As millions of employees are now working from home, the need for businesses to accelerate processes in Accounts Receivable/Accounts Payable is more important than ever. Manual and repetitive tasks such as approvals, signatures, and documentation can be digitized to improve an organization through Document Management software.
Document Management & Workflow Automation Software
Document management and workflow automation software enable organizations to digitize and optimize the processes that power the core of your business. These processes might be repetitive tasks, secure and error-free filing, items that require consistency across the organization, every time.
By using document management software, your remote organization can benefit from the following:
- Users enabled to scan, import, process, tag, redact, and introduce critical business content into enterprise content management (ECM)
- Quickly locate and retrieve documents at a click of a button
- Ensure employees are staying compliant with government-regulated standards
- Enhance document security and access privileges
- Monitor and track documents by seeing who accessed, modified, or even printed
Automation Software for Accounts Payable
Invoice management is critical to the fiscal health of businesses. An automated accounts payable process will save computing resources, paper, and vendor fees from lost invoices or human error. By turning all paper documents into electronic documents, your business will be able to run more efficiently. Internal IT staff and accountants also save time when they no longer need to pull data together from fragmented sources.
With accounts payable automation software, your organization can:
- Eliminate manual data entry by capturing invoices electronically
- Reduce error and enhance transparency
- Streamline workflows by automatically routing invoices
- Schedule vendor payments and accurately forecast and manage cash flow
- Integrate with ERP and accounting systems for a complete view of spending*
- Generate reports and dashboards that provide visibility across the Accounts Payable process
- Eliminate filing cabinets that take up valuable space
*Please contact an RJ Young Specialist to inquire about full integrations.
How Docuware Helps Invoice Processing
Automated Workflows & Process Automation Benefits
The implementation of this management software allows a company to create automated workflows for common processes such as onboarding new employees, processing invoices, and handling Human Resource procedures. Process automation increases a company’s efficiency and productivity, while simultaneously saving them time and money.
Some additional benefits of document management software include:
- Saving time and space
- Accessing files anywhere
- Preventing loss with disaster recovery
Drive productivity and profit by freeing your team of manual, tedious tasks. Whether your business needs an out of the box solution or detailed office automation, RJ Young is here to help.
We understand the climate most companies are operating in right now. RJY will be offering free consulting and free extended trials of several solution packages.
Choose RJ Young for Document Management Software to Improve Remote Work
To learn more about how RJ Young can help your employees still be efficient and productive during this coronavirus disease (COVID-19), fill out a contact form or give them a call at 800-347-1955.
Learn More from Complimentary DocuWare Webinars
Document Management Webinar presented by Michael Gale, DocuWare
Thursday, April 2 | 10:00am and 2:00pm, Central
Tuesday April 7 | 10:00am and 2:00pm, Central
In this webinar, you will learn:
- How to work remotely – Colleagues on the road, working from home, and collaborating across offices remain fully connected.
- Accounts Payable – Digitize every invoice with intelligent indexing. Securely store for instant retrieval. Use preconfigured workflows for approval routing, or use straight-through processing, to help expedite payments and keep your team on track.
- And much more!
Ask five people which department in their organization uses the most paper and there is a good chance a majority of them will say human resources. HR departments perform a quintessential function in an organization by making sure that personnel, partners, and customers always have what they need. However, HR can also prove incredibly paper-intensive in its processes. These can be slow, antiquated, and wasteful. In response, many companies are turning to a document management system for the HR department specifically.
HR can represent one of the hardest areas to reduce printing costs and paper volume within an organization, but an HR document management system can help.
Simplify and Streamline: Document Management Systems for HR
Handling paperwork efficiently has long been a challenge for companies in every industry. Paper documents are notoriously slow, laborious, and prone to getting lost. Likewise, file storage and access control present their own challenges – if someone wants to access a particular file, they must physically go to the filing cabinets. If they’re going to share documents, they either need to make photocopies or scan them to a computer.
The workflow processes in human resources handle a tremendous amount of documents. Depending on the industry, these documents can range from highly regulated medical records, to employee files and records, or documentation of training for heavy machinery. Not all of it will be ultra-sensitive, but all of it is crucial to have on hand should questions arise.
In contrast, a document management system can simplify these processes and help an office streamline its workflow. For an HR department, this makes it faster to create documents, process the ones they receive, and transmit paperwork to the necessary individuals.
An HR department can take advantage of features such as:
- Business Process Automation
- This is when automation takes over low-impact, time-consuming manual processes, like data entry or approval processes, and makes them more efficient. Overall, business process automation allows professionals more time for what truly matters.
- Artificial Intelligence
- Algorithms can “read” documents to extract valuable information, scan for keywords, or highlight anomalies in a document.
- Centralized Document Ecosystems
- With all documents in one place, the staff does not need to waste time shuffling papers between offices or databases.
The Advantages of Electronic Documents
As the business world moves faster, paper-based document processes are simply no longer practical in most offices. That is especially true in HR, where file management can rapidly become unmanageable.
In contrast, electronic documents offer:
1. Enhanced Security
Keeping personnel files secure is just as important as safeguarding customer data. Some of the most significant data breaches have targeted employee records. By protecting the privacy rights of employee files, this protects the employer from liability. An HR document management system takes advantage of digital solutions, to keep documents secure from sophisticated user role permissions to automated backups stored offsite.
The following types of records should be taken into consideration: The Americans with Disabilities Act (ADA), requests for Family and Medical Leave Act (FMLA) leave, requests for ADA accommodations, results of drug/alcohol tests, reimbursement requests for medical expenses, financial, and medical records.
