Save Money By Going Green With Printing

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.

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.