Tag Archive: Document Scanning Des Moines

  1. Everything You Ever Wanted to Know About Scanning

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    If you’ve got scanning questions, we’ve got answers! Here’s everything you ever wanted to know about scanning (and why it’s great news for your business and your budget).


    If you’ve got scanning questions, we’ve got answers! Here’s everything you ever wanted to know about scanning (and why it’s great news for your business and your budget).

    Scanning FAQs

    Although document scanning is a simple solution compared to other tools out there, it does come with some big questions. Here are a few FAQs, answered!

    How do you calculate the cost of scanning?

    Scanning is a budget-friendly solution, but it doesn’t come with a flat fee. Here are some things to consider when calculating the cost of scanning:

    • how many documents you scan,
    • how long the process takes,
    • whether your employees need scanning training,
    • and more.

    Every scanning job comes with a different cost–but the good news is that scanning files is much cheaper than trying to store and organize physical documents.

    Is scanning secure?

    The truth is that scanning is only as secure as your organization is. If you’ve got good security solutions in place–like a document management system, multi-factor authentication for document access, and more–then you’re in the clear!

    Can scanned files be edited?

    A scanned file’s properties depend on the type of scanner you use. For example, simple scanners only create an image of your document–just like taking a picture–which means you can’t edit your content. Smarter scanners, on the other hand, come with optical character recognition (OCR) that reads typed or handwritten content, translates it into a language computers can understand, and gives you the power to search and edit it.

    How do you choose the best scanner?

    Choosing the best Canon scanner is a very personal business. Here are some things to keep in mind:

    • how often you need to scan,
    • how much paper you need to scan,
    • how quickly you need to scan,
    • what you want to do with your files once they’re digitized,
    • what your budget is,
    • which existing systems and devices you want to use with your scanner,
    • and more.


    Scanning may be stress-free and straightforward, but it still poses a few important questions. The important thing to remember is that scanning is budget-friendly, capable of being adapted to your company’s needs, and easy to learn. You’ll be a scanning pro in no time.

    Want to learn more about scanning? Contact us today to get started!

  2. Which Industries Need Scanning?

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    Scanning is a “one size fits all” solution–not because it is cookie-cutter or otherwise limiting, but because its simplicity allows it to adapt to any industry, any need, and, of course, any company. While scanning fits in everywhere, its benefits are especially accentuated in a few industries–so let’s take a look to see scanning in action!


    Scanning is a “one size fits all” solution–not because it is cookie-cutter or otherwise limiting, but because its simplicity allows it to adapt to any industry, any need, and, of course, any company. While scanning fits in everywhere, its benefits are especially accentuated in a few industries–so let’s take a look to see scanning in action!

    Scanning Solutions in Action

    To understand a business solution, it’s often best to see that solution at work–and document scanners are no exception. Let’s see how scanning benefits a few key industries!


    Financial institutions have a lot of information to handle–and it’s all extremely sensitive. Scanning helps turn stacks of financial data into digital files that are easy to protect with passwords, firewalls, user authentication, and more.


    Healthcare organizations value efficiency perhaps more than any other industry, simply because lives are on the line. With scanning solutions, healthcare experts won’t have to waste time hunting for files, printing multiple copies for patients, or distributing notes among medical teams; instead, all this and more can be done with digitized files and a few quick clicks.


    Engineering is a delicate balance of precision and creativity–the sum of which is ultimate flexibility. Scanning supports engineers by making this flexibility possible–for example, by allowing files to be accessed on the go or utilizing version control to keep track of even the most minor changes.


    By seeing scanning in action in a few key industries, we’ve learned what this solution is capable of in any company:

    • From finance, we see that scanning prioritizes security. Every business deals with financial information, not to mention personal data, company secrets, and more–so this benefit is a big deal.

    • From healthcare, we find proof that scanning can help you save time, streamline workflows, and boost efficiency across your processes–even if lives aren’t on the line.

    • From engineering, it’s clear that scanning helps you maintain flexibility no matter where you are or how creative you have to get.

