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enx-2016-elite-dealer-logoENX Magazine is a national publication for the office technology and document imaging industries. They were founded in 1994 and today they deliver roughly 30,000 print magazines per month and around 12,000 weekly emails to their subscribers.

As an authority in the industry, ENX Magazine celebrates companies that are excelling at business innovation and as leaders in their communities. In 2015, we were one of only 14 companies under $5 million awarded the Elite Dealer title. You can read the reasons we were awarded this title last year by scrolling down to the bottom of this article.

In 2016, we were once again recognized as an Elite Dealer – this time for the $5 million to $10 million level. Some of the most notable accomplishments that factored into this award include working with CEO Juice, BEI Services and Compass to improve internal processes and, as a result, boost customer experience provided by those companies.

Why ENX Magazine considered Stone’s an Elite Dealer for 2016

stones_enx_2016_elite_dealerOur customer-centric approach (again). In 2015, we were recognized for our customer-first approach and that remained a part of the consideration for 2016. Our company’s success is anchored by our dedication to our customers. We have maintained this by fine-tuning our own internal processes and taking steps to gather customer feedback and measure customer satisfaction.

Our community involvement. At Stone’s, we care a great deal about our customers and employees, but we also want to make sure we’re involved in the community around us. To do so, we have sponsored The Jillian Fund and the Trooper Dermyer Fund and we donate refurbished equipment to churches and other civic organizations.

Our recognition from other industry partners. ENX Magazine considered our awards from other partners in the industry when considering us as an Elite Dealer. Our awards include the following:

  • Lexmark Outstanding Sales Award
  • Xerox Platinum Award Of Excellence
  • Sharp’s Hyakuman Kai Outstanding Sales Award
  • Sharp’s Hyakuman Kai Platinum Service Award

Our success in a new vertical. Although we have been in the industry since 1970, we are always looking for ways to grow and help more people. In 2016, we were able to partner with multiple companies in the legal services vertical. We worked with these companies to establish managed print services and improve internal processes. This work has added to our experience and ability to help companies across different verticals.

Why ENX Magazine awarded Stone’s in 2015

We made a major software update. OMD is an industry-specific business management software that was designed to meet a wide range of needs for companies in the office equipment industry. Although OMD is still an accepted software, there are newer software companies that provide a more streamlined and robust system.

That’s where ECi’s e-automate solution comes into play. The e-automate system provides an innovative and flexible approach for office equipment distributors. This was a major overhaul for us, as we’ve been operating with OMD for more than 10 years. It took a lot of effort for training and implementation to get up to speed with the new system without causing any hiccups for our clients. As ENX Magazine noted, the transition ended up having an additional impact as a team-building experience for our company.

Our customer-centric approach. We pride ourselves in maintaining a strong focus on our customers. We go as far as grading each interaction with customers and then asking if they a positive or negative experience, and why. Luckily for us, nearly everyone has positive feedback! Everything we do is centered around the customer experience; each exchange with our customers has the potential of being a WOW moment – we just need to make it happen.

Our employee knowledge and experience. Many companies try to micromanage their employees. That eventually creates bad relationships between management and employees and leads to poor experiences for customers. Instead, we believe in our employees’ abilities to make decisions in the field and keep our customers happy. This trust creates a better work environment for us at Stone’s and helps us do an excellent job for the customer.

In fact, our employees are so happy with the way we operate that they don’t want to leave. Our average employee has been with our company for about 15 years! Employees appreciate the trust we put in them and, with a family-run business since 1970, we have cultivated a very tight-knit company that trickles down from management, to employees and to our customers.

Our MPS services are growing

The office equipment industry has changed a lot over the 45 years we’ve been in business. To keep our business healthy and our customers happy, we learned early on that adapting to changes in the industry would be a key part of our success.

Managed print services (MPS) have become one of our most important and most valuable services offered. Gone are the days when a company bought equipment and that was the end of the relationship.

Today, we’re able to save businesses significant amounts of money by helping to improve printing processes, decreasing supply costs, and more through MPS. Didn’t know we offered this? Find out more information here.

The ENX Magazine Elite Dealer awards were presented to us for our work in 2015 and 2016. We work hard to keep our customers happy and have been doing so for over 45 years. To learn more about Stones Office Equipment and how we can help you operate more efficiently, contact us at 804-288-9000.

