RJ Young leadership and employees celebrated the official presentation of the 2015 South Region Dealer of the Year Award yesterday at the Nashville headquarters and also in all branches located throughout the Southeast. The award  recognizes the dealer’s leadership in selling Lexmark products in the region.

“We strive to find the best products to help our customers be more productive and successful in reaching their business goals,” said Hunter McCarty, Chief Operating Officer of RJ Young. “The support and innovation from top global brands—such as Lexmark—helps us achieve success for our customers and we are proud to be recognized for those efforts.”

McCarty first accepted the award on May 11 at the Lexmark Dealer Meeting held in Ft. Lauderdale, Florida. The award was presented by Mike Johnson, Vice President, North America; Greg Chavers, Director, US Copier Channel Sales; Ron Binkauskas, Vice President & General Manager ISS North America; and Brock Saladin, Vice President & General Manager Global Channel Sales and Marketing.

“RJ Young is an excellent partner for bringing innovative technology to their customers, helping them be successful,” said Mike Johnson, Lexmark Vice President, North America. “Our products are made to increase productivity by providing cost-efficient solutions that adapt to the ever-changing business landscape.”

RJ Young celebrated with an official award presentation, which was streamed live into branch offices across the Southeast where satellite teams also gathered to host local celebrations of the award.

Printing is the largest unreported business expense. Gain visibility of your total print costs to save money and boost your productivity. RJ Young’s Managed Print Services program covers everything but the paper—for one flat fee—including all parts and labor. View the slideshare below to learn more.

The abbreviation of words or phrases can come in handy when you need to repeat the same word or phrase a number of times throughout writing and/or speaking. These words or phrases are typically pronounced as a series of letters or acronym. For example, a Portable Document Format file is often referred to as a PDF

When this happens, do you find yourself getting lost in the lingo? There are some terms used in the office equipment industry you may not be familiar with. A glossary of terms can be very useful, especially terms that reference multifunctional printers. We have taken some of the most common acronyms and spelled them out for your convenience.

No industry is immune to acronyms. Don’t get so buried in the alphabet soup of letters that it sounds like a foreign language. Learn the lingo and be able to efficiently communicate and understand your office equipment.

Kelsey Brewer, Account Representative

Kelsey is passionate about building relationships and understanding new technologies to better herself and her customers’ success. She attended Calhoun Community College and is an Active Ambassador with the Hartselle Area Chamber of Commerce. Kelsey services the Cullman and Morgan County areas and works from the Huntsville, AL office location.

Copiers and multifunctional devices come in a wide variety of sizes, capabilities and prices. Deciding on the best option for your organization is an important decision and investment. You’ve painstakingly combed through features of the various manufacturers for each machine and made the best selection. Now what? Choosing the device is only half of the equation. Most people don’t realize what’s involved after deciding upon your copier is just as important as selecting the device itself. We’ve rounded up some of the top questions asked about purchasing or leasing a copier and answered them below.

Top 5 Questions to Ask Once You’ve Selected a Copier

1. What are the benefits of leasing instead of buying?

Purchasing means just that—you own the equipment outright and it’s yours to keep. As office technology continues to evolve at a rapid pace, equipment can become quickly outdated. Leasing allows for flexibility as your business changes and grows. For maximum flexibility, look for a partner that offers true in-house leasing, which means that company owns the lease to your equipment, this helps ensure that you will have functioning equipment best suited to your changing business needs.

2. How is service and support provided?

Timely, customer-oriented service ensures quick, expert responses for the life of any equipment. You want every aspect of service to be as efficient and customer-oriented as possible, including the technician compensation. Ensure technicians are compensated for your productivity, not for how many problems that you have. Technicians should be top-level certified from the manufacturer. A good technician will have anytime access to manufacturer websites, parts availability, machine histories and call information to make the most of every service visit.

3. Is training provided?

Whether you are looking to set up your new office printer or more complex multifunctional device, proper training and onboarding can help your organization become more productive and effective.  Ensure adequate training is provided to ensure you now how to utilize your equipment to get day-to-day work done more efficiently.

4. How does the invoice/billing process work?

If you’ve chosen to lease equipment, most contracts begin on the date of equipment delivery. Invoices can be monthly, quarterly, semi-annually or annually, depending on the terms of your contract. Readings for overage billings can be requested automatically by email/fax, reconciled on a quarterly basis or by using free software available on networked devices. Most often, many contracts missing meters five days beyond the contract bill date are estimated based on contracted usage, or using service call readings. Invoices are mailed and payments can be made by check, or processed as soon as billing occurs with a credit card or automatic bank draft.

5. What types of guarantees are offered?

You will be shocked by what some companies include in the fine print. If you plan to lease equipment, you owe it to yourself and your company to read the fine print carefully. Beware of third-party lenders and “Hell or High Water” clauses. Before you sign an office equipment lease, ask for a guarantee—in writing—that it is not a “Hell or High Water” lease. If you can’t get this guarantee written into your lease agreement, don’t sign it.

Knowing what to ask your office equipment dealer once the equipment is selected offers peace of mind that you are getting the most for your business dollars and in your office equipment. Look for an office equipment dealer that helps strategically design your office to run efficiently and boost your productivity. 

Kelsey Brewer, Account Representative

Kelsey is passionate about building relationships and understanding new technologies to better herself and her customers’ success. She attended Calhoun Community College and is an Active Ambassador with the Hartselle Area Chamber of Commerce. Kelsey services the Cullman and Morgan County areas and works from the Huntsville, AL office location.

