Have you thrown away large quantities of outdated printed materials? Or have your printed materials been used long after their expiration date, just to reduce waste? If so, you are not alone. Historically, businesses have been required to print large quantities of business and marketing materials to achieve high quality color and print on specialty media. Thanks to continued innovation in digital printing, those days are going…going…well, gone.
The RICOH® Pro C7100 series of digital printers are one family of digital printers that have changed the landscape of print with its innovative five-color printing and incredible versatility. Differentiate messaging with clear or white toner in addition to CMYK to highlight point-of-purchase displays, business cards, menus, oversized prints and more. When printing on darker paper stocks, highlight the entire document, selected images or specific text with the clear coating to help messages stand out. Or, use the white toner capability by printing on clear media such as window clings or dark substrates.
Thanks to the RICOH® Pro C7100 series, more print jobs are able to be printed on demand, stay in-house and many different types of print jobs are being finished in less time, which costs less and uses fewer resources. In addition to its ingenious capabilities, here are two environmental benefits of the RICOH® Pro C7100 series:
Reduce and prevent waste
In today’s world change is ever-present. Digital printing is the ideal technology for small-run print jobs and the RICOH® Pro C7100S series allows for quality, lightening speed printing at 90 color pages per minute. While digital printing still requires the use of paper materials, it typically uses much less paper than traditional offset printing. Offset printers have arduous setups and constant running waste. Eliminate cost of plate changes and excessive paper waste, digital printing also helps to keep your branding current and gives the flexibility for unique messaging.
Use less energy
Minimize energy consumption and reduce your total cost of ownership by taking advantage of its one-pass duplex scanning to save steps and paper. Save on operating costs for a machine this size because it is certified with the latest ENERGY STAR™ specifications. In addition, it qualifies at the Silver level for EPEAT® (Electronic Product Environmental Assessment Tool)—a global environmental rating system for electronic products, so it’s included in green manufacturing initiatives designed to consume less energy and protect the environment.
The RICOH® Pro C7100S series of digital printers makes the choice easy when choosing to go with print.
Patrick Collins, Print Production Specialist
Patrick has been in the document printing industry more than 22 years. As with all his clients, he completes discovery and shows them how a partnership with RJ Young can have long term benefits to their organization. Patrick covers the Gulf Coast territory and works out of our Gulfport, MS office.
Almost every business handles paperwork—from invoices, to forms, even contracts. As your business continues to grow, paperwork starts to pile up, slowing down the flow of business information and productivity. This in return, creates storage and retrieval issues, increases costs and ineffective collaboration between workers. These are challenges that any business can face, especially in areas like human resources, accounting, or any other paper-reliant department. The solution is simple. Eliminate business inefficiencies in your organization today by implementing an easy to use digital storage method.
An electronic document management system can provide companies of any size with the tools designed to increase efficiency, leaving your business a step ahead in the competitive market. With all of your business critical documents in one central location, the entire company gains immediate benefits.
Here are three reasons why every business needs document management:
1. Increase Productivity
Focus more on the business and less on the paperwork. Electronic document management systems provide a digital alternative to paper-based workflow, instantly boosting productivity. To start, it can give business owners a look into the daily processes of each department, providing decisions makers with information on where operations are struggling. Electronic document management also improves customer service by creating a filing system where records can be found instantly.
2. Business Continuity
There’s no telling what tomorrow will bring. That’s why having an effective backup and recovery strategy is essential to any business, regardless of size or industry. Hidden through multiple levels of robust security, an electronic document management system provides that safety net companies are looking for. It can keep years’ worth of information in an additional off-site location, which is automatically updated and secure from natural disaster or theft situations. Backups can also be performed frequently to ensure all new information is secure for a worry-free recovery process.
3. Effective Collaboration
Document sharing and collaboration is made simple with electronic document management. Electronic document management systems ensure that every document gets to where it needs to be and that the wrong people don’t see it. Users can track who has viewed or modified records through a live audit trail. Users can also access business documents from any mobile device, creating stress-free retrieval and providing the option to work out of office while still collaborating with colleagues, customers or partners.
Electronic document management makes it easy for businesses to store and access files from a single, centralized location. Implementing an electronic document management system will not only save paper, time and money but it enables users to focus on the work that really matters.
David Porterfield, Document Management Software & Print Management Specialist
David represents multiple document management and advanced scanning software solutions. He has over 20 years of direct sales and leadership experience. David earned his Masters of Business Administration from Nichols College and works in our Tallahassee, Florida office.
Did you know the average worker produces 10,000 sheets of paper each year? Living in a world of increasingly wireless networks and connected devices—from laptops to tablets, to smartphones and even smartwatches—many organizations, big to small, are surprisingly still dependent upon paper, including the technology and energy required to produce paper documents.
As we approach Earth Day, the day set aside each year to show support for environmental protection, worldwide, we want to share 5 tips to help you reduce the consumption of energy and materials required to produce paper documents.
1. Install a Managed Print Services Program
Many offices continue to operate with a fleet of single function devices such as printers, scanners or fax machines. Most often, these single-function devices can be replaced with multi-functional, or all-in-one, devices that print, scan and send/receive faxes.
2. Mandate Efficient Print Settings
Most modern multi-functional devices are equipped with control mechanisms, or are can be updated with software, to mandate efficient printing settings such as forced black and white printing, draft quality printing and two-sided printing. These print settings can immediately reduce the amount of consumables used to print documents.
