hires on your team? They’re not like any generation that came before them. It’s not entirely about money, it’s more about philosophy, and flexibility. They are focused on the job, but want a better work/life balance.

Here are four ways to attract and maintain millennial hires.

Provide a Flexible Work Environment – Millennials (those born between 1980 and 2000) are primarily looking for a work environment that gives them flexibility and a good work/life balance. They believe that happiness is more important than money. They are device oriented people, but they’re looking for an open, social, creative environment. If there are tasks that have a specific deadline and delineated instructions, they appreciate the flexibility and freedom to do it “their way.” They want to work in the style and location where they feel most comfortable.
Personal and Professional Development – Millennials value personal development because they want more challenging work and are eager to advance quickly. The average time on the job for millennials is two years, Gen-Xers about 5 years, and Boomers about 7. Millennials won’t hesitate to change jobs if they feel they’re not receiving substantial personal development.
Not Just Managers – Millennials don’t want over or under-management. The right balance gives them the freedom they need to express feelings and it also lets them receive steady mentorship. Studies have shown that employees who are mentored have a 23 percent higher retention rate than those that are simply managed.
Tangible, Rapid Advancement – In the past career advancement was about seniority. Everyone had to pay their dues. Millennials want to be challenged and when they’re ready – promoted. If they don’t feel […]

By |November 15th, 2018|blog|0 Comments

Safeguard Your Information with Xerox MFPs

In today’s competitive business world, organizations rely increasingly more heavily on their computer networks for vital business processes, including document creation and storage. While the nature of a digital work environment can expose the vulnerability of your data to hackers and thieves, there are a number of security measures which can be implemented to prevent your information from falling in to the wrong hands.

As documents are scanned, copied, or printed on your multifunction printer, a digital image is created and stored on the internal hard drive. If left unsecured, hackers and thieves may access your data or attempt to install malicious software. Xerox ConnectKey technology helps protect your information with features such as:

User authentication. Regardless of where your MFPs are located, unauthorized access by either internal or external sources can lead to loss or theft of data. User authentication protocols can be implemented according to individual or department, which require the user to input a password or code before accessing the device. Once they have been authenticated, the print job is logged to create an audit trail regardless of where the job originated. Xerox Connectkey software further enhances security by intercepting and rejecting malicious attempts at hacking, or the installation of software or downloads.
Real-time security alerts. Designated persons are instantly alerted if an attempt is made to bypass security, thanks to McAfee solutions which are designed to continuously monitor, prevent, and report unauthorized access to your Xerox ConnectKey-enabled MFP. A report is automatically generated with each attempt, providing business owners and managers with the information they need to take preventive measures throughout their organization.
Data and hardcopy protection. Xerox ConnectKey-enabled MFPs use the latest data encryption methods, to prevent loss of data during transmission of documents from […]

By |October 15th, 2018|blog|0 Comments

How Digital Documents Can Optimize Your Workflows

For a small business, it’s easy to keep track of everything, so why spend the time and money to go digital…right? Not so fast! Digital documentation not only offers benefits such as improved workflows, better auditing and improved productivity – it also allows for faster response times for customers and vendors just to name a few! With these benefits, what are you waiting for?
Why Digital Documents Make Sense
In a small company, every employee is vital. One employee losing time searching for a lost document can bottleneck productivity office wide. The truth is paper gets lost! A recent survey by Software Advice found that the average paper-based office loses at least six hours a week looking for lost documents. In a digital office, search time drops to a minimum.

Even if your documents are filed perfectly, that doesn’t help your mobile workforce. Imagine if your sales team needed a file to close a deal. If it was a digital document, they could have instant access anywhere, at any time, on any device.

Digitizing files ensures all of your information is searchable, and stored securely. Digital documents improve productivity, are easy to share and encourage collaboration, making it easier than ever for employees to work together.

Let’s look at how digitizing workflows can benefit different areas of your business:

Accounts Payable/ Receivable– Accounting is a department that can benefit greatly from digitization. You can set up systems, for example, where any department can scan invoices with a mouse click. Once entered, information is searchable, can be analyzed and compiled easily. Digitization eliminates the errors associated with manual processes.
HR Onboarding – Many small businesses have a one or two person HR department responsible for hiring, firing, payroll, […]

By |September 5th, 2018|blog|0 Comments

10 Benefits of Adopting Document Management Software and Automated Business Processes

Today’s businesses are under pressure to complete more work often with fewer staff, and trying to keep up with paperwork has a tendency to bottleneck critical processes. Document management software and business process automation are two solutions to overcome the challenge of managing a paper-intensive workplace.

