The TDSIT Blog

ConnectKey Apps for Your Office

Posted by Tim Stanley on Thu, Sep 27, 2018 @ 12:20 PM

productive_office

Have you ever wished there was an easier way to get things done with your printer, whether in the office or on the go? With Xerox ConnectKey-enabled printers, there is. The powerful apps available for these printers can change the way you work, and are ideal for companies both large and small.

Xerox Scan to Cloud Email

When you scan a document, chances are you need to send it to someone. This can be a tedious process of saving it, then going back to your desk to attach it to an email. Or perhaps you can send it from your printer after a complicated email setup process. The Xerox Scan to Cloud Email app changes this, allowing you to simply email your scanned documents with no email setup, and it’s compatible with pdf, tiff, jpeg, and other formats. 

Xerox Mobile Link

Work doesn’t have to grind to a halt just because you left the office. The Mobile Link app allows you to use your smartphone or tablet to scan, fax, and print wherever you are. With this app you can configure and initiate jobs from the app, so you can keep the work going from anywhere.

Xerox Easy Translator Service

The world is growing smaller every day, so it’s essential for you to be able to communicate with clients and colleagues around the world. With the Xerox Easy Translator Service app you can translate your document into over 40 languages directly from your printer, phone, or computer for truly easy communication. 

Other Apps

Xerox ConnectKey utilizes app technology to help your business thrive and grow. The Xerox App Gallery is an ever-expanding suite of apps to improve function, productivity and organization. From here you can get apps to scan directly to the cloud using DropBox or Google Drive, make your documents searchable, and convert paper files to digital documents. With a ConnectKey-enabled printer, you are getting a future-proofed piece of equipment able to adapt to your changing needs over time.

Apps are everywhere. Never has the statement “there’s an app for that” been more true. So it shouldn’t come as a surprise that Xerox’s ConnectKey-enabled printers also utilize this technology to bring the power of apps to your print environment. Contact us to learn more.

 

Tags: TDSIT, Small Medium business, office productivity, xerox connectkey, Xerox apps

Xerox ConnectKey Can Stop Hackers in Their Tracks

Posted by Tim Stanley on Thu, Dec 28, 2017 @ 10:37 AM

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It seems like every day we're hearing about a new security breach or cyberattack. It seems to be the new normal. Right behind digital document sharing on internal and external networks, your office multifunction device can be a source of increased risk and vulnerability if it's not protected. Here are three ways ConnectKey from Xerox is addressing print device vulnerability.

  1. Intrusion Prevention – A disgruntled employee breaching your network, or an external hacker are considered “intrusive attacks.” Authenticating users prevents unauthorized access to the network. Authentication can be through mobile devices, password, or card readers. ConnectKey authentication intercepts and prevents external attacks from malicious software and prevents attempts to install infected files.
  2. Device Detection – Built-in McAfee solutions constantly monitors and prevents unknown software from operating on your network and will alert you if something suspicious is detected. These warnings can alert you that someone is trying to compromise your network so you can deploy counter-measures.
  3. Document and Data Protection - The Internet is far from secure. Every piece of data passing through your network is at risk, unless it is encrypted. Xerox ConnectKey-enabled devices encrypt data before it is moved anywhere on and off your network. However, even the best encryption can’t protect documents left on the printer tray. With a ConnectKey-enabled device users can use print-on-demand features that delay printing until an authentication code is input at the device.

Data security is critical for every business. Simple practices along with technology like Xerox ConnectKey can keep your documents, data and network safe and secure.

Are you concerned about network security? Eighty-percent of security experts believe that multifunction devices should be included in your businesses security coverage. Let us show you how ConnectKey from Xerox can help you to keep your data secure!

 

 

 

 

 

Tags: xerox connectkey

Scanning: Increase Your Productivity and Decrease Your Costs

Posted by Tim Stanley on Fri, May 26, 2017 @ 02:40 PM

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One of the most fundamental principles in business is this: time is money. Today’s employees can spend as much as 50% of their time searching for documents, filing them and dealing with the challenges associated with paper – all at a great cost to your business. However, the use of scanning and digital documents can dramatically increase your productivity and decrease your costs.