Stacks of bills waiting to be paid no longer sit on your desk like they might have just a few years ago. Today there are emails letting you know when they have arrived as part of a document workflow. Now you can review each one, sign digitally, add electronic sticky notes when needed and approve to be paid. Once you’re finished, the images are gone and you’re off to your next project. All of this was done with digital images as part of a pre-defined workflow process that was paperless, yet started at the Multifunctional Printer (MFP).

 

The printing industry has changed over the last 10-15 years. More importantly, the role of the multifunctional printer (MFP) has changed, starting with its name from copier to MFP. In the early 2000s, the copier really was just that—a copier. It wasn’t until businesses started connecting them to their networks that they became MFPs with users relying on them for printing as well. It was then just a matter of time before people figured out that if you could push printing to the MFP, you could also send scanned documents from it back to the personal computer or network. Suddenly scanned PDF files were everywhere.

 

The evolution of the MFP is really what drove the business community towards document management. With scanning so readily available business owners saw that they could begin digitally filing their paper-based records without the added cost of a dedicated scanner. These early adopters typically tried to emulate their computer file systems by carefully structuring a file system and naming the scanned PDF files. This was great for getting rid of the paper, but as volumes increased, it became quickly apparent that finding these scanned records was not as easy as first thought.

 

A document management solution became the next logical step with many users simply looking for a way to scan, store and retrieve their documents. Nothing fancy, just helps to get rid of the paper while giving a way to put your hands on important information when the time comes. But like most things, technology changes and with it changed the expectations of the business market. More and more, the MFP became less about printing and more about the flow of business information.

 

Quickly document workflow became the driving force and the multifunctional printer not only became the place for documents to be captured, it became the catalyst for triggering a workflow process. In just a few years, paper documents were now being routed to their recipients with notifications of their arrival being sent and rules defining the paths they would take.

 

Most of us can admit that we still love our paper and there are many times we want to print images and flip through the pages as we digest the information. That’s OK—the cost of printing on a MFP is about 10% of what it used to be on a standard printer ten years ago. If the truth were told, we would probably print just as much as we always have since information is so readily available and printing is just plain cheap. The difference is that we just don’t file it any longer, we scan it.

 

It’s only been about 10-12 years since the MFP was just a copier. Today, MFPs are already designed to handle specialty media, like envelopes and labels, easily. Certain MFPs are taking it one step further by turning into a full-functioning mailing center, printing commercial discounted postage directly onto your project—saving you additional time and money. The landscape of a typical office has changed and has never been so smart, or so easy as it is today.

 

The possibilities surrounding a changing business world are exciting and it’s not clear to many exactly where they’ll lead us. What is sure is that where document information is being communicated, it will likely continue to flow through the MFP as an on-ramp to digital information management and productivity.

 

James Walker, Regional Director of Managed IT Services

James oversees the Chattanooga, Nashville and Huntsville markets of our managed IT Services department. In his role he manages service delivery and support of engineers in all regions, does security and compliance auditing, and works with businesses in network design, implementation and troubleshooting. He has been in the technology industry for over 24 years. James is originally from Boston, MA and works out of our Chattanooga office. He joined RJ Young in January 2013 through the acquisition of his previous company, Preferred Computers, Inc.

 

 

 

All companies face challenges when dealing with paperwork, slowing down the flow of business information and productivity. The solution? An electronic document management system can organize and store your documents, eliminating paper-based file systems. However, in order to get the most out of a document management software investment, you need to understand that it’s much more than just digital file storage.

 

An electronic document management system incorporates solutions that enable your business to sustain the competitive advantage you’re looking for. Leveraging the full scope of document management can be concentrated around four solutions that will allow a business of any size to be more efficient, saving time, money and contributing to the overall growth and success of your business.

 

  1. Enterprise Content Management

To fully implement electronic document management, it is important to assess all of your essential strategic business goals. Enterprise Content Management or ECM, provides you with the solution to properly manage your content. Different strategies and tools can be implemented, giving businesses new ways of capturing, archiving, and routing document data. Customizable to meet your company needs and business problems, ECM is the primary component to eliminate inefficient paper processes.

  1. Document Process Mobility

In a business world that is rapidly changing and adapting to new electronic advancements, it is important to make yourself readily available. Electronic document management provides users anytime, anywhere access to your documents through smartphone or tablet devices. Files can be easily located and optimized through any web browser platform. You can also execute workflow commands, continuing the flow of business information, even when you’re not in the office.

  1. Business Process Automation

Replacing paper files with PDFs and digital documents can lead to more than just clearing up the clutter in the office. Business Process Automation is a solution that can make your daily processes cost-efficient, accessible and error free. Automated document workflows enable organizations to manage project tasks more efficiently by attaching business logic to documentation. Document workflows allow for process consistency, productivity level improvements and change in the dynamic of how people work with critical business information.

  1. Capture Workflow

Storing your documents digitally will surely keep everything organized and in one place. But storing them effectively and knowing how to find the necessary data is the key to document management. With an electronic document management system, you can not only name and categorize your documents, but also set up templates with character recognition, extracting critical information from your stored files or searching within them by keyword and phrase. Every business has important emails, faxes, scanned images and other digital records. By integrating existing office equipment—such as printers and scanning devices—you are able to capture and distribute documents and effectively control the flow of information.

While electronic document management is a solution for organizing and storing documents, it is also equipped with powerful and unique tools that streamline process performance. These value-driven solutions enable organizations of all sizes to save time, reduce cost, increase productivity and make collaboration more effective across all business applications. When evaluating document management software and the impact it can have on your organization, consider the full spectrum on how it can take your business to the next level.