Here are 10 ways that your business will benefit from business process automation and document management systems:

Makes documents more accessible. Once documents are electronically scanned into the system, they become available to authorized parties 24/7. Instead of searching through a physical file cabinet, users can retrieve electronic documents in a matter of seconds.

Manages due dates. When trying to complete a workflow with a deadline in place, attaching due dates to electronic documents helps to ensure that the deadline is met in a timely manner.

Eliminates redundancy. Document management eliminates the need to take several redundant steps to complete workflow, which saves time, minimizes frustration, and  increases productivity.

Routes documents to the right people. Documents can be electronically routed to appropriate team members, and alerts can be set to remind team members to take specific actions.

Sends alerts for due dates. When you’re relying on paper-based workflows, deadlines can easily be missed as documents don’t alert you of impending due dates. However, an electronic document management system allows users to assign due dates for specific requirements, approvals, and more to keep the workflow on track.

Provides transparency. Since every action taken with a document is tracked, users have full transparency of workflows and can see the status of the process at all times.

Keeps documents organized. Because documents are always in view and easily accessible, nothing falls off the radar. This eliminates the need for post-it notes, whiteboard jotting, and piles of […]

By |August 20th, 2018|blog|0 Comments

Best Practices to Overcome Procrastination in the Workplace

Most people have a tendency to procrastinate when it comes to taking care of an unwanted obligation; however, some people are habitual procrastinators and are always requesting extensions on deadlines and waiting until the last minute to complete tasks. Being a chronic procrastinator in the workplace could be detrimental to your career.

Fortunately, you can overcome procrastination at work by utilizing the following tactics:

1. Take care of tasks during your most productive time of the day.

We all have a time of day that we are most focused, whether it’s first thing in the morning or late in the evening. Making yourself aware of the time of day that you function best and scheduling your day accordingly will allow you to take care of tasks during your peak productive time.

2. Resist the temptation to multitask.

If you have a lot on your plate, it’s tempting to try to take on a few tasks at the same time. Surprisingly, multitasking is actually counterproductive. You’ll plow through your to-do list faster by giving your focus to one task at a time.

3. Embrace the two-minute rule.

When working through your to-do list, take care of the small tasks that can be completed in two minutes or less first. This will help to motivate you to keep the momentum going as you tackle larger items.

4. Develop a routine.

The most productive people plan their day using a rigid routine. A routine will help to get you in the right mindset to take care of tasks and be more productive at work.

5. Find an accountability partner.

Identify an accountability partner and check in with this person on a weekly basis to discuss progress made on looming deadlines. An accountability partner can also help you to establish realistic […]

By |June 15th, 2018|blog|0 Comments

Is Your Social Media Effective? Common Mistakes to Avoid Online

Social media can be one of your most effective inbound marketing tools if properly executed. Unfortunately, many small business marketers still don’t understand the subtleties of the medium. Social media is about sharing information, educating or entertaining readers. Too many businesses spend too much time “selling” and not enough time engaging with readers.

Here are some common mistakes you may be making online and some ways to improve your approach!

Diluting Your Message’s Impact – Building a social presence takes focus, time, and effort. Offer a consistent message and engage with readers by sharing information that is relevant and can help you stand out from your competition. It’s hard enough being effective on a single platform, let alone two, or five, or twenty! Know your target market, and understand where they go for information, then focus your efforts on those channels.
Selling, Not Sharing! – Social media users are savvy consumers and know when they’re being sold. They are seeking information. Address their pain points and offer solutions. You’ll build trust, thought leadership and brand awareness. Social media is about building relationships. Don’t sell, tell!
Posting Infrequently – Success in social media relies on consistency of message and regular engagement. If you are only posting occasionally, you may get lost online. Develop a regular, consistent publishing schedule and you’ll show dependability. Be consistent in your message.
Ignoring Negative Comments – Negative comments will happen. Don’t ever ignore or delete them. This is bad etiquette on social media. The best response is to reply empathetically, listen with an open mind and converse honestly. Readers respect honesty. Remember social media is about building relationships; negative comments happen, always respond!
Measure, Measure, and Then Measure Again! – The power of social media […]

By |April 19th, 2018|blog|0 Comments

The Advantages of Partnering with a Managed Print Services Provider

When looking for cost effective ways to reduce spending, business owners and managers need look no further than their print environment. By streamlining workflows and decreasing operational costs, organizations can remain more competitive in an increasingly challenging market.