  1. Scan to Share - Sharing is one of the greatest challenges with paper documents, especially when you have employees and clients across multiple locations. Scanning a document with your Xerox ConnectKey-enabled multifunction printer can make sharing a snap. Your document can be scanned to email, network folders and the cloud, able to be accessed anywhere in the world, instantly.
  2. Scan to Store - Filing paper documents is a tedious and expensive process. Filing cabinets take up space and cost money to maintain. A lost or misfiled document can cost your business hundreds of dollars. When you scan a document, you can create a searchable PDF stored securely on the network or in the cloud. When employees need to find the document, they can type in just a few key words and have the document in seconds.
  3. Scan to Simplify - Some paper-heavy tasks don’t have to be so complicated. Workflows such as invoicing can be managed with one-touch apps that can be accessed on your Xerox ConnectKey-enabled MFP. These custom workflows can take effort-heavy tasks and make them simple, freeing up your employees to do work that more directly benefits your business.
  4. Scan on the Go - Scanning no longer needs to be done in the office. With today’s mobile devices, more people are doing work on the go than ever before. The Xerox Mobile Link App lets your phone or tablet act as a scanner or fax machine, sending documents to the cloud or the printer from wherever you are. This dramatically increases employee mobile productivity, and eliminates the need for taking multiple devices on the road.
  5. Scan Securely - With all this scanning, you may be wondering if your documents are secure. Xerox ConnectKey technology integrates end-to-end encryption, keeping your documents secure every step of the way. With optional passwords and secure external email connectivity, you can scan and send confidently.

Scanning can change the way you do business. With increased productivity and decreased costs, you’ll find your employees, clients and bottom line all benefit from the advances in scanning technology. 

cut print costs

Tags: xerox connectkey

Xerox VersaLink and AltaLink - Taking Your Business to the Next Level

Posted by Tim Stanley on Wed, Apr 19, 2017 @ 11:59 AM

altalink_versalink.jpgXerox has just released 29 new MFPs and printers - the largest release of new products in it's history!  The AltaLink and VersaLink line of products are equipped with the latest Xerox innovations and are designed specifically for your business’ needs.

A Printer for Every Office

The VersaLink line has 19 devices to choose from, including both color and black and white printing. These printers and MFPs are ideal for small to medium sized businesses, combining state of the art technology with an affordable cost of ownership.

For larger workgroups, Xerox has developed the AltaLink line of 10 MFPs. These devices also come in either color or black and white, and are equipped to handle the increased needs of a larger workgroup with faster start-up times and single-pass scanning.

Benefits for All

No matter which printer or MFP you choose, you can trust that Xerox innovation is working for you. All devices in the VersaLink and AltaLink lines are equipped with ConnectKey technology, turning your device into an app-based powerhouse. The ever-expanding line of apps lets your printer work and grow with you to solve the problems your company faces today and those that will arise tomorrow. Mobile scanning, security, and one-touch workflows are only the beginning when you have ConnectKey. Other benefits include:

  • An Intuitive User-Interface – These printers are designed to be easy to use. The touch screen interface can be customized to cut down on your time at the printer, while increasing your productivity. Setup is done through wizards, often eliminating the need for an IT professional to get you started.
  • Mobile and Cloud Compatibility – From scanning with your smartphone to sharing documents seamlessly through the cloud, Xerox has you covered. Services including DropBox, Google Drive and OneDrive are pre-installed on VersaLink printers and can be easily downloaded for the AltaLink line.
  • Security – Your MFP is equipped with the latest in security, including strong encryption, device and user authentication, and access auditing. Because security is part of ConnectKey technology, it can be easily updated over time, keeping your data secure.

With ConnectKey and other innovations, Xerox continues to lead the industry, helping your company stay ahead of the pack. When you choose a printer or MFP in the VersaLink or AltaLink lines, you’re getting a workplace assistant designed to meet your needs not only today, but well into the future.

