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Know Your IT Infrastructure Before Choosing a Document Management Service

The document management service that you choose for your business must take into account the existing IT infrastructure that is already in place. Once you understand how it works and what it needs to continue effectively, you can choose the right document management services. The right system will work well with that architecture rather than making it harder to use. Inventory Existing Systems Within any business’s computer network, there is a wide range of system types that are used to create documents and hold onto data. These may be specialized systems like engineering and HR documents, and others will be types that everyone in the office may use, including spreadsheets and word-processing documents. This inventory will be important to have when a new document management service is implemented. They will all have to be integrated into the new system and protected by the latest security measures. Inventory the Problems The right document management system can solve a lot of document problems, but it’s more helpful if you already know about those problems. Asking employees about any issues they have with digital documents of any kind will make it easier to solve those problems by getting a document management services that has features to help. An effective system that makes things easier to use is far more likely to be embraced by employees when the change is made. Brush Up on Compliance Most businesses have regulatory compliance rules, and these may be a vital part of your overall document management. Be prepared to tell your IT worker about your company’s compliance needs when the IT solutions and document management services are implemented. That compliance may mean the difference between keeping a good reputation and completely losing its reputation, and the business itself, due to ignored compliance rules. The right document management system will help to strengthen your company’s compliance instead of causing problems with it. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

26/05/2022 0

Cloud Solutions for Businesses of Any Size

Cloud solutions are talked about in many spheres, and for a good reason. Using the cloud to store files and cloud computing to increase employee accessibility will add to your technological reach as a small business. No matter what the size of the business is, the cloud can improve the way business gets done. Storage With the Cloud One of the most common uses of cloud computing is the use of cloud storage solutions. With cloud storage, the company’s files don’t have to be saved on-site, where they could be corrupted or lost due to hardware failure. When you rely on only company servers for storage, it leaves them vulnerable to things like power surges that ruin equipment and natural disasters. If the single server holding those files is damaged, there is no way to get back those files. Cloud storage eliminates that danger. Cost Savings There are good reasons that many small companies are using cloud computing solutions instead of relying only on their equipment. The use of cloud servers comes with using their hardware and software. With this solution, your business doesn’t have to expend an enormous amount upfront on purchasing all of that hardware. They get the benefits of a fleet of servers without the hassle and expense of maintaining them by themselves. Accessibility for Workers When a company uses cloud computing solutions, they are better able to collaborate with employees who are located elsewhere. Being able to access files and sharing them with others is one of the most popular aspects of cloud computing. It keeps workers able to work with anyone they need to from wherever they happen to be. This saves money on business travel and gets work done more quickly. A higher level of efficiency, thanks to cloud solutions, allows for more to be done by workers during working hours. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

25/05/2022 0

Essential Office Equipment for Your Business Needs

The office equipment in your office is essential for every part of the business. Without the right tools, workers could never do their jobs properly. If you aren’t sure which office equipment is essential, here is a quick guide to the most helpful machines. Office Furniture Office furniture is there to provide comfort and assistance to anyone in the office. This includes the shelves that keep everything organized, the desks with plenty of room to file documents, and chairs that make it easy to sit anywhere the worker is needed. In many offices, dividers are used to break up space in the office. These can be the standard cubicle walls, or they can be bookshelves that serve a double purpose for your business. Many offices have workstations. These may include standing desks and convertible space where workers can move more. The Printer Fleet In most offices, having just one printer isn’t enough for everyone. Multiple printers in the office comprise a full fleet that is ready and waiting anytime it is needed. And, many of today’s printers can do much more than printing. Many also double as fax machines and can make copies as well. Having at least one multifunction printer among your office equipment will enable workers to get their tasks done more easily. Telephone Systems For collaborations, the phone is still an excellent way to communicate. Having a full phone system allows each employee to have an extension so that there is no wait for the phone. Many phone systems direct the calls without human help and will save and deliver voice mail messages. It’s a quick way to communicate from one end of the office to the other and to communicate with outside professionals to get their insight. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

