Office Equipment for Medical Offices

Office Equipment for Medical Offices

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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.

Save Money By Going Green With Printing

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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.

7 Areas To Consider When Choosing Office Equipment For A Law Firm

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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.

Reduce The Amount Of Work In Your Paperwork

If you’re like most people, a great deal of your time at work is spent on paperwork. You know it’s important to stay organized but it’s a tedious task that seems to never end, right? Well, that’s not true for all businesses. An increasing number of businesspeople are moving away from the traditional paper-pushing methods to go paperless (or close to it). If you’re not sure how you feel about that, think of these facts:

 

  • The average employee spends 30 to 40 percent of their time searching for documents or looking through information.
  • At any given moment, up to 5 percent of an organization’s files are lost or misfiled.
  • Seven out of 10 businesses would fail within 3 weeks if their paper documents were destroyed in a natural disaster.

That last one is shocking, right? The majority of businesses would go out of businesses if their paper documents were destroyed…are you one of those businesses? If so, it’s time to find ways to protect your business and improve your efficiency and productivity at the same time. How can you do that? Digital document management solutions.

 

What Will Digital Document Management Solutions Do For My Business?

There are a number of ways that going digital will protect your business and help you improve productivity. First of all, you’ll be able to get rid of the stacks and drawers of paper you have throughout your office. This will create a better environment for working and can relieve stress that you didn’t even know was there.

Here are some other ways digital document management solutions will improve your business:

  • Better customer service: More organized, more accessible documents will allow you to quickly and easily find documents you need to service your clients.
  • Less time handling papers: The less you have to shuffle papers around, the more you can focus on other tasks that will help keep your business moving forward. Don’t get stuck playing catch-up with your paperwork. Digital document management will eliminate the need to handle documents so much.
  • Reduce your footprint: Buying supplies like paper, ink, and paper clips can add up quickly when using traditional paper documents. You may not realize it, but simply storing paper also costs your business money. By moving to digital documentation, you can reduce the storage space needed and the associated costs.
  • Improved security and privacy: It’s difficult to monitor who sees what with paper documents moving around the office. But with digital documents, it’s incredibly easy to give certain people access and restrict access for others.
  • More robust organization options: Keeping papers in filing cabinets only allows you to organize your documents in one way. But, with digital document management solutions, you can organize the documents in the way that’s most convenient for achieving the task you’re working on.

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Are You Being Overworked By Your Paperwork?

With affordable digital document management solutions available for any size business, it no longer makes sense to use old-fashioned paper document management. For more information about getting started with a custom digital document management solution for your business, contact Stone’s Office Equipment at 804-288-9000.

Considerations For High Volume Scanning

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Your office goes through a lot of paper, and much of that paper needs to be stored for an extended period of time. If you can scan all of those documents, then you can cut down on the cost of physical space to store documents, and you can also benefit from improved efficiency, especially through reduced costs associated with retrieving paper records.

If you’re considering to buy a high speed scanner, here are a number of critical considerations:

 

SPEED

A scanner might boast an impressive page-per-minute (ppm) rate, but is that speed coming at the expense of quality? Go with a unit that offers a high-resolution image as well as an impressive page-per-minute rate that meets your peak scanning loads.

 

USABILITY

Ideally, your employees should be able operate your scanner without going through extensive training. Evaluate who will be using the unit and select a machine that offers productivity, but is suitable for even those who are less tech savvy. Choose a scanner that is simple to use, features automatic settings, has customizable preferences, and includes a user-friendly interface.

 

FEATURES – Modern scanners offer a variety of different options; so consider what kind of work you will need your machine to handle. For instance, multi-feed detection utilizes sensors to recognize double-feeds which could lead to paper jams, suspending the scan job and alerting the operator. A staple-detection feature will identify the presence of staples in materials loaded into the document handling tray, preventing potential headaches. And duplex scanning, capturing both sides of a document in a single pass, is extremely valuable if you will be scanning a significant amount of two-sided documents.