Most businesses have come to rely on their office equipment for more than just printing and copying.  Today’s modern multi-function printers (MFPs) are expected to help improve processes, and document management.

mx-4070_overview The best MFPs can scan documents and convert them into digital files that become searchable records. Many offices expect their MFP to be able to print wirelessly from a variety of devices. As with any wireless and mobile technology, administrators need to ensure enterprise-level security and control.

Sharp: A Powerful Brand and a Quality Office Equipment Manufacturer

For many people considering office equipment companies, Sharp is rarely the first brand name that comes to mind. While other companies may be more recognizable in the office equipment industry, Sharp is the only full line copier company on the top 100 most powerful brands.

The Sharp 70-Series Can Improve Any Office

The Sharp MX-3070N, MX-4070N, and MX-5070N are popular full-featured MFPs that offer the latest technology and security features to benefit all members of an organization.

Business executives will appreciate the enhanced document and workflow capabilities of the 70 series. Enhanced optical character recognition (OCR) included allows digital document conversion, storage, and document retrieval without a PC.

Office staff will benefit from the machine’s speed and flexibility. With an output capability of up to 50 pages per minute (MX-5070N), teams can create large print volume on demand. The full-color capability means the devices can handle everything from simple meeting agendas to complex full-color presentations.

IT staff and administrators won’t have to worry about the device network integration or security. Sharp has paved the way with the latest wireless connectivity and security protocols built right in.

Sharp 70-series: Full Color and Full Functionality

The available features from the Sharp 70-series make it one of the most robust options on the market. Not only do each of the models offers full color capability, they also have a rich set of features to increase productivity and ease of use.

Available features include:

  • Up to 50ppm output capacity (MX-5070N)
  • 500 GB hard disk space
  • Automatic walk-up sensor
  • Built-in retractable keyboard
  • High resolution 10.1” color touchscreen display (below)
  • Wireless connectivity

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Contact Stones Office Equipment

Stone’s Office Equipment is a full-service office equipment dealer serving central Virginia, including Richmond and Fredericksburg. Contact our staff today to see how we can help improve your office’s document management processes or reduce operating expenses associated with your existing office equipment.

Our customers look to us as experts on the topic of office equipment. So, it’s not uncommon to be asked, “What’s the best printer [or copier, or all-in-one] for our small business?”.

Naturally, one should expect the answer to this questions depends on a variety of factors. For example, what exactly are the business needs? How many users will share the device? How much print volume will flow through the machine?

Stone’s Office Equipment is one of the leading Lexmark dealers in central Virginia.

Here we share our three most popular Lexmark models. These models are popular because they serve critical business functions, are efficient in their respective categories, and are reliable output devices. 

Each of these three models differ considerably, and the right one for your business depends on the features that will serve your organization the best.

Lexmark M3150 – the speedy monotone laser printer

The M3150 is the daily workhorse of many small offices. It can print up to 50 crisp black and white pages per minute. The monotone laser printer has a high capacity toner cartridge capable of delivering up to 7500 prints per cartridge, so you can minimize downtime and reorders.

The M3150 a medium capacity network printer capable of printing from all desktop and most mobile devices. It even has a USB drive, so users can print directly from portable storage devices.

Navigating through the printer’s functions is simple and easy with the 4.3-inch color touchscreen.

Lexmark XM3150 – the compact but productive all-in-one

The XM3150 is one of the most feature-packed all-in-one multifunction printers (MFP). It is capable of printing, copying, scanning, faxing, and emailing.

Like the M3150, the XM3150 has a print output up to 50 pages per minute, and the XM3150 is capable of printing from desktop and mobile devices.

It includes a 7-inch color touchscreen for simple operation.

Lexmark has shown strength with respect to device security. The XM3150 includes a host of enterprise-level security options and settings built into every MFP. 

Lexmark XM7155 – the fully-customizable, high performance MFP

The XM7155 is built for top performance.  It is capable of outputting up to 70 pages per minute, and has an input capacity of up to 2300 sheets. This maximizes output, and minimizes time spent refilling paper.

Productivity is improved with features like scanning 2-sided documents in a single pass. Several finishing options are available too, such as stapling, offset stacking, and hole punching.