24/05/2022 0

Benefits of Managed Print

Managed print services are a great way to take care of many of the problems associated with office printing. These services allow for management to have more control over the printing process as well as its security and the costs associated with it. Bringing Down Printing Costs When an office has managed print services, the costs often begin to decline. The monitoring system alerts management to the amount of printing that it is happening as well as who is actually doing that printing. Often, it’s found that things are being printed unnecessarily, and the amount of printing done in the office declines as a result. This drives down the cost of printing, with less need to buy more ink and paper. Better Data Security These days, every business is tasked with keeping their customer and employee data as safe as possible. While the data in computers is often secured, many people will forget about the data streams that go to and from the printers. With managed print services, those streams are made safer and more secure. They can also safeguard the printed materials after they’ve received the stream. The printed pages can be kept inside the printer as required, giving that data more security from anyone who walks by the machine. Printer Assessments In any given printer fleet, there are often a few machines that don’t work as well as the others. They are often older models that are kept around because they still work. However, those machines will not be as secure as today’s printer models. And, because they often have errors, they may need to be kept on longer than other machines to get them to print. It’s not uncommon for an older printer to print out a few duds before it prints the file correctly. All of this increases the cost of operating these machines. With managed print services, the machines are all assessed so that machines like that can be taken out of the fleet. The ones that remain are more energy-efficient, work faster and won’t create the many errors that the older ones do. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

23/05/2022 0

Little Changes That Will Make a Big Difference in the Office

Nothing is as expected as change, but it doesn’t have to be the huge changes that have an effect on your company. Often, it is the smaller changes that leave a business better able to do business efficiently and to recover more quickly from a disaster. Relying on Paper Paper is important in virtually every office setting, but relying on it too much creates more waste, and expense, than is necessary. When your office gets into the habit of scanning documents and shredding old ones, it will rely less on paper and have digital documents that are far easier to access, to edit and to send to others. Scanning and document management are now common office services that help keep documents easily accessible as well as safe from outside eyes that may want to see their data. Creating Backups Adding more layers of security to your company’s data will keep it safer, but nothing is 100% safe from hackers and thieves. One of the best small changes an office can make is to automatically back everything up in case of a data breach. If the worst should happen and the computer network should either crash or be taken over by a hostile hacker, your backups will give you back everything that was lost so that you can continue to do business.  Naming and Filing With digital document management being so important among your office’s many office services, it may seem that simply digitizing everything is the key to keeping it all organized. However, that isn’t the case. If a document is scanned but either not given a name or given an obscure name that no one will search for, it becomes extremely difficult to find that document later. Every worker should get into the habit of naming each file as it is created. A company-wide talk about an effective naming system can get everyone in the same virtual page about the names they choose. When the names are logical, the pages themselves will be easier to find later.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

20/05/2022 0

How to Spot Fake Office Equipment Reviews

The multitude of copiers on the market today may be intimidating when it’s time to choose one. Luckily, there are so many customer reviews available online, and those can help you choose the best one. Or can they? Here’s how to weed out the fake ones so you can get help from the real reviews. Overly Biased Reviews Does a review sound like a reviewer is going overboard with his excitement about the product? If a very long and very glowing review has absolutely no negatives in it, it may just be a fake. For most reviews, the pros and cons are weighed, and the appropriate level of excitement is used in the language. Something indeed over the top, however, may be planted there by someone involved in the business. Abstract Reviews A real review of a piece of office equipment is generally about how well that machine worked in the office. This will include features that came in handy and other aspects that have been either positive or negative. However, some product reviews are completely abstract. These reviews talk about the machine itself rather than the use of it. If your review lists ten features but never mentions whether those features worked well or are helpful to them, it may be a fake review.   It Includes a Call to Action People write reviews to tell others how the machine works and about their own experience with its features and design. A review of an office machine will include something about its use and whether or not it’s recommended t others by the reviewer. If there is a call to action in the review, however, this may be a fake review planted by someone else. A call to action would tell you to buy it right away or tell you that you need to buy it now because it’s on special. These are often faked by office equipment retailers to boost sales.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

19/05/2022 0

Does Managed Print Really Save You Money?

The cost of printing keeps climbing for many companies, and it could continue to rise if action isn’t taken to bring that cost back downward. With managed print services, there are several ways that the cost is lowered so that every page printed costs less. Spending on Printed Pages For each page that is printed in your office, many costs go into it. The cost of the paper is the most obvious, but there is also the cost of the ink or toner and the electricity used to print it. Then there is the cost of employee time that is spent on printing, organizing, filing, retrieving, and shredding documents. There is also the cost of the air conditioning needed in the office to compensate for the heat that the printer generates. Altogether, the total cost of printing is higher than most workers think, and printing fewer pages is the only way to lower all of them across the board. Managed print keeps a tally of the number of pages people are printing, making them each accountable for their print totals. Repairs for Printers One of the more substantial costs involved in printing is the repairs that printers often need. When printers are used regularly by many different employees, small problems will soon turn into larger ones. Then, the office will be down one printer until a repair appointment is made and carried out. Adding to the cost of the repair labor and materials, and it’s easy to see why avoiding printer repairs is so helpful for a company’s budget. Managed print services include regular maintenance being performed on the printers. This makes it less likely for them to need repairs now or in the future as they get more use. Stocking the Machines Stocking the printers with the supplies they need can get complicated. For instance, stocking up on ink is often the wrong choice, as the ink will expire eventually. And if the printer is replaced with a newer model, the office’s stock of ink may be the wrong type for the new printer. Your company can save money on printer supplies by keeping track of what each printer needs and when it needs it. Managed print services do just that, and they automatically order the new supplies so that the machine won’t run out. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

