The TDSIT Blog

Do You Have a Mobile Print Solution in Place?

Posted by Tim Stanley on Tue, Jan 27, 2015 @ 12:16 PM

mobile print solutionAs more companies and workers embrace mobile technology as a part of their daily business practices, the need for a mobile print solution is becoming more of a concern.  While there are questions and needs for both company IT departments and end-users, there is no question that businesses need to implement a mobile print strategy.

Let’s examine a few of the concerns of both IT professionals and mobile workers when implementing a mobile printing solution.

IT Concerns

IT professionals’ concerns regarding implementing a mobile printing strategy center around the time and resources needed to set-up and manage a system. Security is also a main concern, especially any security risks involving proprietary information.  Questions also arise around specific or unique applications and print driver support.

While these are all valid concerns, today’s mobile printing solutions address these issues directly. A good mobile print solution will alleviate the need for device specific applications and unique print drivers. Most offer built-in support for multiple devices and operating systems as a standard feature. Security is also built in which eliminates the need to deal with third party software. Because these concerns are addressed within the platform, IT time and resources needed to manage a mobile print solution are minimal.

End-User Concerns

Most end-users are concerned about the printing capabilities offered by their device. Another concern is for document file format support. As mobile use has continued to grow, more mobile print management companies are expanding support for MFPs, printers, and mobile devices. All offer support across multiple device platforms and operating systems.

In addition to print capabilities, most mobile print solutions offer scanning, document sharing and management, and cloud storage and program support depending on your MFPs functionality. A large variety of file types can be printed including MS Word, PowerPoint and Excel, along with PDF, TIFF, BMP, XPS and HTML emails and rich text documents.

Does your company have a mobile print solution? It’s time to explore the possibilities. It’s a smart business decision!

To find out how your business can save up to 30% in print costs in 30 days, click here: 

cut print costs

Tags: mobile workforce, mobile print solution, multifunction printer, cloud printing

Mobile Print Is Changing the Way We Do Business - Are You Ready?

Posted by Tim Stanley on Mon, Mar 31, 2014 @ 02:42 PM

TDS mobile printingThe evolution of printing began in 3,000 BC, and since then dozens of types and styles have been developed to meet the needs and demands of the current marketplace. In today’s world of BYOD (bring your own devices), printing has evolved in a whole new direction to accommodate those who want or need to print while on the go, without being tied to a desk or a printer. Read on to find out more about mobile print, and how it’s changing the face of printing today.

THE BYOD TREND

There was once a time when all technology from pagers to cellular phones were managed by IT personnel, but the trend has since shifted towards employees using their own preferred devices such as smartphones, laptops and tablets, to share data both inside and outside the office environment.

WHAT IS MOBILE PRINT?

Until very recently, the printing of documents or images could only be achieved with a direct link between a computer and a printer. This means employees would need to be physically in the office environment to perform this task, and for those who take their business on the road, the additional miles and time logged can add up quickly. Thanks to the development of mobile print technology, anyone with an email enabled device is free to print at the time and location that is most convenient to them.

KEY FEATURES

Ease of use. With no software to download, users can take advantage of mobile print from any email enabled device with just three easy steps:

1)    Send the print job via email.
2)    Open the confirmation email received.
3)    Choose the location you wish to print, and upon arrival, select Mobile Print from the MFP’s print menu, input the security code received in the confirmation email and hit print.  

Convenience. Whether users are out of town or simply between office locations, they are able to access mobile print.

Security. Rather than entrusting a third party to handle documents, allowing access to sensitive information, mobile printing allows the user to be hands on, eliminating the risk completely. The secure confirmation code is unique to the user and can be reset on demand if needed.

BENEFITS

Controlled costs. Print costs and usage are hard to control in most work environments, with multiple users and machines. Mobile print allows each organization to see exactly where the money is being spent, and make adjustments accordingly.

Reduced carbon footprint. Less travel time, vehicle emissions and paper usage can be realized through a more controlled approach to printing.

Flexibility. All of the following file formats are supported by this technology:

  • Microsoft PowerPoint, Word and Excel
  • PDF files
  • Text and rich text
  • JPEG’s
  • HTML email

RISKS

Mobile print technology is not without risks; because of the prevalence of employee owned devices, the risk of malware, a breach in security or financial exposure exists. Employees must be educated on the risks and the solutions to protect the integrity of the organization.

Printing solutions have done well in the past to keep up with the demand from consumers. With the recent trend in mobile devices among the workforce, developing the software that enables those out in field to print from where and when they desire frees employees from being tied to a desk or an office, and allows them the freedom to take their business on the road. Mobile print has the capacity to increase productivity, profits and security, by allowing employees to use their own email enable devices to take control of printing tasks and put their time towards helping your business succeed.