Like other Lexmark models, the XM7155 is also capable of printing from desktop and mobile devices. To ease operation, the XM7155 includes a huge 10-inch color touchscreen.

Need Color Printing?

Each of these Lexmark models output in black only. If your office requires color printing options, contact us to discuss your options. Features and cost can vary widely for full-color devices, and some devices are very expensive to operate. We can help you fully understand your device choices as well as the considerations such as output capacity, color quality, and cost per print. 

[button link=”http://www.stonesoffice.com/Home/Services/MPS” type=”big” color=”green”] Learn More About Managed Print Services[/button]

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If you’re like many of our clients, you’re always looking for ways to reduce costs while also looking for ways to reduce your environmental impact.

At Stone’s Office Equipment, we support a variety of green initiatives for our clients – from reduced energy consumption, to reducing paper usage, to reducing waste.

Many law firms and medical practices focus on improving document management processes when looking to reduce paper, and we have a variety of document management solutions to improve workflow and speed up document retrieval.

However, one of the simplest green initiatives does not require any complex hardware or software. Simply start using high quality remanufactured cartridges in all of your printers, copiers, and multifunction printing machines.

 

RELATED: Save Money By Going Green With Printing

 
Remanufactured cartridges have a 44% smaller total environmental footprint vs. the national brand equivalent. And over 80% of businesses in a survey reported that remanufactured cartridges met or exceeded the performance of national brands.

If you’re looking for new ways to go green and save money, consider switching to high quality remanufactured cartridges. These cartridges are available for most models of each of the leading brands of printers, copiers and multifunction printers. Contact us to start helping the environment while saving money with remanufactured cartridges.

Best-in-Class Customer Service

Many companies claim that they have the “Best service in the business” but few even have a way to measure how happy customers are.

Here at Stone’s Office Equipment we have a system that allows us to capture feedback after every service call. We use the Net Promoter Score system www.netpromoter.com

The average N. American company has a Net Promoter Score® of 10.

Some well-loved companies reach scores into the 70s and 80s.

What is the Net Promoter Score (NPS)?NPS Score

The Net Promoter Score (NPS)®, is a straightforward loyalty metric that holds companies and employees accountable for how they treat customers. It is both a loyalty metric and a discipline for using customer feedback to fuel profitable growth in your business. Employees at all levels of the organization understand it, opening doors to customer centric change and improved performance.

How Stones Has Scored in 2016

We take customer satisfaction seriously. Each month, our customers are surveyed. Doing so not only allows us to keep a pulse on our clients, it also give our customers frequent opportunity to voice concerns or to let us know how we can do better. When we get feedback, our staff responds swiftly to ensure complete satisfaction.

In 2016, using survey data through the month of June, Stones Office Equipment has received a score of 98.3 – much higher than some of the most revered brands, including USAA, Southwest, Amazon, and Apple.
For more detail, download our June 2016 NPS scorecard.

Trooper Dermyer

“Helping officers and families when they need it most”

 

Here at Stone’s Office Equipment, we couldn’t agree more with this statement. This past Memorial Day Weekend, we were humbled to donate to the VSPA Emergency Relief Fund in honor of Trooper Dermyer.

 

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SOE donates stuffed elephants from the Jillian Fund (her favorite) to the VSPA

 

The Virginia State Police Association general fund helps the Association operate.This fund provides Trooper Teddy Bears for Troopers to distribute to children at accident scenes, scholarships to members’ children, lobbying efforts which are directed towards creating a safer environment for our citizens, funding for our war on drugs and alcohol in our schools, and more.

 

TrooperCheck

 

Additionally, contributions to this fund help the Association provide emergency relief to members of the Department of State Police and other law enforcement officers and their families who experience a personal crisis and have nowhere else to turn.

 

Thank you again for your service and sacrifice, Trooper Dermyer!

 

Memorial Day Weekend Kick-Off Video

 

 

Visit our website, or contact Stones Office Equipment at 804-288-9000.

 

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At Stone’s Office Equipment, we strive to be dedicated and involved in the local community. We kicked off Memorial Day weekend the right way, by supporting The Jillian Fund in honor of an inspirational woman, Jillian Gorman.

Since its’ inception, The Jillian Fund has raised over $355,000 and provided financial assistance to numerous families. As a result, these families have had the opportunity to spend precious time with their children that they otherwise might not have had.

