Key Benefits of Document Management

The average document is handled 10 times or more over the course of its lifespan and costs an average of $20 in labour to file, $120 to locate if misfiled, and $220 to reproduce if lost. If anyone in your organization has ever spent time searching for a document or has needed to access material while outside the office you may benefit from an effective document strategy. Read on to learn everything you need to know about document management including what it is, and how it can help your business to succeed.
What is Document Management?
A document management system provides employees with the tools and resources to efficiently store, manage and track documents. By converting hardcopy documents to digital you can reduce your reliance on paper while increasing productivity and streamlining document workflow.
Benefits of Document Management
Xerox ConnectKey-enabled MFPs and apps help to simplify the process of document management with benefits that include:

Increased Productivity – Spend less time searching for documents and more time growing your business by scanning paper documents into digital files using Xerox ConnectKey technology. Xerox apps allow you to scan to the cloud and store your files using popular cloud-based services including Dropbox, Office 365, Google Drive, OneDrive and more.
Business Continuity – Disruption due to catastrophic events such as a flood or fire can have a detrimental effect on your business, and valuable or sensitive information may be impossible to recover. Using document management tools and software your data can be stored securely in the cloud, with daily backups to ensure your documents are there when you need them.
Document Security – A document environment that is mismanaged or unmanaged is at risk of physical or cyber theft. With Xerox ConnectKey-enabled MFPs, user authentication is required at […]

By |June 13th, 2019|blog|0 Comments

Xerox ConnectKey for the Small Business

Small businesses often fall behind their larger counterparts when it comes to technology. However, when it comes to Xerox ConnectKey-enabled printers and the Xerox App Gallery that no longer has to be the case. With this innovative technology, you’ll have access to a powerful suite of apps designed to solve everyday problems for businesses of all sizes.

Scanning Solutions
With ConnectKey technology, going digital may be easier than you think.

The Xerox Scan to Cloud Email app allows you to scan and email documents directly from your multifunction printer. It is compatible with most file types you already use, including PDF, JPEG and TIFF. It requires no email set up, making emailing a document as simple as touching a button.

You can also visit the Xerox App Gallery for other scanning apps. Here you will find the tools to scan directly to the cloud, including DropBox and Google Drive, make searchable PDFs and editable Microsoft Word files. Whatever you need to do with your scanned document, ConnectKey has an app to help.
Professional Services
Often, small businesses have trouble keeping up with the global scale of larger businesses. With ConnectKey and the Xerox Easy Translator Service, you can translate documents into more than 40 languages, automatically. You also have access to professional translator services at the touch of a button.
Mobile Printing
When it comes to printing on the go, Xerox has you covered with the Mobile Link app. This app connects your smartphone or tablet to your printer wherever you are. You can scan, fax, and print from your mobile device, whether you’re in the office, at home or on the road.

By bringing the power of apps to the multifunction printer, Xerox ConnectKey has made it easier than ever to get […]

By |May 21st, 2019|blog|0 Comments

Enjoy the Benefits of Managed Print Services

Printing is an integral part of the day to day operations of nearly every organization, yet close to 90 percent of businesses don’t track their print costs. When you consider that average print costs range between five and fifteen percent of annual revenues, the need for a more strategic approach to printing becomes clear—but if you are like most business managers you may lack the time and resources to see it through. Managed Print Services (MPS) is a comprehensive program offered by print providers that is designed to manage and optimize every aspect of your print environment, and it can be customized to suit your unique needs. Read on to learn the benefits of MPS and how it can help your business to succeed.
Cost Savings
In an unmanaged print environment waste can easily occur through the use of old, inefficient equipment and in the absence of print rules and regulations. Managed Print Services helps to reign in these costs by replacing or eliminating outdated printers with energy-efficient models that can help save you time and money, and by implementing a series of print rules based on the needs of each individual user or department.
Strategic Solutions
By addressing your entire print environment, MPS can help deliver advanced print solutions which include:

Enhanced security
Mobile print strategies
Automated document workflows

Adaptability
As your network evolves, an MPS provider will ensure your print environment evolves along with it to avoid issues with downtime, connectivity concerns, or breaches in security.
Relieve IT Burden
IT resources are often at a premium, and may be misdirected to troubleshooting printer issues or arranging for maintenance or repairs. MPS relieves IT personnel of these print related tasks so they can focus on more critical concerns.
Supply Management
Running out of […]

By |March 26th, 2019|blog|0 Comments

What Should You Expect From a Managed Print Program?

In a typical office environment, the purchasing, maintenance, and repair of print equipment are often shared between IT personnel, office managers, and support staff, which can result in inefficiencies and unnecessarily high costs. Managed Print Services can help to reign in print expenses while increasing productivity and streamlining document workflows, but the key to maximizing your satisfaction and investment is to find the right Managed Print Services provider for your unique business. Here are some great tips to get you started.
What is Managed Print?
The goal of any successful Managed Print program is to make the most out of your existing print fleet, and while the program should be customized to suit your needs there are a number of key components that are common to each one:

Budget Predictability – In an unmanaged print environment, it can be difficult to determine your true cost of printing and to make accurate budgetary projections. A Managed Print program turns variable monthly costs into predictable monthly payments.

Printer Placement – Eliminate bottlenecks, extraneous wear and tear on equipment, and employee frustration by placing the right printers in the right locations.

Supply Management – With Managed Print, you can rest easy knowing that you will always have print supplies on hand when you need them, without wasting valuable space on the storage of consumables.

Comprehensive Analysis – A print analysis will determine your printing needs on a daily, weekly, monthly, and annual basis to ensure your needs are met, and your cost per page is relevant.

Increased Efficiency – By determining which printers may be underperforming, outdated, or inefficient, your provider can make recommendations for replacement with more suitable print equipment.

Elimination of Excess Inventory – Small desktop devices and single-use machines may have a low purchase price, but they can have a much higher lifetime […]

By |February 27th, 2019|blog|0 Comments

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