Contact us today to learn more about these exciting new products from Xerox!

Tags: xerox connectkey

Four Roads to a Paperless Office with ConnectKey

Posted by Tim Stanley on Wed, Jan 11, 2017 @ 04:19 PM

paperless_connectKey.jpgAre the desks in your office covered with stacks of documents? Xerox ConnectKey technology can help you say goodbye to the mess and hello to order and efficiency.

Xerox ConnectKey-enabled multifunction printers (MFPs) give you all of the tools you need to maximize print productivity. With ConnectKey you can easily print from the cloud or your mobile devices. But did you know that it's also a powerful scanning tool that can get the paper off of your desk and onto the cloud or into digital folders where it can easily be searched and recalled with the click of your mouse?

Here are four ways you can organize your data using Xerox ConnectKey technology so you can focus your time on core business tasks instead of dealing with piles of paper:

  1. Scan to the Cloud – It's easier than ever before to scan, organize, collaborate and send your data; you can scan directly to DropBox, Box, and Google Drive right from your printer.
  2. Scan From Wherever You Are – Using the Mobile Link app puts a scanner in your pocket. You can configure jobs and initiate them directly from your phone or tablet. 
  3. Scan to Searchable PDF – Scanning to searchable PDF means that you can easily search and find documents no matter where they are on your drive. Optical Character Recognition technology allows you to search for information regardless of how, or even if, it has been organized.
  4. Scan to an Editable File – Your team needs to update an old training manual. Unfortunately no digital file exists, but most of the information is still valid. How can you make your hardcopy information usable? With ConnectKey you can simply scan the manual to easily convert your documents to editable Microsoft Word files. No manual entry required and hours saved!

ConnectKey Technology from Xerox makes it easy to organize, share, store, and give old information new life!  Give us a call and we'd be happy to show you what Xerox ConnectKey technology can do for your office!

Print Assessment

Tags: xerox connectkey

Why You Need A Document Management Solution For Your Business

Posted by Tim Stanley on Wed, Apr 29, 2015 @ 01:47 PM

Document Management Solution

Back in 1975, Business Week published an article entitled “The Office of the Future” which predicted that by 1990 the paperless office would arrive, and we’d all be free! Well the fact is, we’re still waiting. Every year the world produces more than 300 million tons of paper according to the US EPA, even though the technology exists to significantly curtail paper use in the workplace.

Do you know what your office paperwork is actually costing you? Consider these facts courtesy of The Paperless Project:

            • As much as 80% of the information in your office is retained on paper

            • The average cost of processing an invoice is $24

            • The average office prints in excess of 10,000 pages per year, 17% are never used

            • It can cost up to $125 to locate a misfiled document

            • 75% of small to medium sized businesses have no disaster recovery plan!

Accidents can happen and the time to be prepared is before they do. Studies have shown that 70% of businesses operating without a disaster plan would fail within three weeks after a catastrophic loss of paper documents caused by a fire or flood. You need a document management plan not only to streamline your daily operations and save money, but also to protect you from any unforeseen disaster that could wipe-out years of hard work!

Today’s technology offers solutions. Multifunction devices are networkable, Internet compatible and come with internal storage.  Using a software solution like Xerox’s ConnectKey is an easy way to implement document management into your workflow. ConnectKey allows your employees to scan, print, share, store, collaborate on and save documents. Because it’s cloud based, it’s easy to automate offsite backup to help prepare your company for unforeseen circumstances.

Because documents are stored digitally, they’re searchable using a variety of methods. That means no more misfiled documents, and no more expensive downtime spent searching. Because documents can be shared, collaboration is incredibly easy and efficient. Automated back-up means that in the event of a disaster, your documents are safely stored offsite making it easier to keep your business up and running when disaster strikes.

Want to know more? Schedule a free print environment assessment or download our MPS ebook featuring the "TDS Document Efficiency Checklist".  