Click here for your free e-book on how to make your office more environmentally friendly!

green printing

Tags: managed print services, TDSIT, cloud printing, mobile printing, total cost of printing

What is Cloud Technology & How Can It Help Your Business?

Posted by Tim Stanley on Fri, Feb 28, 2014 @ 02:53 PM

TDS Cloud

Recent reports have stated an emerging CIO strategy for the coming year is to increase productivity by outsourcing more of their IT and printing needs and investing in more in emerging cloud technology. The cloud is a vital component to simplifying the modern workplace, giving CIOs a tool that is more scalable, more accessible, and better for the bottom line.

But as great as the cloud is for your business now—allowing you to do business faster and easier than ever before—what’s next? The cloud will continue to be rated as one of the top productivity boosting applications your business can have in 2014. But how will evolving cloud technology impact the corporate environment in the months ahead?

Let’s look at some rising cloud trends and how they can your business practices.

Hiring Challenges

The cloud is still new technology—and it is hard to assess which hiring candidates have good cloud experience. Do you hire cloud experts to better use cloud technology, or do you invest in training current employees in house? It all depends on your size and your goals. But as the cloud becomes more prominent, you will need to be as up to speed as possible.

Better Data Management

The one thing that the cloud will help you manage better in the coming year is data. The cloud allows you to integrate separate areas of the company like never before, so that everyone has the information and resources they need at any time—and from anywhere. This will allow you to leverage and analyze your data in very useful ways. And if your company has more than one location, you will be able to connect like never before.

Deeper Penetration

It has been noted that as cloud technology evolves, it will also begin to have a deeper penetration into more specific industries and business practices—including Managed Print Services. The cloud will give MPS providers a range of new abilities and improvements—which will only improve your bottom line.

Better Service from Providers—Including MPS

The rise of cloud technology will also extend the power of your service providers who invest in it, which will also improve your bottom line. For example you will be able to use cloud technology to enter into exciting new areas, bringing your services to smartphones, tablets and other devices. It will allow for:

  • Remote monitoring, giving your service provider and your business more control
  • Improved document management, so that MPS providers can allow your employees to store, share, edit and print documents from a shared place in the cloud
  • Mobile printing which will allow your printing management to be handled from anywhere, on any smartphone, tablet or device. Talk about convenience.

Through the use of the cloud, CIOs can be assured the benefits of MPS will increase as the management of documents and other services becomes more mobile and flexible. In short, it makes MPS solutions and all services more scalable, portable and affordable.

Find out how much your business spends on print, click here for your free print assessment: 

Print Assessment

Tags: managed print services, TDS, cloud printing, mobile printing

MPS & The Legal Marketplace - The Ideal Partnership

Posted by Tim Stanley on Thu, Sep 05, 2013 @ 02:49 PM

 MPS and the Legal marketplace

The legal profession is a document intensive environment. Many firms have a copy center located on each floor. Individual attorneys may have individual copiers, faxes and printers located in their office. With such a diverse array of technology, many firms are not accurately accounting for inventory, maintenance, document preparation and printing costs.

Gartner Research estimates that firms spend between 1 to 3% of their total revenue on document output alone. These numbers are enormous, but many company’s IT staff are unaware of the total cost of operation (TCO) or even the number of output devices in their office. Toner supplies and maintenance can account for roughly 30% of the TCO. There’s usually no reasonable upgrade policy in place and machines and supplies are often purchased directly by the end user without any accountability.

Add to these costs the need for immediate access to critical documents and the high regulatory burden placed on law firms and it becomes easy to see how an un-audited print environment can result in potentially thousands of dollars of lost revenue and profit.

MPS and the Law

While many firms turn to their internal IT specialists to manage their print environment, they are often dealing with a myriad of different devices. Their time is spent maintaining machines with little time left for upgrading and standardizing assets or cost control.

Managed Print Service companies are one way for firms to assist their IT professionals and begin to control costs. An MPS company will first perform an audit of assets to determine the feasibility of updating and standardizing equipment. Printing technology has improved in recent years and the simple act of replacing aging technology with the newest multifunction machines can result in increased productivity, improved workflow and significant cost savings.

MPS reaches far beyond standardizing assets and enacting print protocols. There are specific challenges in the legal industry that can benefit from the expertise offered by MPS. They include:

  • Maximizing billable hours
  • Tracking and allocating in-house and client costs 
  • Disaster planning and recovery
  • Compliance with regulatory burdens such as, Sarbanes-Oxley Gramm-Leach Bliley, The Security Exchange Act of 1934, and The Anti-Money Laundering Act
  • Search ability, instant access and retrieval of critical documents and forms

These challenges can be readily addressed once your MPS partner has performed a complete work assessment and put in place protocols. New software solutions are available that can make tackling these challenges easier. By using an MPS provider to implement software upgrades, your in-house IT department is free to focus on other mission critical tasks. By managing print usage, improving office infrastructure and implementing software controls, many firms find significant savings to their bottom line costs.

