Is your print volume picking up, therefore forcing you to outsource your company’s print jobs more frequently? There will come a point where your business must evaluate if your printing needs are being taken care of in the most cost-effective way. If you feel like there may be room for improvement; it might be time to consider bringing your print production in-house. 

At one point, only major organizations within specific industries could afford printing presses and professional print production tools. However, advances in printing technology, and clever innovations by manufacturers have resulted in robust, cost-effective printing technology becoming available for an array of businesses. It is leading some to consider the advantages of bringing their print production in-house rather than continuing to outsource vital jobs to a local printing company.

Read on to learn how an in-house production printer can make your job much easier, while allowing you to create more effective, impactful pieces for your business and helping to keep an eye on your bottom line.

5 Reasons Offices Should Invest in Print Production

Many organizations are familiar with their reliable, versatile, multifunction printer (MFP). While fantastic for efficiently printing off everyday office documents, many offices need more printing power than what an MFP can offer. These offices typically outsource their printing to professionals with the adequate machinery for the job.

However, as print production technology becomes more accessible, organizations are weighing the benefits of bringing advanced printing capabilities into the office. Some of the advantages include:

1. Accessible, On-Demand Printing

Outsourcing can make certain print jobs more accessible to companies that cannot invest in their own advanced machines. For others, outsourcing print jobs can limit the amount of printing due to cost.

A dedicated, in-house production printer is much more accessible for a company that prints large volumes or speciality projects. In addition to saving on costs, such as rush fees or surcharges, in-house printing means that a company can enjoy:

  • Drafts, mockups, and sample creation before final publication
  • Quick turnaround on printed materials for projects
  • Print what you need, when you need it – reducing excess inventory and saving office space for printed materials
  • Advanced variable data printing that might otherwise be easy to get wrong by a third party
    • VDP offers targeted messaging to prospects through the use of names, locations, logos, etc. Easily personalize your marketing pieces – the targeting options are endless!
  • Print reoccurring/on-going jobs with ease (E.g. printing large quantities of employee handbooks each year)

Keep in mind when purchasing a production machine; you will need the manpower to operate the machine — whether that be to train your staff or hire a specific technician to operate the device. When purchasing a piece of production equipment from RJ Young, they will offer free access to their Production Analysts who can train you or your team on how to use the device for as long as you are under contract.

2. More Creative Printing Options & Technology Improvements

With an in-house printer, an office is empowered to do more with their printing process. From an increased selection of paper types to advanced finishing options (cutting, creasing, binding, and booklets) and experimental inks, a company can use these options to express the creativity and uniqueness that drives their brand. Traditional MFPs limit your choice of paper, excluding options that get stuck in the machine, like card stock or glossy paper.

Previously, companies had to rely on outsourcing print jobs that required binding, finishing, or high quality pieces printed on heavy paper stock. Due to the latest digital print production equipment and software, that has all changed. Businesses who bring print production in-house can print all kinds of off-set quality pieces themselves.

3. Save Time & Reduce Printing Costs

The beauty of an in-house production print device is that you can have printed materials almost instantly and have the freedom to print any size without increasing the cost per piece.

In most cases, to get a lower price per page, you often have to order a larger quantity. Unfortunately, most of the time, you find out only a few months later that this piece needs to be updated, but you still have hundreds of thousands of copies that are now out of date. Not to mention those extra pieces take up storage space and eventually get thrown away. Never run into a situation where you have a ‘last minute change’ after the piece has already been sent to the print shop causing you to have to re-order and pay double. 

By bringing printing in-house you have the capability to print at any time with your own printing process and equipment. A quick turnaround is easily attainable making missing deadlines a thing of the past.

Benefits include:

  • Only printing what you need, when you need it
  • Produce same day materials
  • No mark-ups and processing fees
  • No shipping costs
  • Reduce labor costs and streamline your options to save time

4. Improved Quality Control of Print Jobs

Another significant benefit of bringing print production in-house includes the increased level of control that an organization has over its print jobs. This is important from a branding perspective; where getting the font or color wrong may result in materials that do not match. A print job may involve highly specific details such as variable data and multiple versions of the same design or document, or precise PMS color matching.

