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Keying in data off of business forms is often a very monotonous and time-consuming process. Plus, the more the processes are rushed, the more errors are made. Fortunately, you can utilize your multifunction systems to automatically enter routine data. Data Capture software has the ability to read data from scanned documents and translate it into your business applications. It can also index the scanned documents for easy retrieval later on. Data Capture software uses Optical Character Recognition (OCR) technology to translate scanned text into editable text. When the document is scanned using a multifunction system, it is routed to a folder where it is processed.

In today’s work environment, expenses rarely go unchecked. It is very common for a department of a company to be required to create monthly or quarterly expense reports. However, tracking printing costs can be quite the task. Therefore, many companies simply lump the expense in with other various office costs such as supplies or furniture. Although this may seem like the easiest way to complete expense reports, it may also be the most expensive. Print management software is an easy way to control, monitor and report the printing done by your company. Not only will your monthly reports be made simple, but you will become more aware of where your budget is spent. You will also be able to use access controls to limit printing to certain departments and set up defaults to save ink and paper.

In the office, it seems we are always in a hurry. For this reason, very rarely does anyone take the time to fix a printer. Instead, they are forced to find a different device so they can complete their task in a time-efficient manner. Furthermore, IT departments rarely have the time or resources to fix mechanical issues in office devices. But still, they are forced to take control of the issue and organize some sort of fix, whether it is an easy paper jam or having to schedule a repair from a local company. Often this type of situation is multiplied many times a week or even in a single day. It is not wonder why an unmanaged print environment can be a drain on the productivity of your office. Luckily, there is a better way. Managed Print Services Programs continually monitor your printer fleet and deliver valuable productivity benefits to your business. Proactive Service: Managed Print Service means there will be someone monitoring your printer fleet for you. If a printer is out of service, it can often be fixed before it becomes an issue for your business’ productivity.

There is no doubt most offices have taken advantage of the benefits of wireless internet. Without having to deal with cumbersome cables, employees are able to conduct their work throughout the office, increasing collaboration. Now you can increase the productivity of your business even more with multifunction devices with Wi-Fi connectivity. A wireless device allows documents to be printed from portable laptops, digital cameras or other devices within range. Through the use of a built-in Wireless Network Interface Card (WNIC), printers are now more mobile and versatile than ever. By replacing the standard USB connection, you allow for minimal cabling to connect the device to electricity. Not only does this provide mobile printing, but it also makes reallocating your devices quick and easy.  Wireless multifunction devices still have all the features of a standard device and also reduce clutter and dangerous cables in offices. With access to a central printer connected to a Wi-Fi hub, hundreds of employees will have printing capabilities without having to share cables. When it comes to designing and customizing the layout of workspaces, wireless devices offer expanded flexibility. Most wireless multifunction systems can work within a radius of about 150 feet.

Unmanaged office printing can easily consume up to 3% of annual revenues according to the Gartner group. Therefore, if you are searching for an area to trim your company’s overhead, your print environment is a great place to start. To control and reduce this expense there are a few strategies you can integrate. Consolidate Devices If you look around your office there are probably areas that have a laser printer, a copier and a fax machine sitting right next to each other. This presents a great cost-saving opportunity. Each of these devices has a separate cost of operation that comes from stocking unique supplies, supporting the network, handling repairs and service and electricity. With today’s skyrocketing energy costs, it is possible that it actually costs more to power your devices than it costs to put supplies in the devices! You can combine devices with multifunction systems that print, copy, fax and scan in a single unit. These reliable systems can handle applications from desktops to workgroups to departments. Consolidating devices with multifunction systems could provide instant and long-term cost reduction for your organization. Re-Route Print Jobs Some of your printing devices are less expensive to operate than others. For the most part, high-volume networked systems have a lower operational cost than smaller desktop devices. While desktop devices may be necessary for productivity or privacy reasons, larger print jobs could easily be routed to network devices to reduce costs. New software makes it easy to re-route print jobs automatically. You can assess your basic needs and set routing rules. For example, print jobs over 20 pages could be sent to a networked multifunction system. The end user would simply print their job exactly like they normally would. However, with this software a pop up window would let them know that their job was routed to the workgroup device as a cost-saving strategy. Applying print routing to your organization could create cost savings of 30% or more.

