The proper management and storage of official documents such as legal or medical files, whether in a law firm, doctors office, hospital, or any other organization; is of paramount importance for ensuring regulatory compliance and proper operations.
Using the law industry as an example, there are very strict regulations and standards for legal document management. Such documents typically contain sensitive information that has to be protected through the implementation of multiple safeguards.
Doing as much of your business as possible in a paperless way isn’t necessarily about being “green.” Paper is expensive –and not just the cost of the paper itself.
Here’s some food for thought:
• The average worker in an office uses 10,000 sheets of paper annually.
• It can cost up to 31 times the original cost to send information on paper (printing, copying, postage, storage, filing, recycling, etc.).
• 7.5 billion documents are created and 15 trillion copies are made each year.
In an age where business is dominated by cloud computing, file sharing, smartphones and tablets, it may seem outdated to have a need to print out information on paper. But as you know, many areas of industry still rely heavily on printing to communicate effectively with clients and coworkers.
When it comes to printing, there are a variety of options. One decision you'll have to work through is whether local printers or network printers will better serve the needs of your company. So what is the difference between local and network printers, and what do you need to know when making your decision? Let's start by defining your options.Read More
Law files, medical records, client information, human resources and employee paperwork are just a few examples of documents that are often printed on a shared printer, but contain information that should not be shared. Providing the tools for employees to properly handle private and confidential information is the responsibility of the organization.
BONUS: Included are standard step-by-step instructions to using the secure print features of a multi-function printer.
Topics: Document Management Solutions, Document Management Software, Paperless Office, Paperless Filing, Networking, Managed Print Services, Green Initiative, Waste Reduction, Web Based Printing, Web Enabled Printers, Business Tips and Solutions
There is a lesson in the words, “a poor craftsman blames his tools” when it comes to document management best practices. The best document management system can do a lot for a company's ability to get work done more efficiently, but you need to put some thought into it before and after you implement it.Read More
Topics: Document Management Solutions, Document Management Software, Paperless Office, Paperless Filing, Networking, Green Initiative, Waste Reduction, Document Scanning Solutions, Business Tips and Solutions
Managing the flow of information around your business is a crucial to your success. Smart businesses automate as much of the process as possible to free up their staff from administrative tasks, allowing them to focus on what is truly important; your customers. Today’s rich document management solutions definitely fit that bill. You have access to a range of solutions at your fingertips that enhance the way you store, move, secure, and share information.
Topics: Document Management Solutions, Document Management Software, Paperless Office, Paperless Filing, Networking, Green Initiative, Environmental Sustainability, Waste Reduction, Business Tips and Solutions
Technology has allowed businesses to transition from file cabinets to organizing files in digital format. Doing the manual process is time-consuming and arduous. This exposes the risk of human error which may lead to lost and damaged files. Hence, businesses automate this process using a document management system.
The benefits of document management software include optimized document handling, improved data accessibility, streamlined file searches, and lower document management costs. In addition to these, having such tools around will allow you to get a tighter grasp on the security of your company files while improving collaboration by making data sharing easy. In this post, we’ll explain to help you understand the system’s purpose and consider if your business needs it.Read More
Ditch your leases and rent instead! Why? Because no commitments, no hassles, no stress! As a new business owner, or even a well-established one, it makes perfect sense to consider rentals. Leasing equipment generally makes it yours to own eventually, but you end up with a depreciated asset; and in a technological business world, it's imperative to keep your equipment updated.
Buying a brand new copier, multi-function printer, or other piece of office equipment can be a huge expense. Plus, maintenance on those same pieces of equipment can add up to costly repairs in a short period of time. If you’re not ready to take that risk, or you want the peace of mind that comes with not having to worry about untimely repairs or maintenance, renting is the best course of action for you.Read More