2. Easier Accessibility
Ever felt the frustration of looking for a document that had been misfiled? With electronic filing, that will not happen anymore. A robust HR document management software suite deploys advanced document storage features, including:
- Standardized file names to keep organization consistent
- Advanced search functions to locate document names and content
- Optical character recognition – a type of optical recognition used by scanning software that allows the software to read the entire document. Once the document has been scanned, the text is placed at the top of the PDF document allowing the content of the document to be searched.
- Smart directory building based on rules defined by the administrator
3. Reduced Reliance on the Printers
With the department handling more electronic documents, they will spend less time printing paper documents. Printing represents one of the most significant expenses that a company has, and reducing the amount of printing a company does is one of the easiest ways to reduce overhead.
Integrating Efficiency: How a Managed Print Service Can Help
For most companies, deploying a document management system in the HR department is only part of a broader strategy to reduce printing costs. While a reliable file management strategy will reduce a company’s reliance on printers, a managed print service can help take it a step further. In addition to all of the benefits typically delivered, such a service can:
- Improve printer security and control access to ensure that only what needs to be printed gets printed by the staff with the appropriate printing privileges.
- Implement print tracking to start reducing waste (across a company or a department).
- Integrate a centralized multifunction printer with a document management system to support digital document processes such as scanning or FoIP services.
- Assist with the digitization of paper documents.
Take Control of HR Paperwork with RJ Young
For HR, a document management system is a must-have. These powerful software platforms simplify and streamline the document-intensive business processes that these departments conduct. With the right program, an HR department can enjoy a secure, accessible, centralized file management strategy that reduces its overall reliance on printers.
Reducing an office’s overhead is a common and productive strategy to remain competitive in the business world. Paper-based documents are slow, impractical, and often expensive. Amplify a department’s productivity and cost-effectiveness by transitioning to digital documents. Save time, money, and headaches with an HR document management system.
RJ Young specializes in helping companies achieve operational efficiency in all of their departments. Start a conversation today about how a document management system can boost the efficiency of a company’s HR department.
The southeastern United States is home to many thriving tech hubs. Succeeding in this vibrant environment requires the right technology, infrastructure, and security measures in place. Even companies that excel in digital innovation benefit from the second opinion of skilled professionals offering IT services. From Chattanooga to Huntsville and beyond, companies routinely take advantage of managed services to keep infrastructure streamlined and secure.
Thinking about investing in some new computers? Not sure where the office stands with its cyber security? Curious about how many devices are connected to the network? First, it is important to understand what an IT security network assessment is and how it can benefit an office.
4 Reasons to Have an IT Security Network Assessment Done
An IT security network assessment is a comprehensive review of an organization’s existing IT infrastructure, software, and hardware. This review focuses on security, compliance, and operational efficiency in an organization’s network. This detailed report includes a review of the performance of the network, a security assessment to define areas of improvement (i.e. vulnerabilities and bugs in the network), a network inventory used to discover which devices are on the network, the network architecture, and much more. It is one of the first places a company starts when choosing to leverage managed IT services.
By having an outside objective network assessment conducted, businesses can figure out which aspects of the business are working, what may be holding it back, and how best to plan for the future. An assessment can catch problems early before they affect a company’s productivity or even worse – the bottom line.
Choosing an IT services partner is vital because it involves trusting a third-party partner to handle a company’s most critical business information and help during network issues or a crisis. RJ Young has a reliable team of trained professionals to create custom unique solutions to help a business succeed. With the amount of managed IT services options available, it can make choosing a provider difficult.
When choosing a managed services provider, look for a provider that will:
1. Address Security Blind Spots and Weak Points
The primary purpose of security is to prevent unauthorized access to a company’s network or sensitive information. However, the average office is technologically sophisticated. There are many opportunities for security blind spots to arise simply because so many devices now exist in an office.
For startups and small businesses, the likelihood of blind spots or weak points increase. Startups frequently need to access the same technological solutions as their established rivals, but they may not have the skill or expertise to deploy these solutions securely.
However, an IT security network assessment is valuable to companies, no matter their size. Like a car, a network benefits from regular checkups. A comprehensive IT assessment will identify:
- Internet-connected devices that are not adequately secured, like printers or smart devices
- Outdated hardware with known security flaws
- Software that is incorrectly configured, updated, or secured
- Employee security practices that may result in a breach
- Areas where the IT department lacks visibility
- Technological assets lacking physical security
- Assets in use that might not be compliant with regulations
2. Discover Shadow IT
Network assessments frequently reveal the presence of shadow IT in a company. According to Cisco, shadow IT is the use of technological assets without the use, permission, or knowledge of the IT department. This typically occurs because employees are buying or installing software or applications (though sometimes hardware) to do their job. Employees often install shadow IT when IT support is unavailable, or the current tools provided by the company are insufficient.
Shadow IT is not malicious, but it nonetheless creates an opportunity for malicious software or criminals to gain access to a network. It also makes network traffic monitoring much more difficult because these resources might not be visible to an IT department. If the IT department is not aware of an application or software on a device, they cannot support it or ensure that it is secure.
Gartner estimates that by 2020, one-third of successful attacks experienced by enterprises will be on data located in shadow IT resources, including shadow Internet of Things.
Shadow IT is not going away and an assessment can help uncover these resources. A managed IT service provider, such as RJ Young, can then review the resources and either integrate them into the authorized list of IT assets, or eliminate and replace them with secure tools to help employees do their jobs.
