The TDSIT Blog

Creating the Paperless Office

Posted by Tim Stanley on Tue, Apr 10, 2018 @ 11:27 AM

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Back in the 90s we were promised the paperless office. Fast forward to today and we're surrounded by paper. But it really doesn't have to be this way. Digital documents can reduce paper use, are easier to store and send, are searchable, and more versatile than paper.

Some Benefits of Going Paperless

Going paperless is beneficial not only for the environment, but for your productivity and bottom line. For example, going paperless can:

  • Reduce clutter
  • Provide faster document access
  • Simplify disaster recovery
  • Is environmentally friendly
  • Can speed up the approval process
  • Facilitate faster communication

These are just a few of the benefits going paperless can give your business.

Taking Your Office Paperless

A paperless office won't happen overnight, but taking your office paperless starts by making small changes for reducing paper use. Consider:

  • Analyzing your current print output. Take stock of your current state try tracking your print-related expenses including printers, toner, paper, repairs, storage, and tech support. 
  • Move applications to the cloud. For example, use Google docs to collaborate, Dropbox to share files, and PayPal to transfer funds.
  • Scan paperwork and sign documents digitally whenever possible.
  • Update Technology. Multifunction printers allow you to scan and send documents and faxes electronically eliminating the need for paper.

Are you ready to make the transition? Give us a call and we'll show you how implementing a digital document system can reduce consumables use, improve security, and lower costs.

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Tags: TDSIT, paper to digital, paperless office

Uncover Printing's Hidden Costs

Posted by Tim Stanley on Thu, Nov 26, 2015 @ 02:25 PM

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When you think about the cost of a printer it’s only natural to think of the purchase or lease price. But the other costs associated with your print environment – from materials to man-hours – definitely enter into the picture.

Is your print fleet paying off in performance and productivity – or is it a “hidden” budget drain?

To find out, consider these questions:

What are you spending in supplies? Naturally, toner is integral to your printers, but buying too much encourages waste and invites the opportunity of theft. A Managed Print Services (MPS) program includes careful monitoring of print usage, and delivers just-in-time supplies that will keep your staff productive.

Is every hard copy necessary? For virtually every business, the answer is most often “no.” Incredibly, according to The Paperless Project “45% of the paper printed in offices ends up trashed by the end of the day – this daily lifespan occurs for over a trillion sheets of paper per year, worldwide.” You’ll often find these “abandoned” hard copies scattered around the printer or dumped into a recycling bin. An MPS solution that includes digital documentation can dramatically reduce the need to make hard copies, saving paper and other resources.

Are “high print quality” and “color” your printer defaults? Toner is a valuable resource – and a pricy one – so saving it can drive down material cost. For everyday needs, most prints don’t require high quality or color. As well, printing on both sides of the page can save paper in the short and long run. An MPS program includes employee training on best practices for practical printing.

Is your equipment aligned to today’s mobile and cloud technology? A mobile printing solution ensures that employees can securely create, share and store documentation from virtually any location – again, boosting productivity.

Talk to an MPS provider today about how you can start boosting productivity and lowering your print costs.

cut print costs

Tags: managed print services, controlling office print, print assessment, controlling color printing costs, cost effective print, unmanaged business printing, paper to digital

Why Aren't More Businesses Embracing the Paperless Office?

Posted by Tim Stanley on Wed, Oct 07, 2015 @ 10:02 AM

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Has your company considered going paperless, but has yet to make the leap?  You're not alone; read on to learn what is holding some companies back.

Force of Habit

The invention of the office copier revolutionized the business realm, and an entire culture was formed around the ritual of copying, printing and filing. That ritual is so firmly ingrained in many companies, that they can't imagine managing their data any other way. However, employees who have experienced a secure digital system of indexed, searchable and sharable documents welcome the time savings the technology allows.

Fear of the Unknown

Deciding to implement the change to paperless, and following through are two different things. While most businesses understand the benefits, the magnitude of the job can be overwhelming. Fortunately, advancements in conversion and capture of data have made this process much easier, and can be completed in stages, making the task less daunting. 

Stalling Tactics

After investigating the scope of the work and deciding to transition to a more paperless office, realizing a financial investment is required can force some businesses to put it on the backburner.  They don't realize that the process can be done gradually, as time and money allow, making it an affordable option. 

Failure to Comply

Many find change uncomfortable, and prefer to stick with what they know. The thought of having to learn an entirely new system of data management or relinquishing control over their current system can be a deterrent for some.  Going paperless doesn't mean you'll never use paper again - it's more about reducing paper volume rather than eliminating it entirely. 

Every organization wants to increase efficiency, production and their bottom line, and going paperless can help to achieve all three. Partnering with a Managed Print Services provider can help make the transition to paperless a seamless one. 