 

FLEXIBILITY

If you work with documents of various types and sizes, go with a scanner that can efficiently handle a variety of different paper sizes and grades.

 

DOCUMENT MANAGEMENT

How will your documents be organized, stored, searched, and retrieved? All of these things could impact the best type of machine and configuration. Consider a software with OCR (optical character recognition), which could allow every one of your records to become searchable.

Take the time to evaluate your needs and find the high-volume production scanner that is best-suited to accommodate them. If you’re unsure which options or considerations are most important for your consideration, contact one of our experts today.

Security & Vulnerability

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I attended a Business Solution Summit hosted by Lexmark in Milwaukee, WI and was surprised by the stats given on data breaches within corporate America. It seems every time you listen to the radio, television or any news outlet, you hear about hackers, data breaches, cyber security, etc… In fact, every evening driving home I hear at least 3 commercials advertising “protecting your identity”. Never before has our country become so hostage to others looking to profit off of our vulnerability (and possibly innocence). For those who believe all you need to do is protect your Social Security Number and nothing bad will happen should think again.

Here are a couple of things I took away from the summit and wanted to share:

  • $65 million = The total average cost of a data breach in the U.S. last year
  • 36% = cause of information leaks – either malicious or accidental
  • Information = intellectual property, state secrets, financial data, healthcare information, personal identification information

According to WSJ “Every major company has been attacked. We are at war! The absence of body bags doesn’t lessen the importance.”

The terms, Hacker, BOTS, Phishing, Social Engineering refers to outsiders and their methods to capture data which could be brought on by a terrorist or even a corporate competitor; however, Open Security Foundation found that 36% of all information leaks occurred from within a company’s own walls…meaning inside your own firewall. As stated above, this could be malicious or completely accidental.

What information are the “hackers” phishing for?

The answer depends on the “hacker” and the sources they have to draw upon – it could be large like Home Depot, Target, Anthem, IRS or a small business. Here in Richmond, VA we spoke to a client who had their information “hijacked” because someone innocently clicked a link or zip file attached to an email. Before you discount this and say, “I would never do that.”; or, “everyone in my office knows not to do that.” Think. This is how these people make their money and like everyone else in business, the better you are at your job the more you make. Some hackers might make a simple or sloppy attack plan and snag a few; and some take a little more time and make something look so authentic it fools even those who are on the lookout for scams. The client I’m speaking of was contacted and informed their data was being held ransom and for the price of $5,000 they would release the information. In this case the company chose not to pay and lost their data from the time of their last back-up.

Other information “hackers” are phishing for is intellectual property, state records and secrets, financial data, healthcare information or personal identification information, these were the primary drivers behind the Anthem and recent Federal Government breaches. According to one study, it’s not about credit card theft as much as it is about gathering as much information as they can to use. Of course we hear the big numbers like the Target breach – more than 40 million cards and Home Depot was more than 56 million! Bank Accounts used to be top – credit cards on the “dark web” (referred to by the FBI) is dipping and considered to be traded like a commodity. Records with personal information is on the rise, the more information you can collect about individuals, the more valuable. Imagine someone gaining access to not only your personal medical records, but your entire family’s medical records. What about your complete financial portfolio? Bank account information, mortgage information, retirement funds, liens, or, your Legal records? Bankruptcy, devoice, law suits pending.

How To Protect Your Information

Recently I spoke with two highly regarded owners of IT firms and asked how I can educate my staff to better fend off attacks like these. Their answer was, first start by never clicking on a zip file or any attachment from someone you’re not expecting something from. If you think it may be suspicious, call that individual and ask them if they sent you something. Second, have a good detection plan in place and ready to respond. Third, make sure you back up your data every day and know your data is good by testing the recovery.

All of this sounds scary and it should because no one knows how far this will go or the ramifications of it all. What I can tell you is Stone’s Office Equipment will provide your office with equipment to help eliminate some of the potential risks.

Isn’t Office Equipment At Risk Of Getting Hacked?