A Managed Print Services (MPS) provider can help you achieve your goals by first evaluating your current print infrastructure and implementing solutions to meet the unique needs of your business. Read on to learn more about the many ways MPS can help your organization to succeed, while saving money and increasing productivity.
Cost Savings
When you consider all the aspects of print management, including: management of hardware and consumables, maintenance, repair, security, and system replacement, and the number of personnel required to handle each one, it makes financial sense to outsource these tasks to a reputable MPS provider. Cost savings can be realized in a number of different areas, including:

Predictable billing – Knowing what your print costs are each month allows you to better manage cash flow, while reducing administrative costs.
Maintenance – Routine maintenance helps keep print equipment operating at peak performance, with less downtime and reduced rate of repairs.
Waste reduction – Use less paper and consumables through the implementation of print rules.
Supplies – Reduce supply inventory with managed reorders, and by consolidating vendors.

Increased Productivity
Once employees are relieved of the burden of print management, they are free to work on other, more important aspects of your business. Less equipment downtime, and improved document workflows increase productivity even further.
Hardware Consolidation
Your MPS partnership begins with a thorough assessment of your current infrastructure, including an inventory of hardware. By replacing outdated, inefficient equipment with updated print devices from the same manufacturer, you reduce energy usage and save on the purchase of consumables […]

By |February 19th, 2018|blog|0 Comments

Seven Ways to Care For Your Copier

Along with the benefits of technology comes the risk of equipment malfunction or breakdown, including office equipment. In the case of your digital copier, which is engineered to perform a number of valuable functions, certain behaviours can increase the cost and frequency of repairs and shorten its useable lifespan—but there are steps you can take to ensure your copier operates at peak efficiency. Here are seven tips to get you started:

Pick a winner. Before you lease or buy, check the monthly volume rating of the copier to ensure it’s in line with the amount of documents your organization or department processes in any given month. Equipment that is over, or under-utilized typically requires more repairs and experiences more frequent downtime.
Train your staff. Take the time to educate office members on the features and functions of your copier. In addition to maximizing your investment, proper training can help prevent user error that may lead to damage.
Keep it clean. Care for your copier and prevent damage by establishing a consistent cleaning routine which includes a monthly vacuuming of paper drawers to prevent dust from entering the interior and wreaking havoc on system components, including rollers. Clean the glass platen once a week with a soft cloth, and prohibit food and drinks from the area surrounding the copier.
Reduce waste. Save energy, reduce costs and prolong the lifespan of your equipment by turning off the copier when not in use, or programming the unit to enter hibernation mode after a set period of dormancy.
Protect your equipment. Staples, paper clips, coil binding and other sharp materials can scratch the glass platen, leading to costly repairs or replacement.
Secure your data. At the end of your lease, or when a copier is […]

By |December 20th, 2017|blog|0 Comments

Surprisingly Easy Ways to Become Ultra-Productive!

We all know those co-workers who always seem to get more done in a day than anyone else and still walk out the door on time at the end of the day. It’s not luck, or even hard work. It’s how they manage their time and their attitude.

Ultra-productive people understand the value of time and how to use it efficiently. Often, this simple step can be the difference between average results and outstanding ones! If you adopt some of these techniques, attitudes and behaviours, you too can join the ranks of the ultra-productive.

Singular Focus – The ultra-productive know their most important tasks to accomplish each day and spend the first uninterrupted hour or two of every day working on them. Ask yourself, what are the most important tasks I need to accomplish to reach my goal? Then make them a priority each day.
Schedule Minutes, Not Hours – The average worker schedules their day in blocks of time. The ultra-productive understand that each day you have 1440 minutes. Master each minute and you’ll master your day!
Check Email Infrequently – The ultra-productive don’t check their email every time the phone pings. Instead, like everything else, they schedule time to read and respond. Nothing is too important that it can’t wait a few hours. If it is, you’ll get a phone call!
Avoid Unnecessary Meetings – When asked his number one productivity tip, billionaire Mark Cuban responded ”never take a meeting unless someone is writing a cheque!” Meetings can be inconvenient and time wasters; they often start late, run long and lose focus. Whenever you can skip a meeting, do it and put the time to a more productive use.
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By |November 1st, 2017|blog|0 Comments