Paperless Solutions

As more businesses seek sustainability MPS providers have been moving companies towards paperless solutions. By integrating MFP technology into the office environment documents can be scanned and stored on hard drives for later retrieval. This results in less inventory use and additional bottom line savings. Software solutions like Xerox ConnectKey technology offer the highest levels of security and extensive document sorting and retrieval functions. Your MPS provider can also assist with disaster planning and secure back-up solutions that allow for added security and faster recovery from any potential problems.

Hiring an MPS provider can help you to realize significant savings throughout your firm’s print environment. By reallocating and upgrading assets, streamlining compliance procedures, controlling inventory, and implementing print protocols your MPS provider can move your firm towards a paperless future. Working with a Managed Print Service provider is a smart business decision that translates directly to your firm’s bottom line.

Click here to find out how your legal office can save up to 30% in print costs in 30 days:

cut print costs

 


Tags: managed print services, scan to pc, cloud printing, total cost of printing, legal

Get to Know The Cloud and How it Can Improve Efficiency

Posted by Tim Stanley on Thu, May 16, 2013 @ 08:30 AM

get to know the cloud

You can’t read a business article or blog these days without seeing mention of cloud technology and how this newish advancement can be a silver bullet for boosting productivity and a the bottom line.

Cloud jobs are growing as the technology continues to emerge, and recent findings have indicated that more and more CIOs worldwide are committing significant amounts of their annual budget on investing in cloud technology in order to reduce costs and improve efficiency.

As the cloud plays into more and more aspects of office life, it should be no surprise that it also can enhance Managed Print Services (MPS) in several significant ways. And not just for large corporations. Even small businesses can see huge advantages in using cloud-based MPS services, including:

  • Enhanced Productivity
  • Better Document Storage
  • Increased Cost Savings
  • More Eco-friendly Practices
  • Mobile printing and more

Boosting MPS benefits with the Cloud

Let’s take a closer look at how the cloud can better print and manage documents. Xerox has been a player in the cloud for several years, and has proven how integrating the latest cloud technology into document management can improve the process.

First, the unification of all MPS services under the cloud can help you streamline your infrastructure, give you a lower cost structure and boost your productivity at the same time. More productivity leads to lower costs and higher profits.

Secondly (and maybe one of the biggest advantages), the cloud can reduce your need for internal document storage. By keeping your documents digital and securely stored in the cloud you save physical space in your office as well as increase convenience. Digital documents can be easily retrieved from the cloud from virtually anywhere—from any device.

Storing documents securely in the cloud also makes your company more eco-friendly. And we all want to be a little greener, right?

Mobile printing too. From anywhere, with any device

When Managed Print Services and the cloud work together, it can bring to the invaluable ability for you and your workers to print while even out of the office. With the cloud, you can upload documents into the server and keep them there until your reach a destination where you want to print them. This eliminates third parties and keeps private documents more private. Pretty convenient, right? And all you need is the Internet to make it happen.

A very cloudy (and bright) future

In short, the cloud is here to stay. It is an integral piece of simplifying the way your office works, offers many advantages in security and convenience and is scalable to work with businesses both large and small alike.  

To find out how your business can save up to 30% in print costs in 30 days, click here: 

cut print costs

Tags: managed print services, document management, the cloud, cloud printing, mobile printing, 2013 tech trends

Work Efficiently Anywhere with Mobile Printing

Posted by Tim Stanley on Thu, Feb 07, 2013 @ 08:30 AM

Work Efficiently Anywhere with Mobile Printing

The evolution of printing began in 3,000 BC, and since then, dozens of types and styles have been developed to meet the needs and demands of the current marketplace. In today’s world of BYOD (bring your own device), printing has evolved in a whole new direction to accommodate those who want or need to print while on the go, without being tied to a desk or a printer. Read on to find out more about mobile print, and how it’s changing the face of printing and productivity today.

The BYOD Trend

There was once a time when all technology from pagers to cellular phones were managed by IT personnel, but the trend has since shifted towards employees using their own preferred devices such as smartphones, laptops and tablets, to share data both inside and outside the office environment.

What Is Mobile Print?

Until very recently, the printing of documents or images could only be achieved with a direct link between a computer and a printer. This means employees would need to be physically in the office environment to perform this task, and for those who take their business on the road, the additional miles and time logged can add up quickly. Thanks to the development of mobile print technology, anyone with an email-enabled device is free to print at the time and location that is most convenient to them.