A couple of years ago, the CBS news ran a story about copiers having hard drives and how every time a document is copied, scanned or printed the image resides on the hard drive. They were able to “hack” into some of the hard drives and retrieve some pretty sensitive information. Once the story broke, we started getting calls from our customers asking if we knew about this and what measures Stone’s Office Equipment takes to protect their data. I talk more about that later.

Here’s how:

  • Copiers and MFP devices featuring a hard drive are wiped at the end of your lease or upon trade in. We’ll even remove the hard drive for customers and give it back to them so they can destroy it themselves.
  • Lexmark MFP’s wipe the device after every job: copy, scan, print and fax
  • Sharp copiers and MFP’s some standard with Lease Return Hard Drive Clean feature – wiping the hard drive back to new status
  • Many devices we sell have Authentication – which will restrict the devices or users from performing tasks you don’t want

For more information about Security and Vulnerability, give us a call (804) 288-9000.

3 Facts That Prove Your Paper Management System Is Holding Your Business Back

stones-paper-managementWhether you started your business a year ago or 50 years ago, over time you’ve established methods for how everything gets done. You order products a certain way. You schedule people to work in a certain way. And you manage your documents in a certain way too. But, getting by with those processes this long doesn’t mean it’s best to stick with them.

If you’re business has been around for a while, there’s a good chance you established a lot of paper-heavy habits over the years. But, in the last couple decades, technology has decreased the need for paper usage considerably. It’s now easier and cheaper to manage your documents virtually rather than having to handle and store a ton of physical documents.

It’s hard to just believe that though, right? To prove that your traditional process is holding your business back, check out these 5 facts about document management:

The average employee spends 30-40% of their time searching for documents or looking through information. (KM World)

It’s true! Most companies still operate with some version of their original document solution process. That means either complete or partial reliance on laborious, paper-based workflows. This hurts your efficiency in two ways: First, it takes more effort to manually locate documents. Having your documents available on computers makes them much more accessible, leading to decreased time locating them. Second, there’s less time skimming documents to find specific pieces of information. Using traditional filing methods can be like finding a needle in a haystack. But, with most digital document solutions you can search specific words, images and more within seconds.

At any given moment, up to 5 percent of an organization’s files are lost or misfiled. (PRISM Int.)

Taking more time to find your documents isn’t the worst thing that can happen with traditional document management…not finding them at all is! With physical documents and the processes used to manage them, it’s much more likely to lose or misplace your files. The loss of files becomes incredibly expensive, forcing you to reproduce them from scratch (if that’s even possible). Digital document solutions will keep your files safe and accessible, no matter what happens to their paper counterparts.

More than 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood. (The Paperless Project)

Natural disasters, like fires and floods, can be surprising and very destructive. With a paper-based process, if the documents are ruined then you’re just out of luck. Even if some of the documents survive the event, it will be very costly to recover the documents that weren’t destroyed. But, with a digital solution, your files will be out of harm’s way, even when your office isn’t.

It’s a fact. Your paper-based process is holding you back.

If your business still uses paper-based filing systems, wasting energy handling documents, misplacing more files and increasing the risk of a catastrophic disaster. Upgrading to a digital document management solution will improve your business’ process and the flow of information—maximizing productivity, cost savings, and security.

For more information, contact Stone’s Office Equipment today at 804-288-9000.

6 Ways PaperCut Software Boosts Print Performance

Most people understand the basics of keeping printing costs down. Keep equipment up-to-date, monitor print-related expenses, etc. But, there’s actually another level of print performance and cost savings that most people miss out on. Are you one of them?

Did you know: The cost of the printer only accounts for 5% of total printing costs (Forrester)

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To really get the most out of your print setup, you need to get a closer look at how your system is running. Stone’s offers a comprehensive approach to managing print performance with Managed Print Services (MPS).

