Month: April 2022

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Start Smart With Digital Document Solutions

Ready to launch your small business? If you’re just starting out, you’ve got a real advantage over companies who’ve been dependent on paper processes for decades. By adopting digital document solutions from the start, SMBs have fewer paper-created bottlenecks to deal with, and you may even have a competitive edge over companies still trying to get out of paper’s grip. Here’s what we mean. You can funnel your profits to growth instead of the care and management of paper documents. Paper-based businesses processes are selfish, demanding an unfair share of your company’s time and money. By beginning your business with digital document solutions instead of paper, you’ll never have to deal with the problems caused by paper processes. Storage —Storing digital documents takes almost no physical space, and none at all if you route everything to the cloud. On the other hand, paper documents are greedy, gobbling up your office space and then demanding off-site storage. Keep your small business office space free for innovation and creativity instead of handing it over for filing cabinets and cardboard boxes. Printing —Your small business will benefit from an on-site printing solution, but there’s no reason to be dependent on hard copies to conduct business. Get more value from your multifunction system by using it to print and copy when you need to, and then using the scan function to route documents to electronic document management solutions. Your employees will be more productive from the start. Give your employees access to state-of-the-art document solutions, and they’ll have the time to use their skills for your company’s benefit. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

14/04/2022 0

3 Reasons to Provide a Mobile Printing Solution for Your Employees

Are you providing the best office services for your employees? Today’s highly mobile workforce requires solutions that are slightly different than you may be accustomed to providing. For example, here’s why a mobile printing solution is one of the most critical office services you can provide for your employees. Mobile Printing Basics Mobile printing is a simple process, and it’s readily available in a variety of user-friendly formats. Simply put, mobile printing allows employees to use smartphones or tablets to send print jobs to wireless laser printers and multifunction systems, bypassing desktop computers in the process. The benefits are compelling. Improved employee productivity — It’s critical to invest in the right office services to get the most value from your investment in labor. Mobile printing gives your employees hassle-free access to printing, no matter where they happen to be working. Without a mobile printing solution, employees are forced to either wait until they’re back in the office to print an essential document or try to figure out another solution. Lower costs —A mobile printing solution allows traveling employees to print documents on demand. The alternative (printing documents ahead of time, just in case they’re required) is a waste of resources. Improved customer service —In some industries, access to a printed document can help close a sale or improve the customer’s overall experience. And when employees run out of brochures at a conference or open house, a mobile printing solution allows them to replenish their supply. Improved security —Professional office services can help your company avoid security risks. If you don’t provide your staff with a secure printing solution, they may look for solutions on their own, putting your confidential information at risk. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/04/2022 0

Time for New Office Equipment? Don’t Dismiss Color!

Your office equipment selections can make a tremendous difference in both employee productivity and operating costs. The right office equipment gives your team access to technologies that can help them perform daily tasks more efficiently. On the flip side, the wrong office equipment can stand in the way of productivity and even drive up costs. In the case of printers and copiers, business managers often forgo color, thinking the decision is right financially. Here’s why that may not always be the case. The Case for Color Before you decide to pass on in-house color printing capabilities, consider these points. On-site convenience —If you’re currently outsourcing all of your color printing needs, an in-house solution could save you time and money. Instead of sending an employee to a third-party provider, a staff member can print or copy color documents on demand right in the office and for a lower price. Go green —Did a staff member order extra copies of your last outsourced color print job? What was their thinking behind that? In most cases, companies order more documents than they need to qualify for price breaks or to avoid the hassle of reordering. With in-house color equipment capabilities, your staff members can print color documents on demand in the exact quantities they need. Track your costs —Some business owners are nervous about giving their employees access to office equipment with color printing capabilities. They’re concerned about color free-for-all’s, with employees printing everything from their daughter’s graduation invitation to internet memes. Fortunately, managed print solutions that provide tracking and restrict access can quickly eliminate these concerns. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/04/2022 0

