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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

Sharpen Your Competitive Edge with Next-Level Office Services

Are your daily business processes as efficient as they could be? Outsourcing to office services like Managed Print, Cloud Services, and Workflow Optimization can deliver tremendous savings in every department of your organization.  Managed Print Services A well-managed print environment can bring new efficiencies to your organization. Conversely, a print infrastructure that’s loosely managed or out of control can drive up costs, cause security issues, and bring productivity to a halt. Rules Based Printing lets administrators set restrictions on individual and departmental print jobs to reduce wasteful printing and lower print volumes. Print Accountability lets managers set quotas and track printing for improved cost recovery and chargeback processes. Printer Management takes the guesswork out of keeping your fleet operational. Solutions like automatic supply replenishment, fast response times, proactive maintenance and easy upgrades help you get the most from your copiers and printing systems. Cloud Services Cloud Services delivers anytime/anywhere access to your critical files via your office multifunction copier. Companies save time and money and see new levels of efficiency throughout their organization. Workflow Optimization Are your outdated processes a source of project slow-downs and employee dissatisfaction? Workflow Optimization Solutions, we can dramatically improve the way your staff communicates and collaborates on critical projects. Automatically route documents to their intended destination. Automatic emails help employees respond to action items. Checkpoints throughout the process eliminate oversights and errors. Data Security Protecting confidential information is more than just a good idea; in many situations, data security is required by compliance laws. Data security software that protects information flowing through your multifunction systems and laser printers is critical to your company’s ongoing success.  *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

31/03/2022 0

Let Your Office Equipment Help You Cut Printing Costs

With the average knowledge worker cranking out 12,000 documents per year, it’s little wonder that printing costs fall just behind rent and employee salaries for many organizations. The good news is that there are effective ways to reduce printing costs, and most of them deliver other benefits into the bargain. Smart Printing Basics In most situations, printing is a means to an end, and employees often don’t take the extra time required to get it right the first time. Solutions like print preview let users double-check for problems with margins, typographical errors, fonts, and more. This simple step taken on your office equipment interface can save thousands of print do-overs in a year’s time. Do your employees print on the back of the paper whenever possible? Automatic duplexing is a two-sided printing solution that is especially helpful when printing lengthy manuals and reports. Internal memos and other documents not headed for the CEO or an important client can be printed in draft mode or grayscale. Both features are standard on today’s copiers and office equipment and are a valuable cost-saving solution. Paperless solutions found on your multifunction system can help employees bypass printing altogether. Cloud storage and document management solutions both allow users to distribute and collaborate on documents without printing. Many documents should not be printed in the first place, including web pages, emails, and documents for personal use. Rules-based printing lets business managers set restrictions to reduce frivolous printing. Do your employees know how many documents they print in a given month? Print accountability tracks usage and sets quotas to keep unnecessary printing in check. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

30/03/2022 0

Leasing a Copier? Here’s How to Move Forward With Confidence.

Are you tasked with deciding whether to buy, rent, or lease a multifunction system for your office? There’s a lot to consider, and answering the following three key questions is the first step in the process. 1. Should we buy, lease, or rent our multifunction copiers? The answer to this question depends on your company’s situation. Leasing copiers requires a commitment for the entire length of the lease agreement, which can run anywhere from 12 to 64 months. Many small businesses like the leasing option because it allows them to acquire systems with more features than they could acquire through purchasing. For those times when you need a copier for a temporary situation like tax season, conferences, or audits, renting is a good choice. 2. What kind of copier do I need? Multifunction systems typically offer printing, copying, scanning, and faxing capabilities. Features like stapling, collating, and hole punching are also fairly standard additions. Your monthly print volumes will determine your page-per-minute requirement. Outputs of 30 ppm for a print volume of 3000 to 5000 pages a month is a good fit. For high-volume industries like healthcare and law, a multifunction copier with more power and speed is a better option. Your office services provider can help you find the right fit for your team’s requirements. 3. How do we find a reputable office services provider? If you’re new to the area or are just starting your business, you may be looking around for an office equipment and services provider. Partnering with a trusted and established local vendor means you can move forward with confidence when leasing equipment or creating office services partnerships. Check local area listings, ask for references, and research technology partnerships for the best results. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

29/03/2022 0

Uncover Hidden Costs with Print Audit’s Managed Print Solution

When asked to tabulate business printing costs, most of us would begin (and end) with a list that looks something like this: Equipment Paper Toner If only it were that easy! Identifying the real cost of business printing is much more complicated, and it’s often the less-than-obvious expenses that have the worst impact on bottom lines. Those Hidden Costs Here’s another list of three expenses, and this one is accurate for the average organization: Office space Employee payroll Printing Unfortunately, that’s not an overstatement. Printing comes in as the third highest operating expense, right after the rent for your office space and employee salaries. And once again, it’s those hidden costs that are the real problem. Here’s how Print Audit’s managed print software can uncover and correct your organization’s print-related hidden expenses. 1. Devices — How many copiers and laser printers do you own? Are they contributing to your workflows or just costing money without adding any measurable value to your organization? Print Audit’s managed print solution can help you discover the true cost of ownership for all of your print-related equipment. They’ll also help right-size your fleet so that every device is making a high-value contribution for the lowest possible price. 2. Unnecessary printing — Without a way to measure and track printing, wasteful printing habits are almost impossible to eradicate. A managed print solution from Print Audit can help you rein in unnecessary printing to slash costs even further. 3. Device downtime — Keep your projects on track by reducing equipment downtime. Remote monitoring notifies technicians of potential issues before they have a chance to impact your workflows—and your bottom line. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

28/03/2022 0

Prepare for Disaster with Digital Document Solutions

What would you do if disaster struck your business tomorrow? There’s little chance that you could salvage much from a catastrophic fire or flood; most of your physical assets would either be destroyed or severely damaged. But are those possessions what defines your business? While the loss of your business location and everything inside it would be devastating, your business could eventually recover. What puts most companies out of business following a natural or human-caused disaster is a loss of information, not possessions. How you safeguard your proprietary information dictates how well you’ll survive if the worst happens. Saving the Important Things Businesses who rely on paper-dependent processes are at risk of losing everything if a fire, flood, or earthquake strikes their offices and warehouses. Paper documents and the storage systems that house them are no match for a disaster. Fortunately, losing your proprietary knowledge and information following a disaster isn’t a foregone conclusion. Digital document solutions can allow your company to survive a catastrophic event. Here are just a few of the key advantages: Off-site data backup means your information isn’t dependent on physical storage. With planning, your company could regroup and begin operations as soon as possible following a disaster. Digital document solutions preserve your contact information, giving your team the ability to stay in touch with customers and keep critical projects on track. The Rest of the Story While disaster recovery is one of the leading benefits of electronic document solutions, it’s not the only one. Businesses who replace paper-based systems with digital alternatives see improvements in everything from customer service and workflows to regulatory compliance and lower costs. *Other Model Available RICOH MPC3503/MPC5503 RICOH MPC3504/MPC5504 Contact Us: 03-3341 6296 | 018-788 6296 | 018-228 6296

25/03/2022 0

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