Key Features

Ease of Use: With no software to download, users can take advantage of mobile print from any email-enabled device with just three easy steps:

1) Send the print job via email.
2) Open the confirmation email received.
3) Choose the location you wish to print, and upon arrival, select Mobile Print from the MFP’s print menu, input the security code received in the confirmation email and hit print.   

Convenience: Whether users are out of town or simply between office locations, they are able to access mobile print.

Security: Rather than entrusting a third party to handle documents, allowing access to sensitive information, mobile printing allows the user to be hands on, eliminating the risk completely. The secure confirmation code is unique to the user and can be reset on demand if needed.

Benefits

Controlled costs: Print costs and usage are hard to control in most work environments, with multiple users and machines. Mobile print allows each organization to see exactly where the money is being spent, and make adjustments accordingly.

Reduced carbon footprint: Less travel time, vehicle emissions and paper usage can be realized through a more controlled approach to printing.

Flexibility: All of the following file formats are supported by this technology:

  • Microsoft PowerPoint, Word and Excel
  • PDF files
  • Text and rich text
  • JPEG’s
  • HTML email

Risks

Mobile print technology is not without risks; because of the prevalence of employee owned devices, the risk of malware, a breach in security or financial exposure exists. Employees must be educated on the risks and the solutions to protect the integrity of the organization.

Printing solutions have done well in the past to keep up with the demand from consumers. With the recent trend in mobile devices among the workforce, developing the software that enables those out in field to print from where and when they desire frees employees from being tied to a desk or an office, and allows them the freedom to take their business on the road.

Mobile print has the capacity to increase productivity, profits and security, by allowing employees to use their own email enabled devices to take control of printing tasks and put their time towards helping your business succeed.

To find out how much your company is currently spending on print, click here for your free print assessment: 

Print Assessment

Tags: managed print services, wi-fi printing, multifunction printer, cloud printing, mobile printing

Digital Copier Service Agreements Demystified

Posted by Tim Stanley on Thu, Aug 09, 2012 @ 02:09 PM

DigitalCopierServiceAgreementsDemystified2

The exercise of buying or leasing a new Multi-Function Printer (MFP) and service contract for your office can be eerily similar to that of buying or leasing a new car. You buy from the salesman but the real relationship will be with the mechanic. In the case of office equipment, you deal with a sales person up front, and then the service department for the next few years. In the office equipment business service contracts can be a tricky matter, with ever-evolving yearly renewals; renewals which often involve contract changes unbeknownst to the customer. Since an evolving, product life-long service contract can be a scary proposition, it is critical that you have a thorough understanding of exactly what you are getting into.

When reviewing a service contract--prior to purchase--there are a few key points that you should have clarified. To demystify the process we have broken down the key points to review and questions to ask before purchasing or leasing a new system:

Toll Free Technical Support
With the sophistication of today's MFPs many of the minor issues that result can be fixed over the phone without having to wait for a technician to be dispatched, so 24-hour toll-free tech support can be very beneficial to maintaining machine up-time.

Retrofits and Software Upgrades
Since coverage varies contract to contract ask whether your service agreement requires an additional surcharge be paid for machine retrofits and software upgrades or whether they are included. In some cases retrofits may be referred to as a system overhaul and may be accompanied by an unanticipated invoice.  

Remote Diagnostic Capability
Ask whether the MFP can be accessed, monitored and managed remotely when it comes to status and software upgrades.

Service Credits
Onsite service technicians may have to run numerous test copies or prints in order to check the functionality and performance of the machine after a repair has been completed. So be sure to ask whether the cost of these “test” copies or prints will be credited to your account in order to offset the cost of running them. Test copies or prints, especially on color systems, can be expensive over the life of the equipment if a credit is not applied.

Parts & Supplies
Ask whether only genuine manufacturer parts and supplies will be used throughout the life of the contract when repairing your MFP. This is critical because warranties and guarantees can be voided by the manufacturer if aftermarket or third-party parts and supplies are used. 

Warranty
Inquire how long the machine and system will be under warranty, and most importantly, who decides(and how is it decided) when a faulty or problematic system needs to be replaced.


Conclusion
When discussing your digital copier service contract, before you lease or purchase, be sure to involve all parties who will be responsible for it and cover all the points above. Ensure when discussing the service to inquire specifically about what is included and what isn't, ask to speak with a technician when reviewing the terms and conditions since these are the 'mechanics' that your established relationship will be with. 


Make sure you ask the right questions to get exactly what you are looking for because post-purchase changes may be difficult, or could require additional, and often expensive, upgrade costs. For more information you may want to review our Free Buyer Checklist.

cut print costs

Tags: MPS, Remote printing, printer warranty, OEM, service agreement, cloud printing, MFP, digital copier, Remote diagnostics