Managed Print Benefits for Small, Medium, and Large Businesses

Print Audit managed print solutions have something for businesses of all types and sizes. Here’s a look at some of the ways managed print strategies benefit small, mid-sized, and large organizations alike. Managed Print for Small Businesses Small businesses may wonder if Print Audit managed print solutions can provide any tangible benefits for their smaller operation. The fact is that any organization with a printer fleet, no matter how small, can benefit from the savings delivered by managed print professionals. Small companies can learn how to manage printing costs from the very beginning—a unique benefit that could save thousands of dollars better spent on growing the business. Managed Print for Mid-Sized Businesses Mid-sized companies often experience the pains of rapid growth, and there’s no better time to implement a Print Audit managed print solution. Print inefficiencies can impact productivity, and without constant oversight, overspending can cut into profits. Print accountability solutions give mid-sized businesses tools to set quotas, keep track of print jobs and usage, track costs, and improve the charge-back process. Managed print professionals also keep equipment in good working order, eliminating unnecessary downtime. Managed Print for Large Organizations Large organizations may have highly-specialized printing needs, with entire areas dedicated to high-volume laser printers, digital label presses, and multifunction systems. In industries like healthcare, finance, education, government, and law where high volumes can drive up costs, Print Audit managed print solutions can bring much-needed oversight and substantial savings. With a larger fleet to oversee, expert printer management is essential. Here’s how managed print technicians can keep large fleets operational. Provide expert installation without interrupting core projects. Give expert advice when it’s time for equipment upgrades. Alert technicians when equipment issues are imminent. Remote monitoring lets managed print providers know when to initiate toner shipments. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

11/04/2022 0

Are Your Document Solutions Disaster Proof?

The reasons why companies go out of business run the gamut from a failure to deliver value to customers to an inability to compete with established leaders in the market. While some challenges are unavoidable, allowing your business to fail because you haven’t prepared for disaster is one of the easiest to correct. It’s Too Easy to Fail There’s little doubt that failure is a lot easier to come by than success. Allowing your critical documents to languish unprotected on paper or desktop filing systems may be the easiest path to take, but it’s a dangerous one. Here’s why the document solutions you choose today could determine your company’s survival tomorrow. Are you trying to back up paper? Backing up information using a paper-based system is next to impossible, and storing data on hard drives or local servers isn’t much better. Both document solutions are ill-equipped to survive a disaster such as fire, flood, or human error. By backing up your data into cloud-based document solutions, you can protect your company’s critical information if an unforeseen event comes your way. How fast can you find information? In today’s highly-digitized markets, businesses with the ability to locate information fast stand a much better chance of survival than their competitors. The average consumer is well aware that digital document solutions are available to even the smallest start-ups. If you’re still poking around in filing cabinets to fulfill customer orders, answer service inquiries, or process returns, you’re already in hot water. With digital document management solutions, you can prove to your clients that you’ve got what it takes to serve their needs with efficiency. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

08/04/2022 0

Ensure Data Security Through Your Office Services Provider

It’s little wonder that security is top of mind for business and IT managers in every sector. Unfortunately, it’s a fact of modern life that your business is just as likely to fail due to a data breach as any other cause. Here are three proven steps your business can take to ensure data security and peace of mind. 1. Choose a reliable IT solutions partner. If your existing trusted office services provider also provides cloud services, you’re ahead of the game. They’ll also offer secure multifunction systems, document management solutions, and data security software that integrates with your existing systems. Protecting your data begins with trusting your partnerships to help you keep sensitive documents from hackers and malicious attacks. 2. Recognize and address internal weaknesses. Internal threats are just as dangerous as those from external players, and identifying your vulnerabilities is critical. When employees are uninformed, they don’t possess the knowledge to avoid phishing scams and common errors. Plan to work with your office services provider to make sure employees know how to safely access information, use network-connected multifunction systems and laser printers, and avoid vulnerabilities caused by mobile device usage. 3. Encrypt data during all processes. Your data is extremely vulnerable when migrating to the cloud or to and from multifunction systems. Encryption makes your information useless to hackers, even if they should be successful at accessing it. Data should also be encrypted when stored on multifunction system hard drives. Responsible office services providers offer other data security services like overwrite technology, manual or automatic data deletion, hard drive shredding, and password solutions that keep unauthorized persons from entering your network or accessing documents via your copiers and printers. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

07/04/2022 0

Top Benefits of Five Popular Cloud Services

Finding the right combination of office services for your company’s unique needs is a challenge. Cloud services provide some unique advantages, including: Upload and store information from your multifunction copier Access saved information from any location without fear of security issues Add keywords to make documents easier to locate Here’s a rundown of some of the most popular cloud services, and their key features. 1. Microsoft OneDrive — If your office depends on Microsoft, OneDrive provides easy access and collaboration on both Excel and Word files. OneDrive also allows PC users to sync files with Macs. 2. Google Drive — Google Drive is a popular file storage platform. Its user-friendly features make it a popular choice for individual users. Look for advantages like: Easy file uploads via drag-and-drop capabilities Easy collaboration with other users Users can create, then edit and save files directly on the platform 3. DropBox — DropBox subscription plans allow businesses access to 2TB of storage for up to five users. Features include: Intuitive, user-friendly navigation Compatibility with Macs and PCs plus iOS and Android mobile devices Affordable pricing structures for business users 4. Apple iCloud — Apple has made some significant improvements to its cloud services platform, and users can access files from any of their Apple devices, even when they’re not online. If your company relies on media, Apple iCloud is an especially good option. 5. Amazon Simple Storage — If you’re looking for an inexpensive option with plenty of speed and storage, Amazon provides a reliable solution. Companies can store and share files and also have access to backup and recovery services. As a pay-per-usage service, there’s no established fee. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

06/04/2022 0

Do You Need a Multifunction System?

