With 2020 just around the corner, it is time to eliminate those paper-based processes and move to a digital document management system. Document imaging is the practice of using equipment like scanners to take a picture of information contained in another form (usually paper).
There are many advantages to converting paper to digital files through the use of document imaging software. Document imaging plays a massive role in several critical business functions, including record-keeping, archives, and even risk management.
With the new year right around the corner, forward-thinking businesses are starting to plan for next year. From trade wars to innovative new technology, 2019 was a wakeup call across the business world. Companies are now looking for ways to adapt, survive, and thrive in whatever conditions 2020 may bring. For many, that means reconsidering the technology they are using in their office, particularly their document imaging solutions.
Here are 4 reasons your business should make document imaging a goal for 2020.
4 Reasons to Make Document Imaging a Goal for 2020
Document Imaging software is a cost-effective solution that assists with storing and managing everyday files and digital assets used in business processes. It can transform an office environment into an efficient and secure workplace. Consider making one or all of these a new year’s resolution.
1. Make 2020 the Year of Security
In 2019, the business world saw an extraordinary rise in the amount of cyberattacks. From ransomware to frighteningly clever phishing attacks, enterprise level businesses and small businesses are finally getting the message that it’s time to take security seriously. According to the 2019 Official Annual Cybercrime Report (ACR) businesses fall for ransomware attacks every 14 seconds.
Make 2020 the year of security by improving the safety of office document imaging devices and the data that passes through them. Go a step further by leveraging those devices to enhance the company’s disaster recovery and risk management strategies. Make digital copies of essential business information and keep it stored where it remains secure yet accessible, should the need arise.
For companies feeling particularly proactive, take document security a step further by enlisting the help of a managed service provider, such as RJ Young. Managed Service specialists can find the blind spots in a document management system or print environment.
2. Declutter: Digitize the Office with Backfile Conversion
Backfile conversion is the act of digitizing physical documents using a high-speed document scanner. These devices convert filing cabinets full of documents into digital images that are searchable, collated, and securely stored in the cloud. By converting your physical documents into digital format, it also provides a permanent answer for how to keep the workplace free from clutter.
Most businesses have filing cabinets full of documents that range from resumes from job seekers to bank statements and letters from legal. While companies need to keep these documents, they also take up physical space and represent a weak point in a company’s overall data security plan. Physical documents are easy to lose, steal, and destroy. Backfile conversion helps avoid all of this by creating digital files that are easily organized and available during disaster recovery.
3. Emphasize Data-Driven Decision Making
In the cutthroat business world of the 21st century, the competitive edge often goes to whoever can seize an opportunity first. On a practical level, that means a company needs to have access to its data and information on-demand, at a moment’s notice. There is no time to go searching through filing cabinets trying to find a particular folder or document. Having your business documents organized and indexed makes it easier if you were to get audited.
Data-driven decision making is the way of the future, and soon all businesses will rely on it to guide them forward. With the rise of big data, companies are handling more and more data at an even faster rate. They not only need to sift through, analyze, and store this material, but they also need to be able to use it in a business sense.
Make 2020 a year of data-driven decisions, encourage employees to take advantage of modern tools at their disposal, which document imaging capabilities support. Say goodbye to blind guesses.
4. Reduce Office Paper Usage
Despite shifts toward more digital tools, the average office worker still uses some 10,000 sheets (20 reams) of computer paper each year. Not only does that generate a tremendous amount of waste, but it requires huge amounts of resources, too. It takes an astounding 47 gallons of water to produce a single ream of paper. That’s over half the volume of a standard bathtub.
Reducing paper usage is one of the easiest – and most impactful – ways to mitigate a company’s environmental footprint. From eliminating unnecessary printing to optimizing the digital environment, make 2020 all about getting away from paper-based documents. A company can help save the planet by reducing its paper usage while amplifying its productivity with modern technology.