 

The Jillian Fund is dedicated to:

 

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  • Providing financial support to parents with children who are suffering life-threatening illnesses requiring critical care,
  • Awarding academic scholarships to young women who demonstrate extraordinary faith and leadership within their communities,
  • Operating in an effective, efficient and transparent manner, and
  • Honoring the financial and professional contributions made by our individual and corporate partners.

Help support The Jillian Fund here!

 

Memorial Day Weekend Kick-Off Video

 

Visit our website, or contact Stones Office Equipment at 804-288-9000.

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Medical offices are tasked with keeping patient costs reasonable, while keeping private medical information secure. The demands placed on healthcare facilities are significant, and choosing the right office equipment for medical offices is vital.

 

Just like any place of business, medical offices rely on certain equipment to communicate, stay organized and effectively operate, but regulatory requirements demand that systems are chosen with care. Consider the following when planning for the needs of your medical office:

 

Printers, Scanners and Copiers For Medical Offices

Medical professionals are required to keep thorough and accurate records on all patients, but an increasing number of practices are switching to paperless recording. Deciding to switch to a paperless medical office will save time and lower costs, and it will also affect your equipment purchases.

 

Higher-end multifunction printers can be integrated with document-management, billing, e-prescribing and email applications. Choose a scanner that will convert documents into searchable and encrypted formats. If you lease, rather than purchase equipment, find out if there are options for clearing the machine’s memory, so that your private data is not saved and viewable by an office supply company or anyone who leases the equipment in the future.

 

Computers and Mobile Devices

Computers and mobile devices have become valuable pieces of equipment for medical offices. As technology advances, more and more applications are available to health care professionals. Computers and mobile devices are used for a host of important tasks, such as:

 

  • time management
  • health record maintenance and access
  • consultation
  • insurance communication
  • information gathering and research
  • patient management and monitoring
  • continuing education
  • clinical decision making

 

There are several factors to keep in mind when selecting computers and mobile devices for your office, but portability can be a double-edged sword. Laptops, smart phones, USB drives and even wearable devices are now in widespread use throughout the business world; however, security risks increase when an item can be lost or stolen. Any device chosen for its ease and portability should also include advanced security features. Simply setting a password may not be enough to protect important data. When choosing office equipment for medical offices, it’s also important to ensure that all computers and mobile devices comply with State and Federal medical privacy laws.

 

Any computer or mobile device that you purchase should be compatible with your office systems and software. It’s also helpful to choose devices that can communicate information easily back and forth. If information can only be accessed from one device, this can cause complications and ultimately hurt your bottom line.

 

Managing User Access and Security

No matter how many patients you serve, data backup and security are necessary components of maintaining your business and medical files. Electronic records are of no use if your network is breached and your data is lost. Patients rely on you to keep their medical information safe, and compromised data can ruin the reputation of a medical office.

 

The AMA published specific guidelines for allowing patient access to medical records and keeping them safe. It’s advisable to prepare for a disaster before it occurs. Any medical or personal data should remain safe from loss or corruption. Backing up data to an offsite location is one of the easiest ways to do this.. Consider keeping one physical backup, along with one stored in the cloud. Frequent automatic backups of a server should be scheduled to keep files safe. When deciding on a cloud solution, make sure that the service provide allows for the storage of encrypted data.

 

Medical offices should choose business-grade security software. Access to data on both laptops and desktops should be restricted. Any mobile devices and tablets that are used should be included in your security plan. Absolutely every computer in a medical office should be equipped with appropriate anti-virus software. A single virus on one device could corrupt or completely destroy all of your medical or business data.

 

Integrating Office Equipment

Medical offices use many different tools to produce medical records, schedule patients, bill and prescribe medications. When purchasing software or hardware for a medical practice, ensuring that all programs can be integrated is important.

 

When all systems work together seamlessly, there is no need to constantly switch from one piece of equipment to another or toggle between multiple applications. When purchasing office equipment for medical offices, keep in mind these needs:

 

  • Word processing
  • Medical records
  • Security, anti-virus and encryption
  • Billing and accounting
  • Email
  • Electronic records transfer
  • Intake management
  • E-prescribing
  • Patient portals
  • Scheduling
  • Electronic signatures and consent forms

 

Maintain Compliance While Integrating

The Health Information Privacy and Accountability Act (HIPAA) sets forth mandatory rules for how medical offices protect the privacy of their patient’s protected health information. While the U.S. Department of Health and Human Services, who are responsible for HIPAA enforcement, understand that not all disclosures can be prevented, they do expect that certain privacy measures are put into place.