18/05/2022 0

Saving Time With Document Management

The processing and upkeep of documents can be extremely time-consuming. Paper documents have to be checked, files, found later, retrieved, and filed again. And if the paper has been at all misfiled, the time it takes to find it again can be extreme. However, there is a better document management system that can eliminate all of those time-consuming tasks. Scanning for Digital Files The first step to a better document management system is to get all paper documents scanned into digital form. This can be a lengthy process that requires high-speed scanners and the right software to hold all of the files and keep them sorted. Once all of the paper copies are scanned, many can be shredded so that there is no more need to spend time physically retrieving them. A few may need to be kept, but in general, most can be converted into digital form with no need to keep the hard copy. Arranging Your Files The arranging of the scanned documents is what will save employees time. Instead of running to look for a paper and bring it back, workers can look through the organized folders that hold the documents in the network. These can be divided however you choose, such as by the date of creation, type of document, or by grouping documents that concern one person or one company. Your personal filing system should then be taught to the other employees and followed by all to keep the documents easy to find. After a short period of adjustment to these document solutions, workers generally like the ease of retrieving files and having them all so accessible.  Faster Service Your customers expect quick results, and if you can’t deliver them, some other company can. To provide faster service, digital document management speeds up many processes. If a customer needs data, it’s all right there and ready to be retrieved. In just seconds, employees can check on certain documents to get the necessary data for a customer. Faster service always gets noticed by customers, and your company’s reputation will be boosted.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

17/05/2022 0

Managed Print: Understanding a Print Audit

If you’ve done any research on managed print, then you’ve probably heard of a “print audit”–but do you know exactly what they are and why they’re a great thing for your business? Let’s take a closer look! What is Managed Print? In order to fully understand a print audit, it’s best to have a full understanding of managed print services. Managed print is all about analyzing your habits, identifying personalized solutions, and implementing changes in carefully scheduled increments so that you never have too much of a “learning curve” or are forced to sacrifice efficiency. Basically, managed print services helps you feel more confident about the choices you make and the processes you rely on. Print Audit Basics In order to do all these great things, managed print services relies on a print audit to gather and analyze information about your workplace, habits, and needs. Here’s how it works! 1: You are analyzed. That sounds a little alarming, but don’t worry the job of a print audit is to help you understand what you’re doing and why you’re doing it. This involves studying your expenses, supplies, networks, machines, and more. 2: You get a detailed report. After the initial print audit, your managed print provider will give you a report that helps you understand the results. You’re not getting “graded” or judged; you’re just getting a complete, detailed look at your print environment from an outside perspective (which can be pretty valuable). 3: You make changes depending on the results. A print audit helps you decide what you’re doing well and where you’re struggling so that you can choose and implement appropriate solutions. That way you won’t waste time “barking up the wrong tree,” and you’ll start seeing results fast. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

13/05/2022 0

Document Solutions: Streamlining Distribution

When it comes to distributing products, many companies feel like they don’t want to interrupt something that’s working well enough–which means they miss opportunities to streamline, strengthen, and improve the process. Today we’ll see what document solutions can do for distribution, and why this is one change you’ll definitely want to make. Focusing on Efficiency Distribution is a delicate art. It has to balance internal and external factors, operate over long distances, and remain cost-effective despite a whole host of unique challenges–which means that the best distribution solutions focus on efficiency. Luckily, that’s where document solutions come in. By focusing on day-to-day paperwork, communication, and data storage, document solutions help improve distribution without making any large-scale changes that would require learning curves and too much hard work. A Closer Look Wondering how document solutions can do all this and more? Let’s take a closer look! Getting to the source Many of the inefficiencies and frustrations in distribution can be traced back to the way information is handled–labels, slips, documents, and more. That’s why it’s best to get to the source of these problems and address them with the right document solutions. Prioritizing accuracy It’s one thing to work quickly; it’s another thing to work quickly and accurately. Document solutions helps improve precision when it comes to data capture, information storage, and internal and external communication. That way, everyone is always on the same page. Adapting to unique needs The best thing about document solutions is flexibility. Document management scales to each unique company and can even be specialized for different teams or departments, meaning that every “moving part” is treated uniquely to ensure the utmost efficiency. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

12/05/2022 0

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