 

Tags: document management, multifunction print devices, document assessment, xerox connectkey, printer technology

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

Xerox ConnectKey™:Helping to Improve Office Printing Productivity

Posted by Tim Stanley on Fri, Feb 14, 2014 @ 12:52 PM

tds connectkey

“A penny saved is a penny earned” is a famous quote from Benjamin Franklin.  Today we may not hold the penny in high regard, but business leaders will probably say the same for time – a second saved is a second earned.

Productivity is so valuable with business that the majority of tasks are increasingly measured based on the time it takes to accomplish.  Xerox understands the importance of productivity in business and has launched the ConnectKey™ series solutions specifically to help in saving time, improving quality, and increasing productivity.

ConnectKey™ is an intelligent business solution that transforms typical office equipment such as printers, scanners and copiers into sophisticated productivity tools.  The equipment series from Xerox that utilizes ConnectKey™ is like no other piece of typical office equipment.

Some of the productivity boosting features from ConnectKey™ include:

  • Control and manage printing from your desktop or laptop computer using the Universal Remote Control Panel – this means you can track your jobs and your department’s print jobs without getting up from your desk.
  • Repair and support printers remotely with an interface designed for IT and tech support staff – this greatly helps your IT support staff to address problems quickly.
  • All print devices including other brands can be managed using the Centreware print manager – no need for separate print manager packages when you can simply access one centralized print management solution.
  • Equipment is designed with simple CRU’s – “customer replaceable units” for easy maintenance and reduced service calls.  Your staff will not have to wait for the service repair person to arrive and can get back to work quickly.
  • With one unified address book all devices have the ability to store key contacts and use for email notifications and workflow routing.
  • Double sided printing and scanning is available with Scan-to-PC capabilities so no additional paper is wasted.
  • Instant notification can be enabled for users to receive an email when their particular print job is completed.

With all of the features from the Xerox ConnectKey™ your business can reduce the amount of foot traffic from printer to copier to scanner and back.  Less travel time means higher productivity for your personnel.  With the easy print management features along with streamlined workflow configurations your routine office tasks can easily move from one person to the next or one department to the next without a complicated business process software package to install.

If you are looking to save seconds, minutes, or hours out of your work day, the Xerox ConnectKey™ series is worth your time.

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

Print Assessment

Tags: office solutions, MFPs, print assessment, multifunction print devices, xerox connectkey, office productivity

Xerox and ConnectKey;The New Industry Standard for MFP System Security

Posted by Tim Stanley on Fri, Aug 09, 2013 @ 10:16 AM

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The way we work today is more advanced than ever. Modern technology and cloud computing has enabled employees to be more productive, more mobile and more efficient. But is this new technology putting your company’s private and secure information at risk? Luckily there are new solutions that not only improve productivity, but security too. If you oversee or work with your company’s print environment, one solution you should investigate is ConnectKey.

ConnectKey is a cloud-based software solution by Xerox that integrates with your multifunction printers to make the way you print, scan and work easier than ever. Thankfully, Xerox realized the risks involved in today’s high-tech workplace and incorporated safety features into ConnectKey to keep you safe, including: 

  • Protected Access  
  • McAfee Security  
  • Compliance Features 
  • Ability to Track Users
  • Safer Scanning
  • Cisco Protection and more 

Have more control over access 

With ConnectKey you get more control over all of the multifunction printers in your print environment, including features that let you determine who can access your printers--and when. Access protection features allow you to apply access codes to any printer in your environment or provide access cards to users you trust. With ConnectKey, you can rest assured that the only people who are printing, scanning and handling your important business data are approved to do so. Access protection also allows you to control when and how printers are used. For example, you can enforce a no printing after hours rule to minimize personal printing. 

New, exclusive McAfee Security

ConnectKey ensures that all of the multifunction printers in your workplace integrate with proven McAfee® security technology. This is an exclusive feature for Xerox, making for the first line-up of print devices that can protect themselves from online dangers. For example, McAfee features an innovative white list technology that makes sure that only non-threatening files are able to print, scan or email from your devices. With McAfee, you don’t have to worry about always updating your software against online dangers as it handles all of that for you. 