Medical offices should take reasonable precautions to safeguard patient privacy.

 

Purchase office equipment for medical offices with security compliance in mind. When purchasing portable office equipment, such as laptop computers, remember that these items could potentially be lost or stolen. Any portable equipment should have the capability of saving files in an encrypted format, so that private medical information is not accessible to any individual who steals or finds any equipment belonging to your medical office.

 

Find a Reliable Partner For Medical Office Equipment

It’s important to choose a supplier who frequently provides office equipment for medical offices and understands your unique needs. The right partner will help you to manage your costs, while staying compliant with State and Federal regulations. You can count on Stone’s Office Equipment to design workflow and paper-handling solutions that are efficient and scalable, while keeping operating costs to a minimum. Call us today at 804-288-9000.

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When you think of “going green” you probably think of efforts that decrease a company’s negative impact on the planet…and you’re right! There are many organizations and resources out there that promote change and encourage better working environments to keep our planet healthy. But, that’s not the only reason to go green with your office printing. Another wonderful benefit is that going green can save you money!

 

Think about the way your office operates now. Depending on the size of your company, you might go through hundreds of sheets of paper everyday. In the process, you’re also using a lot of supplies, energy, and time.

 

In fact, according to GreenPrint, the actual cost of printing is up to 31 times the price of the paper you use, and the cost of printing for the average employee lands between $600 and $1,300 per year!

 

But, you can utilize green printing practices to improve efficiency and decrease the resources it takes to print and manage paper, all while saving your company money.

 

Go Green By Using Managed Print Services

The best way to become more efficient with printing–and save more money–is through managed print services. If you’ve heard of managed print services, or MPS, then you probably associate it with equipment or supplies management, which is accurate. Managed print services are used by the most efficient companies to optimize their printing process. Here’s how it works:

 

You receive an evaluation of your current printing system to identify opportunities for improvement. These opportunities may include printing supplies, equipment tuning and repair, equipment configuration, and more. You’ll get a customized recommendation of how you can best run your printing equipment for optimal efficiency. By improving the areas that are identified, your company will use less energy to operate and you’ll notice long term savings in operational costs.

 

The efforts used to achieve more cost-effective operations and those used to “go green” are often one in the same. Both goals work by decreasing the amount of energy it takes to accomplish tasks and to maintain your office. Here are some of the specific ways that MPS can make your company greener and save you money:

 

  • Identifying how many printers you need. Many companies use more printers than they really need. By decreasing the number of printers and placing them in more convenient locations, your company can decrease the equipment needed and the resources it takes to run those extra units.
  • Changing bad user habits. MPS will use data to figure out how the printers and other equipment are being used and then determine habits that could be curtailed to improve efficiency and savings.
  • Tweaking equipment settings. Many people aren’t sure what settings are truly best for printers and the majority just settle with whatever the factory settings were. Using MPS, you can fine-tune the settings of your equipment to ensure you’re always getting the most from your equipment, with the least energy demand.

 

Start Saving Green By Going Green With Your Printing

Going green with your printing will help your business become more socially responsible while also saving money. Managed print services is the most effective and convenient way to get the most from your printing system. For more information on managed print systems, contact Stone’s Office Equipment at 804-288-9000.

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Whether you’re going it solo or setting up a large practice, making smart choices when purchasing office equipment for a law firm can mean critical differences in workflow and efficiency. The most successful solutions will be scalable, easy to use and flexible enough to make sure focus stays on the work, not the technology.

The basics of a law office are the same as many other business offices, but law firms must also address regulatory compliance requirements that govern privileged data.

Consider these seven areas when planning your firm’s equipment needs:

  1. Printers/scanners/copiers

Legal teams produce reams of documents, but that doesn’t mean that all those documents have to exist in hard copy. Making the decision up front to run a (nearly) paperless office will save piles of time and money, and will affect your equipment purchases.

If you’re on your own, an entry-level, all-in-one desktop unit might do what you need it to, but you’ll sacrifice some efficiency — especially when scanning. Even the smallest practices should look into high-volume scanners with network capability. Ultimately, you want your scanner to integrate seamlessly with your document-management software.