3. Identify Opportunities to Optimize Secure Accessibility
Many people view security and accessibility as being at odds with each other. Sometimes this leads to people taking shortcuts that undermine the preventative measures taken to protect a network. For example, some users may:
- Turn off multi-factor authentication to make logins easier
- Store passwords in insecure, but accessible locations
- Disable the firewall to access the resources they need on a computer
If users are disabling cyber security features, it is a sign that they are not deployed in a way that supports productivity and accessibility. An IT security network assessment can identify these instances to recommend later configurations that optimize accessibility while maintaining security.
4. Access Expert Advice Before Developing Infrastructure
Many cities in the Southeast have reputations for being tech hubs full of competent, technologically fluent professionals who know what they are doing when it comes to software and hardware. However, no one should buy a car without having it inspected by a mechanic first. Think of an IT security assessor like a mechanic.
An IT security network assessment is a smart first step when considering additional infrastructure investments.
An organization may know its IT infrastructure inside and out, but that does not diminish the value of a second set of eyes. Instead, a professional who is specifically trained to conduct assessments will be able to provide insights regarding immediate, short-term, and long-term impacts of the proposed developments. Even if a company does not intend to pursue managed IT services, such advice can mean the difference between scalable growth and unnecessary expenses.
RJ Young Provides IT Services in Chattanooga, Tennessee, and Throughout the Southeast
An IT security network assessment is a smart move for any organization, even if they are already experts in the technology industry. A comprehensive evaluation conducted by trained professionals is one of the most valuable services that a technologically sophisticated office can employ. Carrying out regular IT security assessments to gain better visibility or implementing zero-trust networking can be an effective way to tackle threats.
Before upgrading those computers or making significant changes to the office’s IT security, give RJ Young a call. Work with a team of experienced professionals who know tech startup scenes like Chattanooga’s and are prepared to deliver the right IT services to thrive.
RJ Young provides managed IT services and assessments to companies in Chattanooga, Tennessee and throughout the Southeast. Contact an RJ Young specialist to get started with a comprehensive network assessment today.
As the numbers of confirmed cases of COVID-19 increase, companies are quickly focusing on safety, collaboration, and efficiency via remote work. According to the Center for Disease Control and Prevention suggested remote work could mitigate the risk of contracting COVID-19, also known as Coronavirus. These employees would, in theory, need to rely on a video conferencing system, virtual conference platform or mobile office solutions to connect them to others.
With government and school closures, quarantine increases, and millions of companies around the world enforcing work-from-home policies to their employees, the demand for AV solutions is more important than ever. Many organizations are adopting remote work arrangements to slow the spread of COVID-19, and RJ Young is here to help provide assistance to keep your work moving forward while keeping the safety of the community in mind.
RJ Young Provides Video Conferencing, AV, Mobile Solutions, & More to Help Your Business Stay Productive & Secure
RJ Young’s Audio Visual Solutions, such as interactive whiteboards, live streaming, and video services, and virtual or video conferencing can keep your teams connected.
Video conferencing connects customers, remote workers, and teams. It offers all the technology and capabilities any business needs to conduct a virtual meeting. Small to large businesses, government, healthcare, corporate, and education can all benefit. Video or virtual conferencing, online web conferencing, and chat software allows people to maintain some semblance of business as usual.
With mobile office solutions, you can be in the office no matter where you are. RJ Young will integrate your mobile devices with your network to ensure that you have access to the same data you would when sitting at your desk.
Your smartphone can be a full extension of your office network so you can scan, upload, organize, and share documents from any device. If you are not working remotely, but trying to keep person-to-person interactions at a minimum instead, you can even print directly from your smartphone and send it to the printer in the conference room, the hallway, or anywhere in the office.
Is Your Company & Security Team Ready?
Beware of phishing attacks
With the rapid transition to a remote workforce, the pressure is on for companies to understand and address a wave of potential security risks. When workers start to connect from home or a coffee shop, they could be using personal devices to send business data over unsecured networks. This could also potentially expose organizations to cyberattacks and computer viruses if precautions are not taken.
With concerns growing, hackers and thieves are using this threat to phish for information or attempt to infect your computer with a virus. Be extra cautious if you receive any emails with links to sites that claim to show maps of the spread of infection or ask you to log in with your email address and password.
Be cautious and do not let the concerns over the Coronavirus pandemic trick you or your employees into clicking buttons and opening files you would usually ignore.
Our partner, SOPHOS, explains in more detail about the threat here.
Let RJ Young be Your Audio Visual Provider & Assist Your Organization With Remote Work Solutions
RJ Young provides the latest technology to help increase productivity and efficiency no matter the size or industry. Whatever your audio visual needs are RJ Young has the solution. In the coming weeks, we can expect to see more companies incorporating these advanced virtual conference platforms and video conferencing systems to keep employees safe and reduce the spread of the COVID-19.
Contact RJ Young today to learn more information about Audio Visual Solutions.
Paper choice is incredibly important when it comes to ensuring the quality of a printed pieceThe type of paper you choose can have a significant impact on the presentation and quality of your printed document. With so many different types, sizes, and attributes to consider, it can be difficult to determine the correct paper to use with your standard office printer. Read on for a printer paper buying guide and learn more about the best paper options for your small business printer.
Printer Paper: Different Attributes
Printer paper can come in a variety of weights and finishes. You need to understand the difference between them to ensure you choose the correct type of paper for your printing needs.