Not ready to commit to a full MPS program? Read why PaperCut may be the perfect tool to get started…

Papercut uses six different approaches to analyze how well your existing print setup is working and it helps you improve upon that system. How exactly does it do that? Here are the six ways Papercut can improve your current setup:

Print Visibility

What in the world does that mean? Print Visibility refers to the ability to track (watch) how your print setup is being used. This tool allows you to see who is printing what, when they’re printing, on what devices, and more. It also keeps records so you can look back at past activity. With Print Visibility, you’ll be able to see exactly where your printer usage is focused and you’ll be better able to identify opportunities for improvement.

Print Policies

Once you’ve used Print Visibility to identify areas of potential improvement, you can use Print Policies to provide additional support. Print Policies are rules that can be set up to limit or alter user behaviors. Limiting the amount of printing for a particular user or specific printer and creating custom on-screen recommendations for printing preferences (such as “Please use both sides of the paper when printing!”).

Print Security

The security of your documents is very important. The more people you have managing documents, the more critical it is to have proper security measures in place. PaperCut provides that security with their Print Security features. With several options and add-ons to choose from, you can add the document and device security that’s just right for your office. Secure virtual printing, Find Me Printing (also known as Push Printing), and watermarking are just a few of the optional security protocols available for your business.

Cost Control

Get even more control over your print setup by using Cost Control. This tool allows you to segment activity reports by user, client, department, and more. Take it a step further by implementing print quotas and balances for users and even clients. Set the limits you’d like to stay within and the system will keep you and the users updated about their usage status. You can even add payment gateways to allow payment for more printing if users go over their print limit.

User Tools

User Tools will allow you and all other print users to stay on the same page about print policies, economic impact, costs, and more. This feature also allows for customized control for different users and offers the ability to users to manage documents and their printing on their own devices, at printers, and more.

“BYOD”

BYOD stands for “Bring Your Own Device” and it’s an umbrella term for several tools that improve the ability of users to print anything, anywhere, anytime. BYOD means ultimate flexibility when printing. The tools include email printing, cloud printing, mobile printing, and internet printing. BYOD even offers the ability to share printing capabilities with visitors!

Does PaperCut Replace Managed Print Services?

A lot of features, right? Does that mean PaperCut can stand in place of a full-service MPS program? No…When it comes to managing print performance and costs, there’s no question that Managed Print Services are the most effective way to go. But, in some cases PaperCut can offer a great way to get started in the right direction or even work alongside a comprehensive MPS program.

For more information on either service, contact Stone’s Office Equipment today.

How To Automate Your Document Management Processes

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Think about all the ways your staff interacts with documents each day. Creating, editing, filing, storing, searching, faxing, copying, emailing, and so on. All of these actions require manual effort from your staff, which takes a great deal of time, lacks security and allows for errors.

Does your staff experience problems such as lost files, extended waiting periods, and document sharing limitations? If so, there’s a solution. It’s called document management automation or workflow automation.

What does workflow automation really mean?

Workflow automation or document management automation simply means streamlining the process by which your company uses and manages its documents. There are a number of ways to improve workflows and automation and the process is flexible to fit the needs of different types of businesses. For instance, if you share your documents with external parties, then the methods used for sending, retrieving, and storing files should be examined. If your business collaborates internally on projects then the methods for sharing, editing, and communicating about those files should be examined. Workflow automation will mean something different to each business, but there are some common themes for most companies.

  1. Reducing the amount of paper used

Even though there are plenty of tools for electronic and cloud-based document management, many companies are so entrenched in traditional paper-pushing methods that it’s difficult to consider the effort it would take to transition from physical documents. But, the truth is that paper is the most common threat to productivity that exists in the workplace. Because of all the manual tasks surrounding paper, all projects that utilize it will end up requiring a great deal of time spent without actually doing any real work on the project. Switching paper documents to electronic documents allows for decreased time handling and managing paper and more time for staff to get right to work on the project. Instead of having to dig up a file in the filing cabinet (assuming the file is in the right place), you can simply search for it on the computer and even share it immediately with coworkers, rather than manually delivering it.