Larger offices that commit to taming the paper beast should elect higher-end multifunction printers for purchase or lease. Look for models that can be integrated with document-management, time-tracking, billing and email applications as well as cloud storage. Be sure the scanner will convert documents to searchable and encrypted formats. When leasing, find out what options are available for clearing the machine’s memory of your data.

 

  1. Computers and mobile devices

Plan device purchases carefully. If you’re a one-person shop, a business-grade laptop might be all you need. Larger practices will likely want to anchor support personnel with desktops. Attorneys will need either desktops or laptops, depending on their mobility needs, and tablets if budget allows. Before buying tablets or other mobile devices, check to see what apps are available to accompany your desktop software solutions.

When looking at specs for desktops and laptops, look for at least 8GB of RAM — 12GB if you can afford it — to help run multiple applications more efficiently.

Mobile devices (like tablets and smart phones) can be linked to your office equipment to provide remote printing.

 

  1. Data backups and security

No matter the size of your practice, data backups and security are critical components of a law firm’s IT infrastructure. All those documents you’ve scanned are worthless if your network is breached and your data is lost, not to mention the legal ramifications and damage to your firm’s reputation if privileged data is compromised.

Consider a redundant backup solution: Keep one physical backup and one cloud backup. For very small practices where employees save documents and other data to their local drives, your physical backup could be as simple as an encrypted external hard drive. Larger firms should schedule frequent automatic backups of their servers to encrypted-drive backup locations. When looking for cloud solutions, make sure the service provider allows storage of encrypted data.

Choose business-grade security software and learn how to use it effectively. Enable system encryption to restrict access to data on laptops and desktops. Be sure to include practice-owned and personal mobile devices in your security plan if they access your network.

Don’t take risks with your privileged data. If you can’t afford to keep an IT security expert on staff, hire a network security firm to secure your systems.

 

  1. Software

Law firms typically use several productivity tools to track cases as they move through the practice. Different applications include different feature bundles, but in general, a practice needs solutions that address these areas:

  • Word processing
  • Security, including anti-virus, firewall and encryption
  • Email with encryption add-on
  • Accounting/billing
  • PDF handler for merging and splitting PDFs and converting other file formats to PDF
  • Document management for efficient storage and retrieval
  • Practice/case management for keeping client and case data in a central location
  • Time-tracking for management of billable hours

The American Bar Association has done an extensive comparison of practice/case management software and offers tips and resources on encryption.

 

  1. Phone system

If you’re in solo practice, you’ve no need for a business-grade phone system. You can get the basic features you need — voicemail, caller ID, conferencing, call forwarding — as part of most landline, VoIP or mobile packages. If you want to give the impression of a larger office, check out call-management solutions that include the ability to set up a simple menu. You can even hire a virtual receptionist to answer calls for you from a call center. Most pricing plans allow you to buy a monthly pool of minutes, so you’ll have to track your usage carefully to avoid surprises when the bill comes.

Larger firms will need more extensive setups with multiple-line phones, a network of voicemail boxes and professional installation. You’ll still need to choose between landline and VoIP. If you opt for VoIP, you’ll need to decide whether to use a cloud system or host it yourself.

 

  1. Presentation equipment

Projectors are available to fit almost any budget. Add a screen (or a white wall in a pinch), and you’ve got a solid, basic presentation setup. If your room is very small, skip the projector altogether and go for a mounted monitor with a dedicated computer or a wireless connection.

Interactive display boards offer a higher-end solution and have a variety of features, including touch screens, pen interfaces for annotating presentations and video conferencing.

 

  1. Dictation systems

Digital dictation tools make a first draft of your dictation as easy as docking a voice recorder. Files can then be sent to speech-recognition software or an assistant for transcription. Many models offer real-time file encryption and device-locking features. Some systems include barcode integration, which allows you to attach client information to the recording by scanning a barcode.

 

Choose an Experienced Partner

At Stone’s Office Equipment, we’ve worked with many law firms – some small, some large. We understand the need and challenges facing law firms in today’s economy. You can count on Stone’s Office Equipment to design workflow and paper-handling solutions that are efficient and scalable, while keeping operating costs to a minimum.