Paper finish refers to whether the paper is coated or uncoated. There are a variety of coating finishes and specialized uncoated papers, but all paper falls into one of these two categories.
- Coated paper has been thinly covered with a hardened clay material. The coating added to the surface of the paper improves brightness, smoothness, and adds a shiny coating. It also makes text and images display sharper and colors denser. Coated papers are covered with gloss, semi-gloss, or matte finishes.
- Uncoated paper has a non-glare surface and is absorbent. This type of paper has nothing coating its natural fibers and absorbs ink easily. Uncoated paper is easy to write on and is generally used for things such as stationery, books, envelopes, newsletters, etc.
Paper weight in the United States is typically measured in pounds (lb), which is the actual weight of 500 sheets of the “basis size” of paper you are referencing. Even after the paper is trimmed to a smaller size, it is still categorized by the weight of its basis size sheet. Since the basis size may vary, comparing paper weights can be tricky.
- When 500 sheets of bond paper at its basis sheet size of 17×22 inches weighs 20 pounds, that paper is still identified as 20lb paper even after it is trimmed to the familiar 8.5×11 inch size. For example, 28lb multipurpose paper will likely not be the same weight or thickness as a 28lb premium or card stock paper. Therefore, the paper weight does not change, even if the paper size does.
- Paper in points. One tricky thing to remember is paper comes in pounds and points. Points are also used to indicate the thickness of each sheet of paper. They are measured simply by using calipers to measure the thickness
The higher the number of pounds (weight), the thicker the paper. Below are some general examples of different weights of paper.
- 100lb: thicker, generally used to make business cards
- 80lb: lighter weight, generally used for poster paper or fliers
- 24lb/20lb: lightweight, usually the standard copier paper for everyday use
With all the different attributes to make things easier, it’s important to first compare products of the same paper type and then compare paper weights.
Text Stock or Bond Stock
Text stock or bond stock refers to the standard copy paper used by offices for daily printing. It is found in 16lb, 20lb, 24lb, 28lb, 32lb, and 36 lb weights. It might also be called copy paper, xerox paper, or basic office paper.
You do not have to sacrifice quality when it comes to helping reduce your carbon footprint. There are countless types of high quality recyled printer paper that can be used for every kind of project. Recycled paper does not have to look recycled either! It comes in a variety of shades and feels as fine as non-recycled paper.
Printer Paper: Various Sizes
All types of paper can be found in a variety of sizes. Below are the common sizes used, but keep in mind that most multifunction printers can handle a much wider variety:
- Letter: 8.5×11 inches
- Legal: 8.5×14 inches
- Tabloid: 11×17 inches
Overall, taking a little extra time to pick the right printer paper will yield the best results.
Standard Paper Sheet Sizes (in North America)
Common sizes of sheet paper known as North American sheet sizes are used throughout the printing industry in the United States, Canada, and Mexico.
Standard Parent Sheet Sizes
Parent sheet sizes are the large standard sheets which are then cut into smaller sheets. The majority of bond, ledger, writing, offset, book, and text papers are available in one or more of these sizes:
- 17×22 inches
- 19×25 inches
- 23×35 inches
- 25×38 inches
Standard Cut Sheet Sizes
The North American cut sheet sizes are so familiar that even users in other countries are familiar with them. They are frequently mentioned in software programs and are familiar to most people within the workforce. These are the three common cut sheet sizes:
- 8.5×11 inches (letter)
- 8.5×14 inches (legal)
- 11×17 inches (tabloid/ledger)
How Paper Weight Affects Printing
Paper weight has a tremendous impact on the quality of the finished product. It can affect things like:
- Perception of quality or formality. Heavier papers tend to feel more luxurious in the hands, evoke a sense of higher quality, and suggest more formality.
- Ease (or difficulty) of use. Heavier paper weights may be more troublesome if they are being folded or stuffed into envelopes.
- Double-sided printing. Lighter paper weights may be more transparent, allowing double-sided printing to show through and muddle the clarity of the page.
- Print speed. Heavier papers may result in reduced printing speeds or increased jams if the printer is not configured correctly. That may be a problem if fast printing is needed for an office.
Printer Compatibility: How to Identify the Best Small Business Printer for Heavier Paper Stocks
Printing with heavier weights can unlock new dimensions for printing in an office. However, just because a small business printer can print, scan, and copy, it does not mean it is designed to handle weights far beyond the range of bond stock. Unfortunately it is not a one size fits all situation when it comes to printer paper and small business printers.
To identify a good small business printer for heavier paper stocks, look for:
1. A Printer Rated for Heavier Stocks
Modern business printers usually indicate whether or not they are designed to handle heavier papers. If it does not mention anything about card stocks or heavier paper weights, it is safe to assume the device is meant for standard copy paper and not much else.
2. Front or Back Feeding
An enterprise-level multifunction printer will often have a unique feed path dedicated to thick or specialty papers. It will usually be a front or back feed, meaning that the paper tray will stick out a little when it is loaded. A dedicated feed path ensures that the paper will not get folded, which can prove more damaging to heavier paper weights.
3. Adjustable Settings
A small business printer designed to handle a variety of paper sizes, weights, and stocks will come with adjustable settings. Take a minute to look through the printer’s settings to determine if it is meant to handle variable paper types.
Specialty Types of Paper – Production Equipment
Specialty papers such as bristol stock and tag stock, which is usually heavier with more unique finishes, will need to be printed on production equipment.