Features to keep you in high compliance

Are all of your printers SSL encrypted? Are they compliant with the latest Software Verification Criteria from the legal industry? Do they meet Department of Defense compliance? HIPAA? Sarbanes Oxley? Are you sure? With ConnectKey, you can be. ConnectKey allows you to maintain high levels of security and ensure that all of your devices are compliant with the latest requirements.

User tracking and safer scanning

With the ConnectKey solution, you can track the user activity across all of your multifunction printers at all times. It allows for keeping an accurate history of use too, so you can go back to see when, what and where a device was used.  However, to keep your data secure, it won’t allow the content of jobs to be tracked, which is a nice added feature. ConnectKey also allows you to scan quickly and securely to Yahoo, Gmail and more—this is useful for SMBs that don’t use a corporate email program.

Cisco protection seals the deal

Finally, ConnectKey integrates with Cisco® TrustSec Identity Services Engine automatically in order to give you complete visibility of your print environment and all printer endpoints. Reliable TrustSec helps guard the paths to your printers and helps you maintain your security policy easier than you could have imagined possible.

In closing, ConnectKey is an advanced, easy to implement and very secure solution for improving the way you print, while making it safe as well. Your business is important, so it’s important to keep it protected. 

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

Print Assessment

Tags: multifunction print devices, xerox connectkey, security

Reduce Print Costs with Xerox ConnectKey

Posted by Tim Stanley on Thu, Jun 27, 2013 @ 08:30 AM

Reduce print costs with xerox connectkey

The way your company prints is impacting your bottom line. It’s as simple as that. In fact, companies that don’t pay careful attention to their print environments are losing much more money than they realize as the cost for paper, toner and energy begin to add up. The good news? Xerox offers a solution called ConnectKey, cloud-based software that some Multifunction Printers come equipped with to save you time, effort—and money.

If you are in charge of your printers or print environment, you probably focus most on productivity. That’s smart. But looking for ways to do it more cost effectively as well is even smarter. When your multifunction printers are working with ConnectKey you get big advantages in area of cost savings.

How? Well several ConnectKey features come into play to save you money:

  • Who prints: Control over user permissions
  • How they print: Enforcing double sided
  • Toner amount: Limiting color printing
  • Print monitoring and management: knowing the users
  • Emailing print jobs to save on paper, and more

Let’s take a quick look at these features:

Controlling who prints

ConnectKey can give you full control of who uses your printers and when. It gives you detailed user permission options that let you specify which people or departments can print to specific printers from certain workstations. You can even control what print options are available should someone just walk up to a printer to use it on the spot. It’s secure too, as ConnectKey works with Cisco® TrustSec to provide complete visibility of all of the multifunction printers that are connected to ensure you stay on good terms with IT.  

Controlling the how

ConnectKey also has the capability to control how users print in order to save costs on paper and toner. For example, it makes all printers default to double sided printing automatically to use less paper throughout the workplace. (This is also good for the environment, but that’s another story for later.) You can also control the times that your printers can be used to avoid after hours printing, and more.

Less color printing

ConnectKey also saves costs on another vital resource: toner and ink costs. ConnectKey allows you to limit color printing or larger print jobs that require too much expensive color toner, paper and other resources. You also can adjust the amount of color printing depending on how much space the color takes up on the page. Or simply make all color logos black and white, etc. It gives you many options for saving.

Managing printing

With ConnectKey you can also track and manage your multifunction printers and devices for better accounting. And when you know just how much you are printing you can find ways to limit printing to save costs or justify investing in other devices, etc.

Emailing print jobs

With ConnectKey users can also have their jobs emailed directly to their workstation to keep everything flowing digitally without the use of physical resources. This increases productivity and saves time, too. And we all know time is money.

In short, reducing your printing costs is critical for your company to stay competitive, and ConnectKey gives you the innovative tools you need to have your workplace working more efficiently while controlling resources and costs.

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

cut print costs

Tags: cost effective print, xerox connectkey, save money on print, environmentally friendly office, regulate printing