Improve Business with Better Document Imaging
Document imaging software can transform an office environment into an efficient and secure workplace. It also plays the role of a security guard in business processes. From capturing incoming documents to assisting with risk management and disaster recovery, having the right technology sets an office up for success. As the year draws to a close, get up to speed with the latest document imaging technology from RJ Young, and discover how it supports and streamlines the company’s document management solutions.
RJ Young is a proud provider of office productivity solutions. Whether you need hardware or software for your document needs, we’ll help you put a strong foot forward at the start of 2020.
Contact RJ Young today to learn more.
About Yalobusha General Hospital and Nursing Home
Yalobusha General Hospital and Nursing Home has been serving its community since 1962. Located in Yalobusha County, Mississippi, Yalobusha General offers a wide variety of healthcare services ranging from radiology and general practice to adult day services and long-term care. RJ Young partnered with Yalobusha General Hospital to implement healthcare Managed Print Services for their specific needs.
RJ Young provides Yalobusha General Hospital with Managed Print Services to ensure their organization operates at peak efficiency. Through their partnership, RJ Young has helped Yalobusha General further its mission of “Neighbors Caring for Neighbors” in Yalobusha County.
Working with RJ Young has made printing easier.Eric Olsen, Yalobusha General Hospital’s IT Hardware Specialist
Identifying The Problem
Areas of Improvement
Yalobusha General struggled with workplace inefficiency due to problems associated with their printing equipment and supplies. Prior to working with RJ Young, Yalobusha General’s IT Hardware Specialist spent nearly half of his day troubleshooting printer problems. Clearing printer jams, replacing ink and toner, and handling regular daily maintenance prevented him from allocating his time to major projects that could benefit the hospital’s staff and patients.
Printer toner contributed to another pain point for Yalobusha General. Multiple types of printing devices were located throughout the facility and they required a variety of toner cartridges. Each time a cartridge would begin running low, Yalobusha General’s Purchasing department would spend time identifying the correct type of toner needed for the printer, comparing toner prices from vendors, and placing and processing the order. This eventually led to large amounts of storage being dedicated solely to toner and a monthly toner cost of $1,600.
Creating A Solution
Creating a Managed Print Services Strategy
RJ Young recommended Managed Print Services to Yalobusha General to improve their workplace efficiency and productivity. This service provided Yalobusha General with equipment, supplies, service, and repairs for one fixed-monthly fee.
How RJ Young Implemented the Strategy
Today, Yalobusha General is able to better allocate its resources to tasks and projects that help them grow and better serve their patients due to RJ Young’s Managed Print Services. The services and repairs included in Yalobusha General’s fixed-monthly payment allowed their IT Hardware Specialist to regain the time he spent on troubleshooting printers and use it on more important work like keeping Yalobusha General’s systems up and running.
The Purchasing department no longer needs to identify toner cartridges and compare their costs across vendors. They simply type in the equipment ID of the printer that needs toner into RJ Young’s online customer portal and the experts at RJ Young immediately send them the correct cartridge. The quick replenishment of toner meant that Yalobusha General was able to regain the space originally held for toner reserves.
In addition to the time that RJ Young’s services save Yalobusha General, they also save money. RJ Young’s Managed Print Services enabled Yalobusha General to minimize its costs and spend $1,100 each month for both supplies and services. After working with RJ Young, Yalobusha General Hospital is able to allocate the time and money they save into providing superior care to their patients.
Learn More About the Case Study: Healthcare Managed Print Services Featuring Yalobusha
Contact an expert at RJ Young today to learn how Managed Print Services can help your organization.
Check out RJ Young’s other Customer Case Studies and Testimonials.
Jacksonville, Florida Businesses Equipment Purchases Lead to $4k Donation
RJ Young Jacksonville is proud to donate $4,000 to the Wounded Warrior Project. Through the purchases of RJ Young equipment, donations were made in the name of Jacksonville businesses to the project.