It’s drawing paper that is pasted to form multi-ply sheets. It provides a stiff, strong surface to work on without the need for mounting. It has a fabric-like feel and generally, there are two types of surfaces: smooth and vellum. Bristol stock is used for formal occasions and sometimes certificates. It is found in 67 or 120pound weights.
Generally, a thicker, more durable paper than normal writing or printing paper, but is thinner and more flexible than other forms of paper. Stiff, heavy paper from which business cards or similar materials are made. It is found in 50, 80, 90, 120, and 130pound weights.
Index stock differs from cardstock in that it often lacks the protective coatings found on cardstock (like those that make business cards shiny), making it not as thick as cardstock. It’s a durable workhorse at most commercial printing companies. It is found in similar weights as card stock (50, 80, 90, 120, and 130pound weights).
Tag stock is a thick, stiff, utility-grade card stock designed for making signs or product tags that will see heavy use. It’s tear-resistant and can stand up to frequent handling and bending. It is available in 100, 150, and 200pound weights.
Get the Right Small Business Printer for the Job with RJ Young
Today’s printing market offers a variety of options to assist businesses with delivering an impactful and professional presentation in their printed documents. By choosing the right small business printer, a company can create quality print jobs, with the help of various paper stocks and weights.
Choosing the best printer for a small business can be a chore – with RJ Young as a trusted partner, it is not. Contact RJ Young today to discover your best options.
Our Community Coming Together
In the early morning hours of Tuesday, March 3, 2020, a powerful, deadly tornado ripped through Middle Tennessee causing a wide path of destruction. Among the hardest hit areas were Germantown and East Nashville, with numerous businesses damaged or completely destroyed. The devastation continued into west Tennessee with Mt. Juliet, Donelson, Wilson County, Putman County, and Smith County taking the brunt of the tornado.
According to the Nashville Fire Department, at least 45 structures collapsed around the city of Nashville. The tornados path, which varied in intensity, stretched roughly 50.25 miles from beginning to end, beginning in the area of the John C Tune area and ending 3.5 miles west of Gordonsville. According to the National Weather Service, the tornado has been categorized as an EF-3.
Our thoughts and prayers go out to the families and friends of the 25 who lost their lives in the Nashville tornado, as well as the people who are still missing. It is amazing how so many people throughout different communities have already come together to help, show support, and assist in the clean-up efforts to get the state of Tennessee back on track. Together, the city of Nashville and surrounding areas will get through this and come out stronger than before. We will rebuild and make it through this tragedy.
While the headquarters of RJ Young were not damaged in the Nashville tornado, it is without power. However, we are here for our RJ Young family and for our customers.
“We are here for more than ourselves – we are here to take care of the community. We will look for opportunities to serve our community, including clean-up efforts, to help get Nashville back on its feet.”AJ Baggot, COO RJ Young
Nashville Tornado: How to Help, Volunteer, and Where to Get Help
As many Middle Tennessee communities were affected and are dealing with the devastation, there are countless ways to help and give back to those in need.
Here are some resources if you wish to donate or volunteer your time, or are looking for help:
- Hands on Nashville
- Red Cross of Middle Tennessee
- Second Harvest of Middle Tennessee
- United Way
- Nashville Convention & Visitors Corp.
- Community Resource Center
- Community Foundation of Middle Tennessee
Information for those impacted by the storm (road closures, shelters, and more) can be found at nashville.gov.
RJ Young Can Help Your Business by Providing Business Backup & Disaster Recovery Services:
This week’s tornado was an eye-opening experience for Middle Tennessee and the many businesses affected by the storm. Many put off implementing a backup and disaster recovery plan for their business until it’s too late. The time, resources, and funds it takes to get up and running will then add to their hardships.
RJ Young offers disaster recovery services to businesses of all sizes across the state of Tennessee and throughout our entire footprint. Should your business need assistance, we can help get your critical functions back in order so your business can resume normal operations as quickly as possible. We are here to help accommodate your needs.
While Nashville and Middle Tennessee recover, RJ Young will be here to assist in any way possible. Please email us at firstname.lastname@example.org or call 800-347-1955. Together we can help weather this storm. We believe in Nashville!
Healthcare organizations take a variety of measures to safeguard patient protected health information (PHI). From managed security services to the thoughtful engagement of security best practices, keeping PHI safe is as vital as delivering the best quality care.
HIPAA (the Health Insurance Portability and Accountability Act) specifies a series of administrative safeguards under the Security Rule that pertain to password creation. It requires healthcare organizations to develop procedures for creating passwords and keeping them secure.
Over 80% of hacking-related breaches are due to weak or stolen passwords, according to the recent Verizon Data Breach Investigation Report, and over 70% of employees reuse personal passwords at work.
Password best practices were a hot topic throughout 2019. Major companies have come under scrutiny for their inadequate password practices.
Even though 91% of people are aware reusing passwords is not a good practice, 59% reuse their passwords at home and work making it a top priority for businesses to educate employees about password best practices.
For healthcare organizations, failure to keep passwords secure represents a violation of HIPAA which may result in costly fines. Avoid this by implementing these five best practices for password security that satisfy the Security Rule under HIPAA.
The 5 Best Practices for Password Security That Satisfy HIPAA Requirements
Passwords stay safe when they are strong and protected from exposure. That involves a combination of practices involving both password and device management. Security experts at RJ Young recommend that healthcare organizations:
1. Use Two-Factor Authentication
Two-factor authentication (2FA) has been around for about five years and was recognized as a password best practice in 2019. 2FA requires two security actions to prove a person’s identity. This includes entering a code sent via text message to a work-issued phone or using a specific physical object – like a key card – issued to an individual.