In many outsourced printing cases, you only see an emailed digital proof of your piece (unless you request a physical proof, but that could take a day or so to receive) and do not get to see the final product until it arrives at your office. By having in-house print production, you can verify an actual printed proof before going ahead with the entire print run.

While a professional press operator is skilled at following precise instructions, taking the job out of the house adds another layer of complexity to the process. Therefore, companies with ultra-specific print jobs typically benefit from the improved control that an in-house production printer delivers.

5. Enhanced Print Production Security & Compliance

If you are in a regulated industry you need to have absolute control over your documents in order to stay compliant and protect sensitive information. Although professional printing companies take the security of their clients very seriously, for some companies, that may not be enough. Failing to comply with privacy regulations such as HIPAA and Sarbanes-Oxley can result in pricey fines for your business.

Professional service industries, including law, finance, and healthcare, should be more cautious than others when it comes to secure printing; due to the fact that they print documents containing sensitive or private data. 

By bringing print production in-house, there is less of a chance of sensitive data getting leaked. Keep sensitive documents from going astray with an in-house production machine.

Find the Ideal Production Printer with RJ Young

Print production has never been more accessible for a wide range of industries and organizations. Many offices are choosing to invest in an advanced printer to bring certain types of print jobs back into the office. There are many advantages to doing so, from increased accessibility to better print security. RJ Young offers in-house leasing and flexible monthly payment options for any and all equipment to help meet your specific needs. Before shopping for a production printer or any office equipment, make sure to connect with the experts at RJ Young.

RJ Young is a leading office technology solutions provider. Start a conversation with a printing expert now.

Bringing Print Production In-House is Not the Right Solution For Everyone

There are many benefits to bringing your print production in-house, but there are also situations where it may be smarter and more cost-effective to outsource a print job. RJ Young also offers Outsourced Printing Services.

Whether you are looking to outsource a large or specialty print job, or something smaller, the specialists at RJ Young have printing solutions for every conceivable need. A combination of in-house and outsourced printing may fit your needs best — learn more about Outsourced Print Production.

Type into Google small business IT services near me and what will appear might seem overwhelming. Across many of the largest tech hubs of the South – Chattanooga, Nashville, Birmingham, and Huntsville – dozens of IT service providers are springing up to meet the growing need for managed IT services among businesses of all sizes.

In any given area, a mix of local and national providers are ready to provide their services. Many are excellent, with demonstrated expertise and a reputation for reliability.

The Small Business IT Dilemma

Startups and small businesses have a lot to balance when they first launch their business. From identifying the best platforms for their products or services to setting up the office internet, countless details exist that need to be addressed. However, small business owners face unique challenges when it comes to finding the right service provider and IT tools to support their company.

Many of the obstacles to overcome include:

Technology Needs and the Existing Budget

Small and medium businesses may have very limited budgets, which places them at a disadvantage when constructing their internal business processes. Having an organized, secure, and efficient office or workspace empowers a business to reach its goals more effectively.

However, acquiring the tools and devices needed to create that space – such as printers, printing supplies, servers, routers, or security software – can be difficult due to their upfront costs. Therefore, a very small business with a limited operating budget may struggle to access the technology they need to conduct business processes such as printing, managing documents, or developing information technology infrastructure.

By switching to a Managed IT Services provider, such as RJ Young, companies reduce infrastructure costs in a number of different ways. The provider takes control of your infrastructure, allowing you to downsize the amount you have on-site by using their data centers. You not only save money on the cost of the hardware, but you also save on the energy it uses and the space required to house it.

Hidden Expenses and Surprise Bills

Surprise bills are a fact of life, but for a small business, they can prove burdensome. Hidden expenses frequently come up in the office in areas such as the print environment or when discovering that a software requires a specific subscription to unlock certain business features (or even to be used commercially at all).