  1. Creating automatic routing services in your network

We know that with paper, there is a lot of time spent gathering and sharing documents. With electronic documents, you have the ability to quickly search for the documents you need and then share them from your computer to the appropriate recipients. But, you can actually take that one step further by creating an automatic routing service within your computer network, allowing staff members to receive the documents they need to get their jobs done without having to look around for it. Since searching for documents on the computer can take up time, this automation will decrease the amount of time spent between projects and get staff members to work more quickly. Users can also be notified when actions take place with specific documents, such as the saving of a document, the moving a document, or when a specific document gets opened.

  1. Activity monitoring

In the 21st century, we’re able to get data and measure pretty much anything. That includes the way users are working with documents and how documents are being handled. Being plugged in to the way your office is operating doesn’t just allow you to check in on staff members. It will allow you to really see how your document management process flows and identify ways you can improve or even stages that can be added or cut out to improve efficiency. But, activity monitoring doesn’t need to be like a George Orwell novel. Monitoring can also help to keep you more connected and lead to better, more effective communication.

Okay, so you can reduce clutter, connect computers, and watch users. But, what do these actions really accomplish?

These changes, and other customized improvements, will lead to real changes that profoundly impact the way your company uses documents, works together, and will lower the costs and risks along the way. You’ll be able speed up job completion times, lower production costs, decrease errors, improve compliance and even free up your IT department to work on more important tasks for you business. To find out more about how Stone’s Office Equipment can help you improve your document management, contact us at 804-288-9000.

 

3 Ways Electronic Documentation Prevents Mistakes

Making your office as productive as possible is an important part of managing your business. Everything, from the people you hire to the equipment you use, will play a part in just how productive your company can be. One aspect that should be examined is your document management process. Many companies are hesitant to transition from hardcopy files to electronic documents. But, making the switch is not as painful as you might think. And once you’ve switched, you’ll enjoy the benefits of electronic documentation for a long time. Here are just a few of the ways that using electronic documentation trumps traditional methods and leads to fewer mistakes in the office.

 

39790787_s1. It provides more organization

Getting and staying organized can seem like a full-time job by itself. When your office gets busy, it’s easy for organization to take a backseat to what your staff thinks is productivity. But, the truth is that clutter and disorganization are significant threats to how well your team can get jobs done. The harder it is to find files and the more time it takes to actually use them, the less productive your staff becomes. Electronic documentation is a great step toward getting more organized and allowing your company to work more efficiently. With fewer papers floating around and easier access to documents, less mistakes will occur and your staff will spend time working instead of making up for those mistakes.

2. It allows for easier collaboration

With traditional files, collaborating on projects requires first locating the files to be shared and then copying those files for others to use. If you mark or edit those files, then you may even need to make more copies in order to keep your work updated along the way. These old school methods of collaborating are very damaging to productivity and often times lead to mistakes in the process. When you utilize electronic documentation instead, all of the legwork is taken out, allowing team members to easily work together on projects without having to hand deliver files, make more copies, and manually update files. You’ll notice an incredible difference in mistakes made with electronic files, which can be instantly shared with coworkers and easily edited and saved for future use.

Related: 4 Reasons To Upgrade Your Document Management System

3. Increased loss prevention

Not only will electronic documentation help you get organized and make collaboration easier, it will also prevent major losses. The more paper you have filed away and floating around from desk to desk, the more chances there are of files being damaged, lost, or even stolen. With paper, it’s easy to misplace a file in the wrong folder. When that happens, it can be nearly impossible to figure out where it’s hiding. Your files are also at risk for being damaged. Paper is certainly susceptible to physical damage–accidental shredding, spills, water damage and more. By transferring those files to electronic documents, you won’t have to worry about those accidents anymore.

Decreasing mistakes means increasing productivity

When you create a document management system that supports organization, improves collaboration and prevents losses, you’re not just removing mistakes. You’re boosting your office’s productivity by allowing staff to focus on their projects instead of searching for and editing documents and correcting mistakes. To find out more on electronic documentation, contact Stone’s Office Equipment at 804-288-9000.