2FA prevents unauthorized access by people who have fraudulently acquired the login credentials of an account. While a hacker might gain a password from a successful phishing attempt, he or she will not have access to an employee’s key card or work-issued phone.
2. Randomize Passwords With a Mix of Characters
Most users choose passwords based on familiar words or objects, making them easy to crack. This happens because the password generation requires a mixture of letters, numbers, and special characters. Random strings are hard to remember, however by choosing a less random password, it becomes statistically more likely that the password can get cracked.
To best satisfy the HIPAA Security Rule with passwords, use a random password generator — these are harder to crack.
3. Limit the Devices Employees Can Log in to Accounts On
Secondary devices, like employee personal devices, are often compromised by undetected malware. They introduce a security risk into a HIPAA-regulated environment. Additionally, these devices don’t receive security monitoring and management like the rest of the network does. Therefore, they may be infected with keyloggers or other advanced security threats that can be difficult to detect.
Companies should also prohibit employees from logging into work sites on personal devices – while this might not work for all businesses, implementing a BYOD Security Policy can help. This keeps PHI firmly within a company, while also helping limit password exposure, malware attacks, and other security hazards.
4. Disable Password Autofill on Browsers
Password autofill is a convenient tool for managing personal passwords, but for a healthcare organization, it can be extremely dangerous. Many medical offices rely on tablets and other mobile devices or technology while in the office, which – while convenient – are easier to steal. If autofill has been enabled on a browser on the device, all confidential company information can easily be accessed.
Disable autofill on Chrome under the Advanced tab in the Settings window. For Firefox, the option is found under Options, Privacy, and the History heading. For Safari open the preferences window, select the auto-fill tab, and turn off all the features related to usernames and passwords.
5. Conduct Periodical Password Audits & Change Regularly
Password audits involve a review of the passwords currently being used by users. They are an excellent way to spot weak or duplicated passwords so users can change when necessary. Password audits also keep password security at the forefront of everyone’s mind, helping to promote a security culture that keeps patient information safe.
Change passwords at least every three months for non-administrative users and 45-60 days for administrative accounts. Be sure to change your password if you have shared it with another colleague for maximum security.
Managed Security Services Can Help Organizations Use Better Passwords
Password security has been one of the prevailing IT security trends over the past year. As longstanding practices like frequent password changes have fallen out of favor, professionals are discussing other ways to keep passwords safe in an environment with an ever-increasing number of security threats. In 2020, password security involves a combination of secure passwords and best practices to protect those passwords from unwanted exposure.
Managed security services can prove valuable for healthcare organizations striving for improved IT network security and password systems. These professional services deliver increased security across a network and help companies satisfy HIPAA’s stringent requirements. With a managed security service provider (MSSP), healthcare organizations can retain their operational efficiency while enjoying better intrusion detection and security protection.
RJ Young is an experienced security provider for companies in the healthcare industry. Start a conversation with RJ Young to discover how they can help secure your network.
The learning experience is becoming richer and more dynamic, thanks to tools like interactive whiteboards in the classroom. Their steady introduction into classrooms across the country is part of a greater tide that is changing the nature of education. Education technology, or EdTech, helps campuses rethink the way teachers present their lessons to create more effective learning opportunities for students.
Interactive whiteboards are already popular in the business world. There, they are driving collaboration, engagement, and new levels of productivity among teams. Interactive whiteboards benefit both lower and higher education establishments in countless ways.
Enrich the Learning Experience with Interactive Whiteboards in the Classroom
The days of blackboards are long gone. Even the era of dry erase boards is coming to an end. Interactive whiteboards are fundamentally changing what education looks like in the 21st century. Case studies like that of Promise Academy show that interactive whiteboards enhance a student’s learning experience significantly. A classroom equipped with an interactive whiteboard can:
1. Accommodate Multiple Learning Styles
Education has overwhelmingly favored a particular learning style, putting many others at a disadvantage. An interactive whiteboard helps students learn in a way that best suits them. The many apps available to these devices allow learning in multiple styles. Audio, visual, and kinetic learners can watch and listen to material or even follow along on their own synced devices in real-time.
Materials can be easily modified to be accessible for both students and teachers. For example, users can increase the text size or color on an interactive whiteboard to help with visual challenges and access the material in a format that works best for them.
2. Encourage Student Engagement
Interactivity has been well studied across many industries, including education. This 2019 study showed that interactivity, engagement, and student performance are positively linked in a classroom environment. The more interactive the lesson, the more likely that students will engage with and learn the material effectively.
If the use of technology does not get students’ attention, then the interactivity will. Interactive whiteboards inspire student engagement in several ways. For example, interactive whiteboards can:
- Support styluses that allow students to write, draw, and edit directly on the screen making it simple for students to interact during a lesson
- Foster real-time collaboration and idea-sharing in a digital environment within the classroom or offsite location
- Leverage interactive apps to illustrate concepts and further teach interactive lessons
3. Reduce Classroom Costs
Budgeting for schools can be tough, and teachers are often asked to do more with less to maintain a strict budget. However, that can result in sacrificing education quality, causing everyone to suffer.