RJ Young is not only committed to providing businesses with the right tools, but they also take great pride in investing locally. As part of their core values, they are committed to investing resources back into the communities they serve.
“Part of our mission at RJ Young is to partner with non-profits to help make a direct impact. I am proud of our business partners in Jacksonville for contributing to the Wounded Warrior Project.”Chip Crunk, President and CEO of RJ Young
The money raised will help veterans and service members who incurred a physical or mental injury, illness, or wound while serving in the military on or after September 11, 2001.
Find out more about the Wounded Warrior Project Jacksonville.
About RJ Young
RJ Young is the largest, privately-held dealer in the Southeast and one of the largest in the nation, specializing in managed IT services, document management solutions, managed print services, remote support, remote monitoring, fulfillment services, and office imaging for small to enterprise level businesses. Headquartered in Nashville, Tennessee, RJ Young has been partnering with businesses since 1955 and has over 650 employees in over 30 sales and service locations across nine states. Under the corporate tagline “Your productivity is our mission,” RJ Young helps modern professionals become more successful in their businesses with solutions to securely manage paper and digital information and empowers businesses with leading printing technologies. Learn more about RJ Young.
Edited article from Sophos.com
Cybercrime is an enormous industry. And when there’s that much money involved, criminals are motivated to invest substantial time and money in ripping people off. When they’re ripping off businesses, non-profit organizations, and government agencies, they’re driving up costs for everything we all buy and do. And, of course, millions of ordinary people have been victimized directly by cybercrime – whether it takes the form of ransomware, phishing attacks that compromise their financial accounts, or criminals hijacking their computer’s power to “mine” cryptocurrency. This is where the importance of Cyber security comes into play.
Since there’s still no single reliable source of data on global cybercrime IT security trends, it’s difficult to know just how immense the losses are. But they are unquestionably massive. Two reputable estimates will make the point. In 2018, partnering with a security vendor, the nonprofit researcher Center for Strategic and International Studies (CSIS) estimated the overall cost of cybercrime at $600 billion. That would make cybercrime the third largest type of crime after government corruption and narcotics trafficking.
If CSIS’s figure is correct, this represents 0.8% of global GDP: a pretty sizable tax on all of us. But an even higher number comes from the global consulting firm Accenture, which recently told business leaders that cyberattacks will place $6.2 trillion in economic value at risk over the next five years. For the world’s largest 2,000 companies, that translates into 2.8% of revenues – and in some industries, it’s much higher.
The criminals still use off-the-shelf malware. And there’s plenty of it out there: phishing kits, loaders, customizable infected Microsoft Office files, trojans, keyloggers, zero-day exploits, ransomware-as-a-service offerings, and more. (Deloitte’s December 2018 survey found that it’s still technically possible to start your own cybercrime business for under $40 a month, using tools they can buy or rent in a large global online black market.) But the most effective criminals are complementing off-the-shelf tools with sophisticated manual hacking techniques that were previously used primarily for industrial or government espionage or sabotage.
In Sophos’s 2019 Annual Threat Report they found that cybercriminals are also becoming more sophisticated about “living off the land” – using tools and resources they find on the devices they attack. Most often, those devices are running Windows, which includes high-powered administrative and management tools such as PowerShell, WMI, and the Windows Scripting Host. Often, attackers trigger complex chains of scripts that operate in multiple Windows processes and leave few traces. This means defenders can’t rely on traditional methods – so Sophos Intercept X relies on machine learning to recognize when a computer’s behaving anomalously, even if it’s using Windows’ own components to do so.
As machine learning grows more ubiquitous, of course, everyone will have to respond to cybercriminals who’ll also use it. Some researchers believe machine learning will help criminals discover more zero-day attacks that don’t yet have defenses against them, create more convincing personalized phishing attacks, discover users’ passwords more effectively, and evolve botnets in ways that are harder to counter.