3. Reduce Abandoned Prints with Secure Print Release
Statistics have shown that over 40% of printing is unnecessary, which is supported by other reports that one-in-five print outs is never picked up, left abandoned—which can also lead to compliance issues (but that’s another blog topic). Simple software installations that require a badge-swipe or code entry to release print jobs can reduce abandoned prints and wasted printing.
4. Implement Document Management
Electronic storage and retrieval of information is the ideal strategy to help reduce consumables and energy related to printing. Most office technology companies can assist in designing and implementing an effective document management strategy to ensure documents are stored, backed-up and easy to retrieve digitally.
5. Select Energy Efficient Equipment
Today’s office equipment, like most technology, continually improves to consume less energy, go to sleep when not in use for set periods of time and other features to help reduce your energy consumption. If your multifunctional devices are a bit aged, upgrade to save on energy costs.
Going green in your office is easier than you think. Your local office technology dealer can help you select the most energy and cost efficient equipment and software for your business.
Chastity Fox, Director of Advertising & Marketing
Chastity has more than 15 years of experience developing strategies, tactics and executing projects to help businesses grow. She is a digital marketing and technology enthusiast, leveraging this to boost productivity and move businesses forward. A graduate of MTSU (and also completed coursework at NYU), Chastity is a Tennessee native. She resides in Leiper’s Fork, a small town in Williamson County, Tennessee with husband, Brent, and Golden Retriever, Duke.
Keeping records straight is not just good business practice – it is critical to maintaining a productive, functioning company. Having a proper record management system is the foundation which supports business intelligence and the ability to make data-driven decisions which alter the bottom line. However, with businesses seeing more and more data – such as paper-based documents and digital records – flowing through their core, keeping track of it all is a full-time job.
Fortunately, a robust document management strategy provides the exact tools needed to keep record management streamlined and in control. Here are five ways to make an organization’s document management processes more effective to drive long-term productivity and success.
5 Ways to Make a Document Management System More Efficient
Document management solutions rely heavily on workflows to deliver the correct data to the right places. Due to the various ways this can be done, users should consider making records management processes more effective by analyzing it in the context of a document’s life cycle. Here are five ways to make that happen.
1. Leverage Automation to Identify Important Information
Not all documents are records. Depending on the business, documents such as rough drafts and duplicates would not require the same storage and information management. Likewise, it may be time-consuming and impractical to read through every document for necessary information manually. It’s essential to leverage automation, such as keyword scanners or auto-detection, to identify critical documents and clearly define what document information is important and what constitutes as a record.
2. Integrate Devices to Assist with Document Capture
There are many different methods of collecting document information and records because there are various document sources (scanners, mobile devices, multifunction printers/copiers, etc). Many offices today rely on ultra-efficient multifunction printers which are capable of performing numerous actions on the same device. Likewise, these devices typically come with software to integrate the printer with the rest of the office workflow.
Take advantage of this, because it enables powerful abilities such as the automatic transmission of a scanned file to electronic storage, or the creation of a fax from an email which was just received. Captured documents, which are quickly sent from one part of the office to another, are much easier for the right people to access at the right moments to make decisions. Electronic storage will help safeguard your paper documents against environmental disaster and facilitate efficient retrieval of documents, unlike documents stored in numerous filing cabinets.
3. Apply Standardization and Archival Strategies for Easy Retrieval
Finding documents that lack a records management system is similar to “finding a needle in a haystack.” However, having electronic document storage does not guarantee that users will be able to find critical information quickly. With electronic document storage processes in place, it makes sharing document information between multiple users, collaborating on documents, and tracking change history possible. To get the most out of archival and document storage, implement the following strategies:
- Introduce a standardized system for naming files. It will make it easier to understand the general contents of a file based on its name, and standardized file names assist with other forms of business process automation.
- Apply a categorization system across the board. Keep everyone on the same page with where files should go, how, and in what order.
- Clearly define processes and archival access policies to enhance security. The more hands which touch the archives, the more likely they will fall into disarray. Define processes and key points through which documents must pass (to be placed into or removed from) the archives. Files can be digitized and password protected to ensure that only authorized individuals have access to them.
4. Implement Tools Which Foster Collaboration
Document circulation processes typically require inputs, reviews, updates, comments, approvals, or other forms of acknowledgment from different parties or people. When this happens manually, it becomes easier for a jumble of document versions and lines of communication to confuse and frustrate users.
Conversely, a digitized collaboration platform which integrates with other document processes helps keep everyone in one place. Tools such as the cloud-based Google Docs, allow for simultaneous editing of digital records by multiple parties without the creation of extra copies. This ensures that the document stays firmly inside the extensive office workflow to keep everything efficient.
5. Ensure the Safe Disposal of Unneeded Documents
Stray documents cause digital and paper-based clutter while introducing security risks. However, with more documents existing in this digital world, it is not as easy as merely shredding unnecessary pieces of paper. Likewise, the destruction of records does not always mean destroying or deleting them entirely if the wrong procedures are used. Strategically archiving documents is key to controlling costs, maintaining efficiency, and enhancing security. Maximize your IT resources by determining which documents need to be safely destroyed, verses those which need to be archived. This plan will ensure employees do not need to dig through files to find the correct piece of information.
Efficient Record Management Boosts Productivity
Efficient record management is one of the best ways to increase the productivity of an office. When the document life cycle is streamlined and efficient, employees spend less time searching and managing documents and more time on high-value activities which drive long-term business.
Looking to learn more on how efficient document management software can help your business? Contact an RJ Young document process expert today to start a conversation.