Likewise, a sudden computer repair or the need to hire third-party support services to solve a complicated problem can rapidly incur bills that jeopardize the operating budget and the bottom line.

However, most managed IT providers offer set monthly costs. This means companies will pay the same amount each month regardless of how much technical support they need. This also helps to keep organizations within their budget.

A Lack of Expertise Creating Detrimental Security Threats

Many business owners start their companies because they are experts in what they do. However, that expertise does not always translate to critical business assets such as cybersecurity, firewall security, or IT infrastructure. Unfortunately, a lack of working knowledge in those areas can (and will) create an extremely dangerous situation for a company.

Many small businesses cannot afford to hire full-time IT specialists to manage their network. Therefore, they settle for someone in another department who may have some IT knowledge. Not having an expert who can solve serious IT problems and get your business back on track quickly can create larger issues such as loss of or damage of business data, loss of customer trust, damaging reputation and long-lasting financial repercussions. With that being said, a cyber security breach can have a detrimental impact on your business which is why it’s important to have an IT expert available who can get you back on track quickly.

Statistics show that hackers bet on startups and small businesses to lack expertise in cybersecurity. In 2019, small businesses experienced 43% of all cyberattacks, costing as much as $200,000 per incident – much more than the cost of outsourcing your small business IT services.  

How Small Business IT Services Near You Support Business Growth

Startups and small businesses located in the tech hubs of the South (Nashville, Chattanooga, Huntsville, and now Birmingham) exist within an environment ripe with opportunity and technologically savvy competitors. Functioning IT infrastructure isn’t an advantage; it’s a necessity. That’s why many small businesses turn to managed IT services; outsourcing IT support can provide small businesses with the IT professionals and IT tools needed to succeed.

When it comes to small business IT services, choosing local has major advantages particularly in areas known for their technological startup ecosystems.

Major advantages include:

  • Services by professionals who know the community: Familiarity with the demographics of the community can prove advantageous when it comes to outsourcing IT services. Whether it is recommending local resources (such as Chattanooga’s Innovation District grants for small businesses) or making local referrals to other services, working with a local provider creates a richer customer experience.
  • Access to experts during “normal” business hours: Trying to contact a provider in another time zone can prove frustrating if the issue is urgent, especially if the problem requires an in-person service visit. In contrast, a managed service provider located in the same city or region means better access to services or guidance when needed.

Next Time You Need Nearby Local IT Services, Remember RJ Young

Consumers overwhelmingly prefer local services – that’s why Google now includes an option to search “near me.” Small business IT services are one example of a professional service with unique benefits for their customers. A local service provider can deliver enhanced customer service due to better knowledge of the community, provide access to experts during “normal” business hours and take advantage of savings due to the proximity of its customers.

RJ Young is an experienced managed IT services provider thrilled to work with small businesses across the southeastern United States. Choose local and reap the benefits of the community. RJ Young can help companies within countless miles of any of their 30 locations across nine states.

Contact RJ Young now or visit a local office nearby to learn more about small business IT services to help your organization succeed.

Many people associate their document management system with business processes and enhancing office productivity. While they are correct, document management also serves another vital function: disaster recovery planning.

Being prepared for the future is critical to business success. From keeping pace with industry news to developing scalable business solutions, there is much that goes into keeping a company ready and responsive. Since the future does not always hold unbridled growth, savvy business owners make sure to develop disaster recovery plans for their companies.

Business continuity planning is imperative if a company wants to quickly recover and survive from a disaster. When almost half of all businesses (40%) permanently close after a disaster, no one can afford not to plan. Document management systems support disaster planning by keeping office documents safe.

Disasters and Documents: Why It Matters

Disaster planning involves preparations to resume business functions as quickly as possible following an incident or a disaster. Often, these functions occur in a modified state or may use different assets than usual. However, in all cases, the point of disaster planning is to reduce the amount of downtime a company has, thus reducing lost revenue.