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Tags: managed print services, controlling office print, document management, scanning, Small Medium business, paper to digital, paperless office

Improve Your Business With Scanning

Posted by Tim Stanley on Fri, Aug 28, 2015 @ 09:09 AM

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Technology has changed the playing field for businesses in every industry. Often, business owners overlook some of the tools they already have in the office. Your digital multifunction printer is at the top of that list! Many users have no idea about the capabilities of their MFPs. Fully leveraged, your MFP can create seamless productivity between the constant flow of paper through your office and digital information through both the printer and scanner functions.

Today’s scanners are much more advanced and can be used in a number of ways to increase productivity, streamline workflow and free up employees for mission critical tasks. With the development of optical character recognition (OCR) software, scanners can now convert documents into editable and searchable text. Information can be easily transferred to a digital format that can be manipulated, searched, shared and stored. Here are several ways that using your scanner’s capabilities can improve your business.

1. Scan to email – Documents can be scanned, converted to pdf files and emailed directly, eliminating the wait for fax confirmation or multi-step processes for delivery.

2. Scan to folder/network drive – Information can be scanned directly to a folder on your desktop, or to your network drive allowing other employees instant access to critical information. Documents can be shared, edited and automatically backed-up.

3. Automating tasks – This is the most underutilized function for most MFP users. OCR technology can convert scanned text into editable text. As a result, documents can be named and indexed. This named data can be used by other business applications like Excel. Actions can be triggered automatically, for example, payments received can be automatically credited to the correct client account.

4. Workflow – Scanners can be effectively used to direct documents into your office workflow process. Accounts payable, order fulfillment, and HR processes are examples of paper intensive tasks that can be streamlined. Once digitized, documents are easily shared among employees and can be easily monitored by management.

Your MFP is so much more than just a printer and copier. With scanning, you can streamline paper loads throughout your operation by digitizing critical information. This data can then be shared, routed and automated to improve workflow, free expensive employee time, and increase worker productivity effectively eliminating paper trails and allowing your business to work smarter!

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Tags: office productivity, scanning, printer technology, scanner, multifunction printer, paper to digital

The Benefits of Paper to Digital Software

Posted by Tim Stanley on Thu, Nov 29, 2012 @ 08:30 AM

 

 

The Benefits of Paper to Digital SoftwareScan to PC is a software intelligence that provides a way to keep information stored in a virtual database instead of using physical paper documents. The software concept was imagined by a group of employees looking to create a recycling program at work, they got to thinking: "how can we eliminate printing altogether?". The software is adaptable to almost any business and has very significant benefits from healthcare professionals to the legal industry. The software also has a significant environmental upside in its ability to reduce paper waste. 

Key features 

  • The ability to have all your information in one place in either Microsoft or PDF files.
  • Customized access, so that users will have information ready based on their profile.
  • Workflow processing that sends all the information to the right place automatically without you having to direct it.
  • Government standard security that complies with all HIPAA regulations.
  • Optical Character Recognition technology, so you can scan all your pre-existing paper documents accurately.

Healthcare Upside 

 Scan to PC will make keeping patient records a great deal more organized. This will give healthcare workers an easier time while searching records, freeing up time to treat patients. With its ability to classify information, doctors can easily find certain patients and their previous medical history. Healthcare professionals will also be able to send test results straight to the specialist without having to go through the physician. Having better records of patients will also aid in research and the collaboration between physicians. 

Legal Advantage 

 Scan to PC has a considerable upside in the legal industry, since many important case files need to be tracked. Scan to PC has created the perfect database for them. With the workflow and archive organizational features of the software, legal professionals can greatly increase efficiency. Not to mention the cost reduction factor by saving money on paper, cutting down employee hours, and reducing the storage costs. 

Environmental impact 

 United States office workers use approximately 4 million tons of paper each year as a unit. To greatly reduce this number not only in the USA, but worldwide would be substantial in solving the over forestation problem we are experiencing today. To cure the sustainability problem will not be easy, but this is a big step forward. If we expect to not use up our entire resource base we must adapt to new technologies that have an environmental conscience. Technologies like this could work to greatly reduce the number of paper consumed to a portion of what it is today. 

     Scan to Pc software is ideal for any paper intensive industry and has specialized programs for many other fields then just the legal, and healthcare industries. With its ability to accurately read paper documents and organize them in such a user friendly way it has an upside for improving efficiency in almost any office. Technology like this can revolutionize the way we look up information, increasing efficiency in a noticeable way.

To learn how much your organization is spending on print, click here

Print Assessment

Tags: managed print services, scan to pc, document management, software solutions, paper to digital