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Document Scanners are a requirement for many businesses, especially those that are moving in a Green and/or Paperless direction. Once the necessity is realized, the question then becomes: what type/brand/model is best suited to the business?

Your imaging equipment requires high-quality toner to function. Whom do you entrust with the responsibility of buying plenty of toner to keep the printers, copiers and fax machines operational? Why not set up automatic toner ordering, and eliminate the potential for human error?

1. Have equipment make and model number son file with the vendor. Does your intern know where to find the copier's model number? Does the paper with the multi-function printer's model number keep getting lost on the office manger's desk? When you set up an automatic toner order process with your vendor, you do not have to worry about these crucial details.
2. Only order what you need. How many boxes of toner did you have left over when you upgraded your equipment the last time? Do you have multiple toner packs for the printer on hand but none for the copier? Eliminate the problem of surplus inventories with an automated ordering process.
3. Control the costs of your office supply expenses. When several individuals do the supply buying, it is not unusual to find that they order from a variety of vendors who do not always offer the lowest prices on the items. Set up an automatic ordering process for your toner with the vendor who offers you the best deals.
4. Place the order when you need it. Do not worry about office hours or when the office manager is back from vacation to place an order. An automated process uses your already existing PC or network to contact the vendor when the toner cartridge reaches the 15% mark (or customizable to your need).
5. Know that the toner is on its way. The contact works both ways. While the software alerts the vendor that it is time to fill your toner order, the system also sends you a confirmation email. You know that an order will be on its way shortly. No guessing. No worrying.
   
   

If you're considering Managed Print Services for your business, you'll likely find that there are numerous companies, with varying levels of offerings, that seem to support your needs. However, there are some points you should consider when evaluating the competing services. Here are three of them:

1. Be sure that the MPS company has a successful management process. This seems intuitive, but it's easy to overlook. Some business owners may simply place the emphasis on the "print" side of things as opposed to the "management" side. A good MPS company is able to manage the print services, starting with an assessment, then following through with a recommendation, and continuing with ongoing support.
2. Be sure that the MPS company doesn't have a bias towards a particular manufacturer. If such a bias exists, then your company may end up paying extra money for hardware, sometimes based solely on the name rather than the quality. A good MPS company will realize that your company has a budget, and recommend hardware within the constraints of that budget.
3. Be sure the MPS company you can provide a sound initial assessment. If the MPS company doesn't know where you're starting from, how can it help you reach your goals? The MPS company should be able to provide you with a statement about your organization's current situation, including what equipment needs to be replaced, what equipment can be kept, and even recommendations for consolidation. You should also get an explanation about how proposed solutions by the MPS company will work within the constraints of your existing infrastructure.
   
   

If you have any Managed Print Services needs, or you're considering Managed Print Services for your business, please feel free to contact us. We'd be happy to discuss your current and long-term goals with you.

Imagine getting rid of that enormous paper trail full of important documents that your business has created over the years. You've literally got file cabinets upon file cabinets and boxes upon boxes of paper that is rarely needed, yet still vital when the situation arises. If this accurately describes your business, it's officially time to start thinking about document scanners.

New cloud-ready HP LaserJet Multifunction Printers offer Advanced Document Management and Enterprise-Level Security. The printers of the future are already available! Accelerating workflows by capturing content quickly, easily and accurately.

You don't have to rent or order another office expansion to make room for your growing personnel if you can get rid of the many filing cabinets and paper boxes on the sides and in the storage rooms.

Do you know where your data is?

Let's talk about toner.

Paper can mean clutter in an office – boxes and countless files to manage and store – not to mention making sure you have enough room for everything that needs to be archived. Although, reducing clutter is a worthy and achievable goal it may not be the largest benefit of a Paperless Office. Here are three major benefits for going paperLESS.

1. Data: The single most benefit you will receive from a paperless office is better access to the data that impacts your business. By converting paper documents to electronic ones, you open up the possibility of putting that information to work for you. With searchable files you can now discover trends in your business, increase the speed at which you can access the information needed for decision making – and greatly simplify the ability to dispense data and information to senior leadership. If you choose to use a cloud service your data can be accessed from smart phones, laptops, tablets or any Internet-connected device.
2. Information Recovery: Cloud servers, hard drives and CDs take up significantly less space and are much simpler to store and access than boxes of paper files. This will increase the efficiency of your company and possibly reduce your office space needs. With a Paperless Office, when information needs to be obtained, anyone with access to that information can search the material –– instead of waiting on a single person to find, copy and distribute paper copies. Also, if there is a catastrophic event at work, like a fire, you not have the multiple backups of the information on CDs, hard drives or in the cloud. The information no longer needs to be physically on site.
3. Get Your Money Faster: One aspect often overlooked in a Paperless Office is the speed at which you can receive your account receivables. When you rely on paper invoices and checks for payment, you often spend a lot of time waiting for your money. By shifting to electronic payment you can entice your customer to pay more quickly (since it's simpler for them) or you can send them an automated electronic reminder if they have not paid their bill on time (simpler for you).

A paper-based office can be expensive, but you will do more than reduce your costs when you go paperless. It is estimated that more than two million tons of greenhouse gases would be reduced if every household in the U.S. paid their bills online.

Does your business or organization print large quantities of documents? Does your network printer sometimes malfunction requiring you to hire expensive and time consuming IT services? Would you like a solution that can provide you with ink, toner, and technical support together to increase productivity and reduce costs? This is what Managed Print Services are.