All smart business owners need to prepare for disasters because a business might not have time to strategize or pull together assets in the face of (or in the aftermath of) imminent disaster. The 2018 U.S. wildfires in California caused the costliest natural disaster in the world with $16.5 billion in damages.

When people hear the term ‘natural disasters,’ tornadoes, blizzards, floods, hurricanes, wildfires, earthquakes, or mudslides come to mind, but the reality is disasters have many origins. They may be natural or human-made and not all of them come with advanced warning; regardless, your business needs to be prepared to handle them.

What Happens When Documents Are Lost?

Documents hold the vast majority of critical business information, which can make losing them incredibly damaging to a company. Losing records does not mean that a company has to backtrack to recover vital data. Unfortunately, losing important documents can also lead to:

  • Permanently lost revenue
  • Loss of customers or new business
  • Decrease in customer satisfaction
  • Fines, mainly if the lost documents held sensitive information
  • Increased expenses (recreating documents, overtime, outsourcing, etc.)
  • The inability to pay bills
  • Additional damages if confidential information is leaked or stolen

Sometimes losing documents is not the end of the story. Consider, for instance, what happens when a hacker takes office files hostage. In a ransomware attack, a criminal steals a company’s data and encrypts it. He or she then demands a ransom in exchange for their safe return. However, even if the company pays the ransom, there is no guarantee that the criminal will uphold their end of the bargain.

Likewise, in the case of many government ransomware attacks, cities had to divert funds from other areas to pay the bill associated with that disaster. For Baltimore, that meant parks and public utilities received $6 million less for maintenance and programs in 2019.

When documents are lost following a disaster, repercussions can be wide-ranging. That is why disaster planning for documents is indispensable.

How a Document Management System Mitigates Damage

In 2018, 37,500 businesses in the US permanently closed due to disasters. Many of these businesses sustained severe physical damage to their office location. However, many others shut down due to the loss of irreplaceable business data, without which they could not function.

In these cases, a document management system might have prevented failure. Document management solutions are specifically designed to prevent the loss of business data through:

Automated Backups

There is no worse feeling than disaster striking a business and discovering that the company has data backups – but they are two years old. In contrast, a document management system can schedule automatic backups so that a company never loses more than a few hours of work.

Centralized, Accessible Documents

Cloud solutions have become incredibly sophisticated, and they are often deployed by document management software. With cloud-based document management or enterprise content management, a company can access its critical documents even if they are forced to resume operations in a different physical location.

Having documents in one secure, digital, location means document retrieval is easier since they can be located immediately and retrieved with ease.

Digitally Converting Documents

Creating digital copies of documents prepares businesses for unexpected disasters. From natural disasters, to theft, and property damage, document management software allows businesses to recover quickly from disasters and continue operating like normal.

Offsite Storage

Document storage is always a tricky business. Filing cabinets full of paper documents cannot be hacked, but they can go up in flames or vanish in a flood. Document management systems (DMS) leverage offsite storage (usually in the cloud) to ensure documents are kept safe. Alternatively, for companies in industries that must handle paper documents, a document management system lets a company store physical backups in a secure location elsewhere instead of in the office.

Secure Your Office Documents Now with RJ Young

Document management is a valuable asset to companies for many reasons, not the least of which include disaster planning. Often, a document represents an irreplaceable asset, which makes it crucial to safeguard.

Many hazards exist when it comes to operating a business, and it is impossible to prepare for all of them. However, by implementing a solid document management strategy, a company can significantly mitigate the chances that it will become a part of the statistic of businesses that close permanently after a disaster.

RJ Young helps companies secure their documents. Get started now discussing how a document management system can help.

For an object that seems to take up so little room on its own, paper can pile up quickly. In accounts payable, paper will find a way to multiply, which can sometimes result in critical information vanishing. Many organizations are beginning to consider workflow automation software to simplify, streamline, and organize their invoices as a remedy.