In contrast, a thoughtfully placed interactive whiteboard in a major lecture hall or critical classroom can help reduce operating expenses. With digital solutions, an educational institution will spend less money on papers, printing, or supplies for a lesson. Likewise, interactive whiteboards come loaded with numerous apps plus access to an app library. Rather than paying costly subscriptions to digital education resources, teachers can use these free apps to build their lessons. That means less time fretting over money spent and more time spent on teaching.
4. Digitize the Lessons
The world is speeding towards a hyperconnected, digital environment where information and resources are available on demand. However, schools have notoriously lagged in technology, but interactive whiteboards can help bridge this gap.
With an interactive whiteboard, a teacher can effortlessly digitize lessons to make them easier for students to follow along on their own devices. Materials can be uploaded to cloud storage, where these interactive lessons are always accessible. Together, a more centralized and streamlined learning environment is created, where students can rapidly ask questions and access the answers they need in real-time.
5. Improve Student Career Preparation
According to the Brookings Institute, at least 40 percent of all career fields require “medium digital skills.” These workers need to be comfortable navigating digital technology. Likewise, between 2002 and 2016, the number of careers requiring advanced digital knowledge rose from 5 percent to 23 percent.
Today’s students will be expected to have full familiarity with modern digital tools when they reach their careers. An interactive whiteboard can be one of the many tools that helps a student gain that critical familiarity required to prepare them for the future.
Introducing Ricoh Interactive Whiteboards with RJ Young
Interactive whiteboards in the classroom deliver many significant benefits for both higher and lower education. It is a modern touch capable of inspiring engagement, excitement, and inclusivity for students with different learning processes. As schools look for ways to bring the learning environment into the future, many are turning to interactive digital solutions like interactive whiteboards.
These modern, sleek, and powerful devices enhance education quality and send a strong message about an institution’s commitment to preparing its students for the future. Available in a variety of sizes from 21.5” to 86”, RJ Young offers a size to fit whatever your specific needs are no matter the size of the establishment. Thinking about putting interactive whiteboards in the classroom? RJ Young can help!
RJ Young is pleased to partner with Ricoh to offer some of the most advanced interactive whiteboards available. Contact RJ Young today to discuss if an interactive whiteboard is right for you.
Every day, more advanced technologies emerge across the business landscape. They bring innovation and disruption that continues to power growth. Over the past few years, cloud service providers have helped businesses transform their wide ranging processes. Cloud solutions are a robust industry that has quickly matured and became mainstream.
Cloud services provide access to powerful capabilities once outside the reach of most small companies.
The State of Cloud Services in 2020
More opportunities exist for companies in every industry to use the cloud. The value of these flexible, scalable solutions is well-known. Many businesses are turning to them to stay lean and competitive.
According to Emergent Research and Intuit, some 80 percent of US small businesses will deploy cloud computing this year.
In 2019, several new and exciting cloud computing services hit the market. Many of these have drawn from existing cloud solutions, refining and expanding them for more specific business needs. In 2020, expect to see cloud-based:
- Infrastructure-as-a-service (IaaS): Cloud services work well alongside outsourced hardware or network components. They also deliver software or other capabilities while keeping business infrastructure lightweight.
- “Work from home” cloud-based businesses: With cloud computing, working from home is easier for small businesses. Cloud solutions make access to business tools easy to use and eliminate the need for physical business locations, helping small businesses reduce their budgets.
- Data privacy law optimization: Data privacy is becoming more critical than ever. Governments like the European Union and states like California are enacting sweeping privacy laws and regulations. Cloud computing is poised to provide the data processing infrastructure that companies need to comply with.
How Cloud Service Providers Support Modern Businesses
Businesses – especially small ones – have turned to cloud computing over the years because it’s a cost-effective way to access computing power. In many ways, cloud services have leveled the competitive playing field, allowing smaller companies to compete with their larger rivals. In 2020, cloud services will continue to support modern businesses in many different ways.
1. Empowers Businesses to Move Faster
With the rise of cloud computing services such as IaaS, platform-as-a-service (PaaS), and software-as-a-service (SaaS), a business’ infrastructure has begun to move quicker. Many cloud service providers now deliver everything a company needs without investing in expensive hardware and software licenses. Instead, companies pay a subscription to a cloud service provider and acquire flexible, scalable solutions.
While the business benefits from the lightweight nature of cloud services, the cloud service provider takes on the IT tasks that would otherwise slow down a business. Hardware maintenance, software patching, and updates all get done behind the scenes. Companies spend less time fiddling with technology and more time undertaking operations that make the business thrive.
2. Drives Collaboration and Innovation
The cloud has long been known for its ability to inspire collaboration within a company. With a cloud storage service, employees can access all the information they need while working on projects. They can update the central repository to keep everyone in the loop. The cloud helps keep their information secure but accessible, helping projects stay on track no matter where the team members are located.
3. Increases Security
Cloud services have become so popular in part because cloud storage is much more secure than an onsite server. Even if a device is stolen or a physical building damaged, a company’s data will remain safely stored within the cloud. It cannot be corrupted, lost, or compromised due to an onsite disaster.
Likewise, cloud technology is more difficult for hackers to access. As a result, Gartner expects cloud storage to be one of the most popular options for small business data security. Cloud storage can mitigate the impacts of phishing, ransomware, and other tactics that gained prominence in 2019.
Modernize the Business With Managed Services From RJ Young
Cloud solutions are not just popular; they’re becoming vital to business success. In 2020, cloud service providers will continue to expand their offerings. Small businesses will have more options than ever before to drive operational efficiency with computing power.
