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Document Management systems are quickly becoming popular means to reorganize the data within an organization and make it more accessible to those who need it. Document Management systems give your office the ability to archive documents digitally, increasing efficiency and saving money.
Traditional means of Document Management can actually become a hindrance on a business if left unattended. It is very easy to let physical documents take over your storage and office space. The more physical documents that your office has, the more likely documents are to get lost or misfiled.
Here are some shocking statistics about traditional document management systems:
· 90% of documents are still stored on paper
· Documents on average are copied 19 times in their lifetime
· It costs an office an average of $120 in labor to find misfiled
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· It costs an office an average of $220 in labor to reproduce a misfiled document
· Nearly 8% of documents are lost
By optimizing your Document Management system, you will increase efficiency and cut costs within your...
Businesses are finding many interesting ways to reduce printing within their business. While little changes here and there definitely help the cause of reducing printing, more drastic measures usually need to be taken to significantly reduce printing. We all must do our part to reduce printing and to help the environment.
Here are a few steps that will significantly reduce printing:
· Perform a Print Audit: A Print Audit measures printing in your office and shows you exactly where printing takes place, by individual user.
· Inform Employees: Let employees know the results of the print audit, encouraging them to take the necessary steps to reduce printing.
<!--break-->· Set Goals: Set printing goals for your office and let your employees know. Getting everyone in on the effort and you are much more likely to succeed.
· Consolidate Equipment: Consolidating printing equipment can be significantly less expensive than having individual desktop printers.
· Continue Monitoring: Continuing to monitor is one of the most important steps, as it will let you know how you are doing and if you are...
Multifunction printers are one of the best ways to expand functionality of your office printing equipment and give your employees the best tools available to produce high quality documents. Multifunction printers are easy to use and give your employees the combined ability to copy, print, scan and fax, all from one easy to use device. Centralized multifunction printers can supplement your current equipment and prevent a number of common device issues such as bottlenecks.
There are many benefits to multifunction, including:
- Cut Costs: Multifunction printers are more cost effective and are a better use of print supply materials, such as toner. Since you are purchasing supplies for one machine instead of four, you save money and ensure you are using all the supplies you purchase.
- Increase Productivity: Centralizing and consolidating equipment paired with proper deployment will allow your employees to not only meet expectations, but exceed them. Optimize productivity in your office with multifunction!
- Improve Document Quality: High quality multifunction devices let you print in full color. Create the...
Your office may be missing out on one of the biggest changes in the way that documents are managed in recent memory. The traditional method of storing physical documents in filing cabinets is quickly becoming a way of the past. If your office hasn’t joined the cloud now is the perfect time. The cloud refers to digital document management systems that allow you to access files from anywhere, all with the push of a few buttons. Employees are no longer forced to waste time hunting down lost or misplaced documents. This increase in productivity equates directly into your office’s ability to profit. Other benefits of joining the cloud include:
Decrease Costs
By eliminating printed documents in your office, you automatically begin saving day one on printing related costs. You also save on labor when employees are no longer required to waste time searching for documents.
Increase Efficiency
Employees can become more efficient, working remotely or in the office, by switching to the cloud. Time is not wasted hunting for documents, and collaboration between employees is easier than ever.
Add...
When you are managing the printers and copiers in your office, it is important that you take the necessary steps to ensure your equipment is always given the best chance to remain up and operating at peak efficiency. If you do not take these necessary precautions, copier repair not only becomes more frequent, but also more expensive. Here are the best ways to make sure your office always has the tools it needs to succeed!
- Implement Regular Maintenance: If you are waiting to service your copiers until they break down, you are asking for extended downtimes. Regular maintenance helps to catch problems before they become out of hand.
- Only Hire Certified Technicians: If you go with a non-certified technician to work on your copiers and printers just because they are less expensive, you more than likely can count on your equipment breaking again soon and being on the hook for more repair costs.
- Train Your Employees: Train your employees not only to overcome small technical issues, but also to recognize when further assistance is...
There have been a number of arguments for and against the benefits of utilizing single function printers and copiers over a consolidated multifunction device. Multifunction printers possess the combined functionality of printing, copying, scanning and faxing. There are a number of reasons that multifunction printers are considered to be superior products to individual equipment.
Here are some of the reasons multifunction printers may be the way to go in your office:
- Consolidate Workspace: By utilizing one machine over four separate pieces of equipment, you have more office space that can be utilized for more important uses.
- Fewer Supplies: Multifunction devices also consolidate the types of supplies you have to buy. It is always more effective to purchase supplies for one machine than for multiple devices with different types of cartridges.
- Lower Utility Bills: One multifunction machine uses significantly less power to operate than four separate devices.
These are just a few of the reasons to make the switch to multifunction devices. Contact us today to...
When you are looking to outfit your office with the latest copiers and printers from Professional Document Solutions, there are many things to keep in mind. Our goal is to equip your business with the best equipment for your specific needs. There are many options, and finding the latest high end equipment is not always the right solution for every business. While larger businesses will want to ensure they have the most cutting edge technology at their disposal, we understand that smaller businesses are looking for the best alternative available.
With Professional Document Solutions, you know you are getting the best equipment that fits in with your specific budget. Our team will perform a needs analysis that outlines the exact needs of your business. We help you analyze how your business operates with its current equipment and make recommendations based on which tools we feel will help you increase productivity throughout your entire office.
Contact us today to learn more about how we can help you find the perfect combination of new and used equipment to fit your needs!
Document Management Systems from Professional Document Solutions give your office the ability to create and manage a productivity enhancing digital archive. Document Management is great for businesses of any size, and offer unique benefits to both small and large businesses. Here are some of the benefits for both:
Small Businesses:
- Easily Track and Maintain all Documents
- Optimize Workflows
- Save Space by Removing Physical Storage
Large Businesses:
- Vastly Increase Document Security
- Increase Employee Productivity
- Facilitate Better Collaboration Between Offices
Contact us today to learn more about how we can help you implement a digital archive into your business, no matter the size!
Determining which multifunction printer you need for your home office can be more difficult than choosing one for a larger office. You must first decide what you copying and printing needs are, and then seek out a device that will meet these needs without breaking the bank. Multifunction printers can be large and bulky, and many will not suit the spatial requirements of a home office. We have compiled a list of the best ways to find the perfect printer for your home office!
- Determine Your Budget. Find out what you can spend and do not stray from this budget.
- Figure our Your Needs. Determine what you will be printing and what features you need, including resolution, color vs. black and white, etc.
- Do Your Research. This means read everything from industry articles to customer reviews, and see how others are using this equipment.
- Find a Company that Meets Your Needs. Research copier companies, and discover which can help you make the best decision for equipment, supplies and maintenance needs.
Contact us today to learn more about how we can help you find the best equipment for your home office!
Almost every business out there needs the ability to copy and print documents. When it comes time to choose the dealer who will provide your copy and print equipment, it is very important that you make the right decision with a company that will provide comprehensive service for both your equipment needs, as well as your maintenance and technical support requirements.
To help you find the best copier dealer for your needs, there are a number of questions you must ask to ensure you have found a company that will meet all of your expectations and has your best interests in mind:
- How will you help me choose the correct copiers and printers for my business’s needs?
- How long has your business been around?
- Do you have customer testimonials available?
- What features should I keep in mind when deciding which copiers and printers to purchase?
- Do you offer training for the equipment you provide?
- Do you provide technical support and troubleshooting for your devices?
- Would you recommend purchasing or leasing equipment?
- Do you recommend purchasing new or used...