Business process automation (BPA), a strategy that deploys tools like workflow automation software, is valuable in any department that needs to handle data quickly and accurately.

4 Reasons Why Accounts Payable Departments Need Workflow Automation Software

Despite advances in the office that have led to more digitized workflows, accounts payable departments remain firmly rooted in manual, paper-based processes. These laborious and inefficient processes can slow an entire company down by delaying payments or decreasing the speed at which services are received.

In the past few years, workflow automation software has gained popularity in many parts of business operations, particularly in administrative tasks. For the accounts payable department, such business process automation empowers professionals to:

1. Save Time, Money, and Sanity With Efficient Processes

Imagine accomplishing in two business days a process that once took two weeks. That is what business process automation does for processes in accounts payable.

Accelerating processes is one way to make them more efficient. With digitized workflow tools, an accounts payable team of professionals can process invoices faster and with less effort. That leaves them more time to spend on tasks that require human expertise.

Accounts payable benefits from many of the more advanced features frequently found in automated software solutions. Among those features include:

  • Optical character recognition: Algorithms leveraging OCR can scan invoices and extract important information while reducing the amount of manual entry involved.
  • Scheduled backups and automatic storage: Prevent the loss of critical business information by automating backups and securing storage archives that keep invoices safe.
  • Smart searching: Enhanced search capabilities such as autofill or auto-detect within unstructured data make finding and accessing invoices or receipts easier than ever.
  • Approval notifications: Never miss an invoice, receipt submission, or another important form again as automated approval notifications will keep necessary parties informed and make approvals a breeze.   

2. Embrace Precision to Its Fullest Potential

If there is anything that accounts payable teams love, it’s having more control over their processes. Accounts payable represents a fundamental part of any business – it plays an enormous role in ensuring that the correct money flows in and out of the business at all times. However, between manual calculations, physical filing, or other hand-crafted communications, plenty of opportunities for error exist.

Automation helps eliminate errors, which can have a severe impact on the organization all around. From overpayment on bills, to IRS audits due to underreported income, mistakes can prove costly even though they are entirely avoidable.

However, business process automation software deployed in accounts payable helps the department to embrace precision to its maximum. The auto-detection of errors or inconsistencies can prevent the sending of an incorrect purchase order amount. Likewise, two- or three-way matching helps validate data across bookkeeping and document management systems to ensure that numbers are always correct. Automated invoicing and bill payments decrease the number of errors and days it takes for money to move, keeping these critical functions running smoothly and rapidly.

3. Monitor Compliance and Security

Management systems are useful across the board due to their ability to increase visibility into a company’s internal operations. With accounts payable, business process automation software delivers value in its ability to monitor compliance and security.

Compliance is a major concern in accounts payable, but it can be complicated and less-than-straightforward. Regulations may relate to financial information, employee or vendor information, or even vendor authorization requirements. However, with software explicitly selected for the company’s industry, it becomes possible to create processes and workflows that adhere to the industry or legal compliance regulations while keeping all data secure.

4. Support Workplace Collaboration

Since many workflow tools leverage cloud connectivity, it is easy for departments such as sales, human resources, and accounting to access the same information as necessary. The right business process automation tool makes it easier for teams to hand off invoices, receipts, or other vital pieces of information quickly – or to adjust information as required.

Collaboration is well-known for its ability to accelerate operations, increase innovation, and motivate employees. Organizations seeking to improve workplace collaboration may wish to consider how workflow management tools can support this goal.

RJ Young Knows Business Process Automation

Business process automation is steadily gaining popularity due to its ability to deliver simplified, streamlined workflows to offices. For mission-critical processes, such as those found in accounts payable, these tools can prove valuable.

Connect with a technology solutions expert to discover the best way to deploy this software before embarking on the process of automating accounts payable. Enjoy maximum speed, efficiency, and accuracy through optimal use.

RJ Young is a leader in business process automation for businesses in Mississippi, Alabama, Tennessee, and throughout the southeast. Start a conversation now about elevating the processes of accounts payable.