The TDSIT Blog

The Paperless Office - Pipe Dream Or Reality?

Posted by Tim Stanley on Wed, Jun 18, 2014 @ 01:38 PM

paperless office1When we were kids, we were promised many great things in the “future”. By now we were supposed to have flying cars and two-way wrist radios (ok, we did get smartphones and smart watches) but the biggest promise was the hope of the paperless office! The term, first coined by marketers 50 years ago is still not a reality. Businesses even today, can’t go completely paperless but we’re getting closer all the time. Here are 9 quick tips to move your company closer to a paperless future.

  1. Institute print monitoring and begin to track your paper usage. – Knowing is the first step towards reducing use. Tell your employees that you are monitoring print output and enlist their help in keeping track. Use print logs to track use.  Bonus – studies have shown that simply informing employees they are being monitored can reduce print output by 10%.
  2. Go paperless at the bank and with service providers – Have the phone company and other vendors send electronic invoices. Make an effort to pay bills online to eliminate checks, envelopes and stamps. These savings can add up!
  3. Put in a recycling bin. – A low-tech approach that can raise awareness of your company’s paper use. Plus it moves your business towards sustainability.
  4. Eliminate physically signed internal documents. – Take as many non-essential documents online as possible. Institute an electronic signature policy to help reduce output.
  5. Eliminate your fax machine. – Replace faxes with editable documents (pdfs) that can be submitted via email or the web.
  6. Cut your print output in half by printing two-sided documents.
  7. Replace multiple machines with a Multi-function printer. – Replace your fax, scanner, copier and printer with a single MFP. You’ll use less energy, paper and consumables.
  8. Use OCR software. – OCR software lets you turn documents into editable files that can then be shared online.
  9. Use smartphone apps like CamCard or WorldCard. – Use your phone to instantly turn business cards into digital contacts.

Reducing your paper use is a process. Small steps lead to big savings. Cutting paper saves money and brings your business closer to sustainability. The paperless office isn’t here yet, but taking these steps brings it one step closer to reality!

Click here for your free e-book and learn how your office can begin to go paperless!

green printing

Tags: software solutions, green printing, true cost of printing, paperless office, regulate printing, MFP

How to Attain an Environmentally Sustainable Office

Posted by Tim Stanley on Thu, Apr 04, 2013 @ 08:30 AM

How to Attain an Environmentally Sustainable Office

With ConnectKey integrated into Xerox multifunction printers (MFPs), users can dramatically streamline the document process, consolidating and eliminating such separate hardware as the copier, printer, fax machine and scanner.

ConnectKey uses cloud technology to enable mobile document uploading, sharing and printing from virtually any Internet-enabled location – all benefits that become immediately clear from a user standpoint.

But another benefit isn’t as immediately clear. Xerox products with ConnectKey promote environmental sustainability thorough several features designed to conserve energy and material resources.

Energy savings
As a charter partner in the ENERGY STAR program, Xerox develops all of its products to promote energy efficiency. Multifunction printers with ConnectKey have a factory preset to enter a “low power” state and/or shut off completely after a specified period of non-use. These energy-saving features can reduce product energy consumption in half, when compared to conventional equipment.

ConnectKey MFPs are compatible with Cisco EnergyWise, an energy management architecture that allows IT and building facilities operations to understand, optimize and control power across an infrastructure’s networked devices. Continual measurement and fine-tuning power usage can lead to significant energy savings.  

Even the lamps that drive document printing are created with an eye to sustainability. Xerox MFPs use high-quality LED (light-emitting diode) lamps instead of laser printing lighting. The LED print process uses fewer moving parts than the laser process, which means less wear on the mechanism and reduced downtime.

Waste reduction

Users of ConnectKey MFPs will find a green button at the bottom of their Print Preference screen. This connects them to the Earth Smart feature, which offers several ways to save paper through formatting options. Users can select to format without banners, use two-sided printing and print two-up on a page, among other options. And when the print job is done, Earth Smart shows the number of sheets saved thanks to just a few simple formatting choices.

ConnectKey MFPs also work to save materials by using ColorQube solid ink. This technology replaces toner and inkjet cartridges with solid, clean sticks of environmentally safe ink. In fact, ColorQube is shown to produce 90% less waste than traditional toner.

Your local authorized Xerox sales Agent serves as a catalyst for your company’s green efforts in documentation, and one of the initiatives is the Xerox Green World Alliance. This program collects supplies and manages end-of-use for equipment with an eye toward reusing and recycling. Used-up materials suitable for remanufacturing are cleaned, inspected and remanufactured. Items that are not suitable for remanufacturing are recycled or recovered through energy from waste. According to Xerox, over a 20-year period, supplies recycling programs have kept more than 145 million pounds of waste out of landfills.

ConnectKey: a cleaner alternative

Streamline your print time and help meet your own sustainability goals through multifunction printers with ConnectKey – another example of how advanced technology contributes to a better environment.

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

cut print costs

Tags: xerox connectkey, sustainable office, green printing, environmentally friendly office

How to Practice Environmentally Friendly Printing

Posted by Tim Stanley on Thu, Dec 13, 2012 @ 08:30 AM

How to Practice Environmentally Friendly Printing

If your company is like many, a recycling box stood next to your printers for years. And for years, staff members tossed extra, misprinted or unneeded paper into the box. Every now and then the box appeared emptied –who took it and where it went was a mystery – and that was the extent of the “green” printing initiatives.

Today, thanks to digitization and the increasing role of managed print services (MPS), environmental sustainability has taken a larger and more impactful part of the print realm without taking time or resources from you or your staff.

What “green” means today
Environmental awareness and sustainability have gone beyond the recycling box to become part of many companies’ mission statements. Eco-friendly practices, from switching to energy-efficient light bulbs to obtaining enterprise-wide LEED (Leadership in Energy and Environmental Design) certification, all contribute to today’s green initiatives.

When it comes to printing, an MPS provider can take the lead in assessing your company’s current technology and usage, and provide recommendations on going greener in several ways:

  • Controlling paper. In an ideal world, no recycling box would be needed, because no paper would be wasted. The cost of paper, the resources it demands to create and distribute, and the potential damage that waste causes to both the environment and to a company’s budget are all concerns of the managed print services professional.
  • Managing ink and toner. Ink and toner run a close second to paper when it comes to the cost and environmental impact of waste. An MPS provider can both optimize the print fleet to save ink and train users on reducing the use of toner – reducing unnoticed resolution by printing in “grayscale” or “fast draft,” for example – providing small changes that can make a money-saving and planet-friendly difference.
  • Reducing energy consumption. It takes electricity to run the printers, electricity to light the room the printers are in, and even more electricity to do all this with multiple printers and locations when perhaps only one or two are actually needed. A strategic plan from an MPS provider can reorganize a company’s print infrastructure, creating more energy-efficient workspaces along the way.
  •  Promoting digital solutions. One highly effective long-term environmental solution, of course, is reducing the overall dependency on hard copies by adopting digital processes for documents and data that speed delivery of information, accommodate today’s mobile workforce, and ensure information security – all while conserving natural resources.

Going green made easier
Efficiency and profitability need not be compromised by a commitment to the environment. With the help of a managed print services partner, you can do your part for a more sustainable company – and planet.

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

Print Assessment

Tags: managed print services, multifunction print devices, green printing, environmentally friendly office, MFP, environmentally friendly printing