    Basically, scanning is a pretty big deal–and it can do all this and more for your business. To see for yourself, contact us today!

  3. Simple Scanning for Small Businesses

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    Just because your business is small doesn’t mean your stacks of paper are small too! If you’ve been looking for ways to digitize those documents, but aren’t sure where to begin, you’ve come to the right place. Here’s everything you need to know to keep scanning simple for your small business!

    Just because your business is small doesn’t mean your stacks of paper are small too! If you’ve been looking for ways to digitize those documents, but aren’t sure where to begin, you’ve come to the right place. Here’s everything you need to know to keep scanning simple for your small business!

    How to Start Scanning

    Document Scanning isn’t necessarily difficult, but it can be intimidating. After all, you’ve probably got a lot of documents to scan–which means that organizing, securing, and storing those files could be a lot of work, even once they’re digitized.

    Luckily, you don’t have to put scanning off for another day. Instead, roll up your sleeves and get scanning by taking it one step at a time!

    Step One: Make a list.

    Your first step should always be making a list. Why? Well, the truth is that files are a lot easier to manage when you know what you’re working with–so instead of jumping in blind, make sure you know what you’ve got.

    Step Two: Organize.

    Now that you have your list, it’s time to organize it. That’s right–you’ll be organized before you even start scanning. This makes it easier to keep those files in line once they’re digitized.

    Here are a few ways to organize files:

    • by type,
    • by date,
    • by keywords,
    • by content,
    • or by frequency of use.

    Remember, as you’re organizing, you can shred files you don’t need–that way, you won’t have to waste time scanning them.

    Step Three: Assemble your team.

    Small businesses can hardly afford the luxury of a dedicated scanning team, but you do have hardworking employees who want to help streamline workflows–so put them to good use. Assemble a team and delegate responsibilities, so no one feels overwhelmed.

    Step Four: Take your time.

    You’re ready to start scanning! Go ahead and jump in–but remember, you don’t need to do everything at once. Take your time, be savvy, and don’t let the little things slow you down.


    Although scanning can be a big job for small businesses, it’s also a worthy one. If you’ve hesitated to begin scanning because you aren’t sure how to jump in, remember to make a list, get organized, assemble a strong team, and, of course, take your time. Soon you’ll be a scanning pro!

    Looking for Canon scanners that fit small businesses? We’re here to help. Contact us today!

  4. Is Scanning Right for Remote Workforces?

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    From remote workforces to hybrid business models, everyone has found unique ways of adapting to pandemic life. If your company had to get creative due to COVID-19, we have a solution that might make your workdays simpler and more efficient: scanning.


    From remote workforces to hybrid business models, everyone has found unique ways of adapting to pandemic life. If your company had to get creative due to COVID-19, we have a solution that might make your workdays simpler and more efficient: scanning.

    Why Scanning?

    You have plenty of new needs and challenges right now–so why should document scanners be one of the solutions that deserve your attention?

    The truth about scanning is that it’s simple yet powerful. Although it creates only a few new steps for you and your teams, it does a whole lot of good for your company, including:

    • streamlined processes,
    • stronger communication,
    • improved document security,
    • environmental friendliness,
    • more flexible workflows,
    • healthier budgets,
    • and more.

    Scanning could be just what your workforce needs–especially now when every day seems to bring a unique new challenge.

    Benefits for Remote Workforces

    If your teams are working from home, the chances are high that you feel a little disconnected, disorganized, and stressed. Here’s how scanning can help:

    • It keeps things organized.

    Working from home can get messy. Scanning, however, allows employees to keep files in the cloud or on their hard drives, limiting the risk of loss or theft of data.

    • It makes work simpler.

    If your teams are feeling a bit overwhelmed, you’re not alone. Simplifying everyday tasks can make a big difference–which is why scanning is such a powerful solution. (In fact, some systems even have smartphone apps that make scanning as simple as snapping a picture!)

    • It’s flexible and versatile.

