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 Secure is the Print Environment in Your Office?

Posted by Tim Stanley on Wed, Apr 30, 2014 @ 11:24 AM

TDS securityThere was a time when office security consisted of watching the front door, locking up the valuables and monitoring employee behavior, but with advances in technology there comes a whole new series of threats.

Chances are you have a virus protection program running on your office network, but have you given any thought to copier and printer security? If not, you may be vulnerable to breaches in security that can result in personal identity theft, loss of confidential client information and corporate data that may open you up to litigation, and threaten your reputation as a business.

There are a number of devices within your office environment that may be an issue, particularly multi-function printers (MFP's), which store and share the information and images that pass through them on a daily basis. Areas of concern include:

  • Fax ports
  • Hard drives
  • Internet connections
  • Network connections
  • Scanners

How the information from these devices may be procured can vary, including:

User error. A worker may absentmindedly leave behind the hard copy of a document at the printer, and the information contained within used maliciously by another party.

Information illegally obtained from the MFP's hard drive. Hackers may access the MFP's hard drive and steal the information contained within.

What happens to your MFP at the end of your lease term? It's imperative that you ensure the hard drive is wiped clean at the end of your lease, as you don't know where, or in whose hands the machine will wind up in after it leaves your office environment.

How to Protect Yourself? 

These vulnerabilities in copier and multifunction printer security can be addressed and avoided through strict employee vigilance, and the use of one of two types of security systems:

  • Full Security. This type of system encompasses every element of your printing device, and may be included with the unit upon purchasing or leasing.
  • Single Sub System Component. Typically sold separately as an add-on to existing security features, this type of security will address individual components, such as: encryption for the hard drive, data wiping, or data overwriting.

When it comes to system security for MFPs and digital copiers the benchmark is Common Criteria Certification. This type of full system security certification can be obtained by the Original equipment Manufacturer; however it can be an expensive proposition, particularly if a company’s full equipment product line is certified. This of course would mean that all devices are carefully tested to meet the most exacting standards of security.

If you haven't already done so, addressing copier security within your office environment is a must, contributing to the safety of your personal and corporate data, and helping to protect your reputation in the business community.

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

Print Assessment

Tags: MFPs, xerox connectkey, software solutions, document security, security, TDSIT

Improve Overall Office Efficiency with Docushare

Posted by Tim Stanley on Thu, Jan 24, 2013 @ 08:30 AM

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Every type of business has a workflow, studying it can help you determine what’s working and what’s not.  When it comes to document management and workflow, the same holds true. Identifying any problems or inefficiencies is the first step towards improving the effectiveness of creation, distribution, and approval of documents within your office. One of the best and easiest ways to achieve these results is to implement a content management platform to your office environment, in the form of easy to use software like DocuShare; read on to find out more.

Key Features

  • Supports all types of files, from emails to scanned documents.
  • Quick indexing, to help make searching and retrieving a breeze.
  • Multi-level security including:
    • SSL encryption
    • HIPPA compliant password protection
    • Individual event and audit logs.
  • Enhanced support for collaborative environments including:
    • Automatic rerouting of content under review
    • Web content management
    • Email management
  • Increased content management including:
    • Check in and check out.
    • Access to content is related to job requirements, thanks to flexible user levels.
    • Searching and indexing are open to both metadata and full text.
    • Achieve control over archiving and content expiration.

Collaboration Features

Team projects and documents can be completed with ease, as this software improves efficiency through collaborative features such as workspaces, blogs, wiki content and document approval and routing.  

Benefits

The benefits of content management are widespread, with often-dramatic results within a short period of time:

  • By using less energy, paper and a significant reduction in shipping, your company’s carbon footprint becomes a lot smaller.
  • Operational costs are greatly reduced.
  • Time spent searching for information can be reduced by up to 80 percent.
  • Tight security measures reduce the risk factor and improve overall control.
  • Business processes that used to take weeks now take only minutes.
  • Customer satisfaction increases as information is quickly processed.
  • Employee efficiency reaches new heights as more work gets done in less time, reducing overhead as well as labor costs.

How Does It Work?

A few clicks of the mouse are all it takes for users to access, share or process information. Digital files can be uploaded, and paper documents scanned in to any multi function printer outfitted with this technology. From there, documents are automatically directed to the correct location or person.

DocuShare was designed for larger organizations and is capable of managing tens of thousands of users handling millions of documents. It is both scalable and flexible, making it adaptable to any work environment.  

Rule And Regulation Enforcement

The ability to see who did what and when allows for the documentation of highly accurate audit trails. For those organizations that must follow standards and regulations such as HIPPA, OSHA, ISO 900, JCAHO and others, internal policies can be quickly and easily adapted and enforced.

Document management is all about improving your company’s document workflow. The results of a successful program are reduced costs, increased productivity and security and an enhanced workflow. Ease of access to all users within your organizational system allows for the efficient sharing and processing of your information resulting in a streamlined workflow that can help you increase customer satisfaction as well as your bottom line.

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, office solutions, document management, MPS, software solutions, docushare

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