With the vast majority of businesses expected to adopt cloud solutions this year, forward-thinking companies must consider what this technological revolution means for them. Adapting to the prevalence of cloud based solutions means staying modern, relevant, and competitive.
RJ Young helps companies achieve streamlined processes with advanced technology like cloud based solutions. Start a conversation with an RJ Young specialist today to discuss what cloud solutions can do for your small business.
Workflow automation creates the cornerstone of office efficiency. In 2020, it is expected to continue being a trending topic as organizations look to make their processes leaner and of higher impact.
Many people are familiar with things like document management solutions and how automation applies to document processes. However, workflow automation software is a smart move for many business processes, not just document management.
Think about all the ways office processes can be optimized, such as removing redundant steps in the workflow or automating approval processes. Whether you are working towards a 2020 resolution or an ongoing goal, read on to learn about the best practices for workflow automation, and how best to leverage it to help a business thrive.
Where to Use Workflow Automation to Drive Achievement in an Office
Workflow automation, also known as business process automation, uses software to automate business processes. It is one way that companies cut down on the amount of menial labor done by employees so they can focus on higher-value initiatives that require human expertise. When deployed thoughtfully, with a strategic goal in mind, workflow automation can be a powerful tool to streamline office processes.
However, not every business process works well with automation. To determine what to automate, use the Rule of Three.
Decide What to Automate with the Rule of 3: Repetitive, Recurring, Rules-Based
Processes that are repetitive, recurring, and rules-based benefit the most from automation. These processes often constitute the bedrock of business functions and are sensitive to human error. Yet, they take up time and labor better spent elsewhere.
Some examples of business processes that fall under one or all three rules include:
- Data entry and extraction: Pulling out addresses from invoices, identifying keywords in a resume, or converting written forms to electronic data all benefit from automation. Artificial intelligence (AI) combined with optical character recognition (OCR), can take over these time-consuming tasks giving employees more time to focus on important assignments that need human expertise.
- Approval processes: Many business processes require signoffs from certain people. Algorithms can automatically determine if specific tasks have been completed with a document or project and send approval notifications to the right people.
- Accounts receivables: From automatic invoicing to purchase order matching, automation can eliminate many of the rote processes associated with payments and accounts.
Best Practices for Workflow Automation in 2020
Dozens of automation tools are readily available to organizations. This can make workflow automation seem overwhelming or encourage an overengineered strategy that automates too many processes. Be smart with automation in 2020 by choosing a managed service provider as well as deploying these best practices:
1. Start Small but With the Big Picture in Mind
It is not necessary to automate everything – in fact, it might not even be a good idea. Instead, roll out automation in stages so that critical processes do not get disrupted, bottlenecked, or stopped. Consider how automation in one area can affect processes in another area and adapt accordingly.
2. Understand Workflow Automation Terminology
Like most technological solutions, the jumble of buzzwords and jargon can get confusing. Workflow automation generally refers to the processes that are automated in the workflow, but terms like business process automation and robotic process automation may also appear.
- Business process automation (BPA): Refers to an overarching workflow solutions strategy that increases productivity by automating the steps a business needs to conduct its core functions.
- Robotic process automation (RPA): Refers to the use of solutions that automate highly repetitive tasks and standardized processes.
Understanding these differences will save time and frustration.
3. Conduct a Process Assessment
Conduct a thorough assessment of the organization’s processes before making any adjustments or deploying automation. A document management or business process expert can help by pointing out blind spots or opportunities for improvement that the company may not have considered.
Examples of these blind spots include things such as a lack of secure options for sharing documents (relying instead on email attachments), or poor configurations for synchronized cloud storage.
4. Define Specific Automation Goals
Workflow automation provides the highest value when deployed with a specific goal in mind. Start by trying to automate just one or two processes known for causing bottlenecks in a workflow.
For example, if approval signoffs regularly go unattended, consider automating these notifications so they do not get missed.
5. Create a Workflow Plan or Map
This can be written or visual, but every workflow needs a map. Sometimes even the simplest workflows can become complicated when thinking about the multiple steps and approvals involved. This map will help identify if the workflow is working and illuminate instances when it “breaks.”
6. Have a Backup Plan
Technology is not infallible, and technical glitches may cause errors or problems from time to time. Therefore, when deploying workflow automation solutions, make sure to have a backup plan that allows for human intervention without stopping processes.
For example, a power outage could shut down the whole system which is why it is necessary to have a backup plan that involves people handling the automated tasks when an office cannot rely on automation.
Automate Document Management to Save Time and Costs
Many document management solutions utilize automation to significantly improve efficiency and productivity within an office. This powerful software not only automates steps like document capture, archival, and retrieval but can integrate with other valuable enterprise software to enhance automation across an organization.
For example, some document management software can integrate with the software found on multifunction printers to create backups or transmit documents that are scanned or printed.
Likewise, document management solutions help an office move away from slow, bulky paper documents. By transforming paper records into electronic documents, they become easier to manage, work with, and access to make rapid business decisions.
RJ Young Helps Companies Achieve Operational Efficiency with Workflow Automation
Workflow automation represents a powerful strategy that many companies deploy to keep their operations streamlined and efficient. Through the thoughtful application of automation in critical areas, employees spend less time managing mundane, routine tasks and more time handling situations that require a human touch.
In 2020, workflow automation is a trending topic – one that every business must consider staying current.
RJ Young helps companies achieve operational efficiency through the strategic deployment of automation. Contact RJ Young today to get started.