The intellectual property of your business is vital to its continuing success. Therefore, it is important to ensure confidential documents are not susceptible to security breaches. Whether it is a computer virus or a disgruntled former employee, you need to ensure your information is safe from unauthorized viewers. Luckily, with document management systems, it is easy to integrate advanced security features into your current workflows. Electronic Document Management can help protect your documents and increase productivity. If you are unsure if a document management system is right for your business, here are ten things you should know about document security: 1. Document management seeks to prevent data loss from the various kinds of threats to data. Unless a systematic approach is adopted for document security your business could be shut down by a breach of security. 2. Very few businesses can survive a complete loss of business data. Even partial losses can prove extremely serious, especially to smaller businesses. Consider what would happen if you lost all your customer data and invoice records from a computer virus. It can render you unable to recover your fees from credit customers that can equal a few months of sales. Or consider the secret product formula that gives you an edge in the market being stolen. 3. Document security starts with an intricate look at all the risks documents face and the impact of each. A clear view can make upper management aware of the real dangers that can easily occur, and as a result they are more likely to support security-enhancement measures. 4. One of the primary security measures is preventing unauthorized access to documents. Only authorized persons should be able to access each type of data. Access restrictions should be placed both on classes of data and levels of employees and can be integrated easily with the access controls on your multifunction device.

Most multifunction systems today come equipped with advanced access controls. Despite having a large breadth in functions, these controls are actually very easy to use. Plus, by monitoring print usage, you can reduce your costs greatly by supervising usage by department, work group, or even individuals. Access controls work in conjunction with the security features of your multifunction to set up PIN codes or card-access for desired users. By requiring every user to log in to the multifunction, you can get a clear report on how the device is being used. You can also set authorizations based on access groups. For example, you may want your Marketing Department to have access to color printing, but feel it would be unnecessary for the Sales Department. With access controls, you can minimize unnecessary color printing and reduce your costs. Effective print monitoring also allows you to create defaults for certain access groups. You can set print jobs to automatically duplex (two-sided printing) to help save paper. This is a quick and easy solution that will yield instant results.

Are you looking for ways to improve your business? An excellent place to start is by looking at your business processes. Regardless of what industry you are in, paper and digital documents are the vehicles by which information flows through your business. The efficiency of this process can greatly affect the productivity of your office and ultimately, your success. The good news is that new technology can help improve your business by streamlining the flow of information. This process enhancement can make a tremendous impact including the following:

• Increasing Profits
• Enhancing Competitive Advantage
• Improving Customer Service
• Ensuring Regulatory Compliance

This year over 1.2 million office multifunction systems will be installed in the United States and the movement continues to grow. These systems provide printing, copying, faxing, and scanning features in one cost-effective device. The basic logic behind these systems is obvious: it is just practical to combine these similar functions for cost savings and fewer devices to supply. However, some of the largest reasons behind the rapid implementation of these systems extend beyond cost savings. Multifunction devices can merge with document management software to allow process automation and deliver bottom line results.

• Modernized Communication: Multifunction systems email, fax and print together. Scan to email functionality delivers paper documents securely to their recipients as email attachments. Fax routing directs incoming faxes to email addresses.
• Automated Business Processes: Multifunction systems offer a convenient on-ramp to get paper onto a digital network. New capture software provides the technology for information to be read from scanned documents where it can be routed through a pre-defined workflow.

By Marlene Orr, Senior Printer Analyst, June 8, 2010 HP kicked off Internet Week NYC with a news conference broadcast live via the Web. Appropriately, the theme was harnessing the power of the Internet to customize and simplify the printing experience. In his introduction, Vyomesh Joshi (VJ), president of HP’s Imaging and Printing Group, noted that since the advent of Web 2.0, there has been an explosion in the amount of available content on the Web. In fact, HP's research shows that by next year, Internet printing will surpass printing from word processing programs. VJ said that while creating the content has become easier (think of the countless social networking and photo-sharing Web sites), capturing and printing that content has not always been so easy. Addressing the shift last year, HP introduced its first Web-connected printer (the Photosmart Premium All-in-One), which let users download software to the AiO so they could access and print Web content from the control panel. Since then, the company has paid close attention to customer behavior, learning that about 70 percent of users downloaded applications to allow them to capture and print content without turning on their PC.  To keep up with what it says is a growing customer need, HP will Web-connect every new HP printer with a purchase price greater than $99. But it’s not just about the software applications anymore. Cloud printing (untethered/wireless printing, whereby data is sent over the Internet to a selected printer) is nothing new, but HP is taking it to the next level by allowing users to print from mobile devices with no additional software or drivers required. As VJ said, “If you can e-mail it, you can print it.” With ePrint technology, users can print a document by using nothing more than the resident e-mail program on a device to send it to the printer. So, not only can users download apps to access and print content without turning on their PCs, they can now print from mobile devices (like smart phones and tablet PCs) that have traditionally had inherent limitations to printing.