It’s easy to imagine that all the news is bad. However, not everyone sees it that way. Criminals have been forced to jump through more hoops because defenses have been improved. More than half of websites and 80% of network traffic is now encrypted – and that’s major progress. Best of all, even today, many of the basics still go a long way towards keeping individuals safe through cyber security. That means: keep your systems updated and patched, use sophisticated security software, don’t share personal information with strangers, and don’t click where you should not.
RJ Young Provides Cyber Security & Enterprise Level IT Support
RJ Young’s Enterprise Level IT Support can protect businesses from new threats while allowing them to embrace new technologies at the same time.
To learn more about cybercrime, cyber security and Managed IT Services contact RJ Young.
Birmingham Businesses Equipment Purchases Lead to $5,250 Donation
RJ Young Birmingham is proud to donate $5,250 to Children’s of Alabama.Through the purchases of RJ Young equipment, donations were made in the name of Birmingham businesses to the hospital.
As part of their core values, RJ Young is committed to investing resources back into the communities they serve.
“We take great pride in investing locally. Thank you to the business partners in Birmingham for contributing to Children’s of Alabama.”Chip Crunk, President and CEO of RJ Young
The money raised will go to Children’s of Alabama whose mission is to provide the finest pediatric health services to all children in an environment that fosters excellence in research and medical education. In 2018, Children’s provided care for youngsters from every county in Alabama, 42 other states, and seven foreign countries. It is one of the largest pediatric medical facilities in the country.
To make your own donation or learn more visit the Children’s of Alabama Birmingham website.
About RJ Young
RJ Young is the largest, privately-held dealer in the Southeast and one of the largest in the nation, specializing in managed IT services, document management solutions, managed print services, remote support, remote monitoring, fulfillment services, and office imaging for small to enterprise-level businesses. Headquartered in Nashville, Tennessee, RJ Young has been partnering with businesses since 1955 and has over 650 employees in over 30 sales and service locations across nine states. Under the corporate tagline “Your productivity is our mission,” RJ Young helps modern professionals become more successful in their businesses with solutions to securely manage paper and digital information and empowers businesses with leading printing technologies. Learn more about RJ Young.
When it comes to data, enterprise-level businesses have unique needs and challenges. With multiple departments and often various offices, the usual tools will not work. Instead, these companies require a special class of information management tools known as electronic content management (ECM) software.
ECM software is a must-have for enterprise businesses, and RJ Young has recently partnered with a premier provider, Hyland, for such tools.
What Is OnBase?
OnBase by Hyland is an integrated information management solution that replaces the constellation of applications and software most businesses rely on to conduct their business, by putting all core business systems, content, and cases into one platform. OnBase helps to simplify and centralize the modern workplace.
Designed for enterprise-level businesses, OnBase is more than merely enterprise content management software. It seamlessly integrates everyday systems used by financial, government, healthcare, higher education, human resources, insurance, and legal organizations. This creates a data-driven environment with real-time access to the right information by the right people, at the right place and time.
To accomplish all of this, OnBase has four key elements. These include:
1. Workflow Automation
Using business process management software, OnBase automates workflow processes and helps manage the most critical business content. By automating rule-based decisions, it eliminates repetitive tasks and reduces the chance of user error during input. This includes making sure that documents and information get delivered to the right person, and verifying that approval processes are carried out correctly and in a timely manner.
2. Case Management
Employees in the legal and healthcare industries can take advantage of the compelling case management capabilities, which centralize and organize information for cases or to manage projects. By putting all data into one area, it makes it easier to investigate, record, analyze, and provide service to the people who matter most – patients and clients.
3. Content Management
Data accessibility is one of the defining features of a competitive business. By making data accessible with the right credentials at any time and place, OnBase helps companies enjoy state of the art security with unbridled accessibility to make meaningful data-driven decisions.
4. Web Portals/Web Forms
With the user experience gaining such importance, having organized and professional forms prevents frustration and keeps information flowing. Make sure that employees and customers always have access to the information they need. The web portals and web forms function allow companies to build an easy-to-navigate library to help get documents and forms into a customer’s hands quickly.