If your company is in need of new office equipment this year, you may be facing a long list of decisions. Do you need a laser printer? Do you need a dedicated scanner, or will a multifunction copier serve your workgroup better? Deciding which type of office equipment is the most practical for your company depends on your requirements, your budget, and your available space. Read on for some helpful advice on making the right office equipment choices for the new year. List your requirements. A laser printer will produce a document with sharp text and color printing capabilities are also available, if you need them. But if you’re in need of other features like scanning and faxing, multifunction copiers may be a more practical choice. Multifunction printers, or MFPs, combine printing, copying, scanning, and faxing in one unit. Many multifunction systems also include professional print-shop finishing features, and the scanning feature allows users to save, edit, and distribute documents to other users and to document management systems or cloud storage repositories. Save valuable office space. Multifunction systems are well-known office workhorses, but they’re also very good at freeing up space in limited quarters. A centralized multifunction system can make a huge difference in an office cluttered with desktop devices, scanners, fax machines, and single-function printers. Gain access to new technologies. The right office equipment gives your team access to technologies that can help them do their jobs more efficiently. Some of these include: A secure mobile printing solution for remote workers, BYOD employees, and visiting clients. Document solutions for improved collaboration on key projects Secure print solutions to eliminate print-related security risks Green solutions to reduce wasted paper, toner, and energy *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

05/04/2022 0

Close Your Mobile Print Gap with Print Audit Managed Print Software

The widespread adoption of mobile devices in nearly every industry has companies scrambling to reduce security risks. In fact, business leaders have discovered that employees will deploy workarounds to print when company-approved solutions are not readily available. Here’s how Print Audit Managed Print Solutions can help your company embrace the power of mobility without compromising security. 1. BYOD employees Most organizations now recognize the increased efficiencies delivered by their BYOD employees. Even so, many have yet to adopt solutions designed to decrease the risks mobile devices introduce into company networks. Print Audit Managed Print Software allows employees to release documents securely to any device using their tablet or smartphone. With no more worrisome security risks plus an uptick in productivity, there’s plenty to gain from the move to a managed print solution. 2. Healthcare workers Mobile devices add new levels of convenience to those in the healthcare industry, and their use is on the rise. The use of tablets facilitates healthcare workers in the performance of daily activities allowing them to devote more time to patient care. Print Audit Managed Print Solutions provide multiple layers of security, enabling staff members to print with confidence on hospital multifunction copiers. 3. Insurance industry staff Insurance companies have discovered the unique advantages of mobile devices for employees in the field. Tablets and smartphones give sales agents and adjusters the convenience of a camera combined with access to back-office document management systems. When combined with a secure mobile print-enabled managed print solutions, employees can access and print forms, closing documents, and proposals using home office multifunction printers *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

04/04/2022 0

Discover New Efficiencies with Our Document Management Solutions

In the not-too-distant past, the traditional filing cabinet or banker’s box was the only solution for managing and storing documents. Thankfully, that’s no longer the case, and document solutions that eliminate bulky storage requirements are now readily available. If you’re ready to save money and time with digital document solutions, read on to discover the industry’s most talked-about advantages. 1. Recover lost time. According to leading studies, employees spend as much as 40% of their time searching for documents. Many of those searches are unproductive and require employees to recreate critical documents. Some estimates calculate document recovery costs at more than $120 per document. Document management solutions that covert paper-based systems to electronic versions eliminate the time wasted searching for paper documents. File indexing makes documents accessible in just seconds, saving valuable hours across every process in your company. 2. Find more space to work. Hardcopies must be stored somewhere, and the longer you’re in business, the most solutions you’ll need just to keep up with growth. If you’ve relegated an entire room in your offices just to house paper documents, electronic document management solutions can give that space back to you. Since document management systems require virtually no physical storage space, you can put your new-found room to work in whatever way you see fit. 3. Meet your security requirements. Lost or stolen documents could spell disaster for your company’s reputation. Why take the risk when document management solutions provide multiple-layer security protocols to keep your information from falling into the hands of hackers and unauthorized users. Audit trails keep track of every document, providing proof of compliance when required. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

01/04/2022 0

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