Why Enterprise Businesses Need ECM Software
ECM software is a valuable tool for enterprise-level businesses. These powerful platforms help such companies keep track of the array of data, forms, and tools they need to function every day.
Some of the benefits of ECM software for enterprise businesses include:
- Centralized information. Large companies deal with mass amounts of critical information, and this can prove incredibly valuable in terms of the data which the company can extract. Utilizing this information, however, is much easier when it is all located in one place rather than many discrete systems.
- Reduced expenses. An ECM encourages a company towards digital solutions, helping to reduce operating expenses over time. Whether an enterprise business prints less, loses fewer documents, or leverages more cloud solutions, reduced costs help keep a company lean and competitive.
- Enhanced efficiency. Paper processes are slow. In the fast-paced business world of the 21st century, relying on them is no longer realistic. ECM software helps employees access the information they need, when and where they need it.
- Better customer service. OnBase was built with the customer experience in mind. From web portals to more organized records, it is easier than ever to help customers get the information they desire.
- Improved risk management. An ECM like OnBase puts all of a business’s information onto one platform and makes it easier to keep that data secure. By leveraging cloud solutions for data storage, ECM software ensures that a company is up to speed as quickly as possible following a disaster.
- Tighter document version control. A large company with multiple teams may find itself confused about which documents represent the most up-to-date version. ECM software eliminates this problem by keeping track of who makes changes, where, when, and why.
RJ Young Has Partnered With Hyland for Enterprise ECM Solutions
ECM software represents an invaluable tool for companies that handle massive amounts of documents and data. Enterprise-level businesses, in particular, can take advantage of these powerful suites. RJ Young has partnered with Hyland to bring OnBase to customers with the most robust information management needs. Enjoy a holistic, integrated environment that streamlines operations, improves security, and keeps the information ecosystem visible at all times.
RJ Young has proudly partnered with Hyland to bring OnBase to enterprise-level business customers. Start a conversation today to discover if this powerful software is right for your company.
RJ Young is pleased to announce the grand opening of their corporate headquarters located in Nashville, Tennessee. RJ Young’s growth over the last five years, combined with recent technology, rapid growth within the IT space, and equipment investments, necessitated the move. The 177,522 square foot facility is now home to all 273 local employees.
RJ Young opened their doors in Nashville in 1955. Over the years they acquired other properties in the area and sold them to purchase the space in Nashville’s Metro Center.
To celebrate the opening of its new headquarters, RJ Young held a Grand Opening celebration on December 3. Customers, staff, leadership, vendors, Nashville District 2 Councilwoman Kyonzté Toombs, and Tennessee Governor Bill Lee attended the celebration.
The Nashville Chamber held a ribbon cutting ceremony where President and CEO, Chip Crunk, and Nashville Chamber Chief Growth Officer, Stephanie Coleman, spoke.
“We are proud to invest in this facility so that we may better serve our customers. As RJ Young continues to grow, we will always do so with a customer-centric mindset.”President and CEO, Chip Crunk
Guests enjoyed a festive celebration with holiday movies, ornament decorating, food and beverages, and a tour of the new facility.
View all photos from RJ Young’s Grand Opening Nashville HERE.
About RJ Young
RJ Young is the largest, privately held dealer in the Southeast and one of the largest in the nation, specializing in managed IT services, document management solutions, managed print services, remote support, remote monitoring, fulfillment services, and office imaging for small to enterprise level businesses. Headquartered in Nashville, Tennessee, RJ Young has been partnering with businesses since 1955 and has over 650 employees in over 30 sales and service locations across nine states. Under the corporate tagline “Your productivity is our mission,” RJ Young helps modern professionals become more successful in their businesses with solutions to securely manage paper and digital information and empowers businesses with leading printing technologies. Learn more about RJ Young.