    Whether you want a PDF of your files or would rather have a fully searchable and editable document, there’s a scanner that’s perfect for your needs. Scanning can’t be stopped by a global pandemic–and neither can you.

    In conclusion, scanning is an excellent addition to any workflow because it’s simple and powerful–but it’s especially good news for remote workforces. Even when employees are working from the couch, they’ll be able to stay organized, efficient, and in touch with one another.

    Is your remote or hybrid workforce looking for new solutions? Contact us to find out if scanning is the right fit!

  5. Scanning and Beyond: The Power of Multifunction

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    Multifunction printers combine scan, copy, print, and fax capabilities–and in this case, the whole is much more than the sum of its parts! Read on to find out the true power of multifunction, and why it may be the answer to your scanning–and copying, printing, and faxing–needs.

    Multifunction printers combine scan, copy, print, and fax capabilities–and in this case, the whole is much more than the sum of its parts! Read on to find out the true power of multifunction, and why it may be the answer to your scanning–and copying, printing, and faxing–needs.

    The Best Way to Scan

    If you’re looking for reliable, effective, and affordable scanning solutions, you have a few options–but none is quite as promising as a multifunction printer. By combining multiple features in one place, you create opportunities for efficiency and productivity that simply wouldn’t exist otherwise.

    For example, with a multifunction printer, you could complete an entire job without once having to leave the machine. Of course, you also save money by having one device in place of four separate ones, meaning you only have to pay 1/4 of the maintenance, supplies, and repairs.

    Let’s take a closer look at each function and why they work so well together!


    Scanning just got a whole lot more impressive. Multifunction printers are powerful, boasting all the latest tech–which means you get OCR, scan-to-email options, and more. Plus, by integrating scanning solutions into your business, you can cut down on paper use and take another step toward a digital workflow.


    Need to make copies quickly and efficiently? A multifunction printer has you covered. Plus, with a variety of settings and features, you can limit waste while getting exactly what you need.


    Printing is still a huge part of the business world, and when you combine it with other functions, it’s better than ever. Take your print jobs to the next level with a multifunction device.


    By adding fax capabilities to the mix, you cut out unnecessary steps in your workflow and give employees all the tools they need to succeed–right in one place.

    Want to learn more about multifunction printers? Looking for other scanning solutions? Contact us today!

  6. Who Can Benefit From Scanning?

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    No two industries look exactly alike, and that’s what keeps the world turning. However, they do have one interesting thing in common: they can benefit from scanning–if not in all the same ways. Here’s a look at just a few industries where scanning has quickly become the MVP!

    No two industries look exactly alike, and that’s what keeps the world turning. However, they do have one interesting thing in common: they can benefit from scanning–if not in all the same ways. Here’s a look at just a few industries where scanning has quickly become the MVP!

    One Solution, Countless Industries

    There aren’t many business solutions flexible enough to fit any industry. After all, there are so many industries with so many widely varying needs–how could one solution adapt to all of those different environments? Enter document scanning, the new best friend to industries of all shapes and sizes.

    To prove that scanning can benefit just about anyone just about anywhere, here are some vastly different industries that have implemented this solution in their own unique ways!


    Healthcare may be one of the most demanding and rigorous industries out there, with incredibly high stakes and all kinds of regulations to comply with–but scanning is still a great match.

    • Scanning eliminates the need for physical storage of patient records, which saves space for patients, equipment, and personnel.
    • Scanned documents are easier to organize, search through, and share with other medical professionals.
    • Digital files can be more effectively secured.


    Construction comes with blueprints, sketches, and other irregular documents. Luckily, scanning doesn’t break a sweat.

    • Scanned documents are easily accessed from multiple locations, meaning construction experts don’t have to be tied to desks.
    • Large documents or unique formats are more easily accessed in digital form than crammed in the passenger seat or dragged along to construction sites.
    • Once scanned, files can be managed with version control so that construction experts always have up-to-date information.


    Education poses unique challenges, especially when it comes to the budget, but scanning can offer a lot of help.

    • Student records can be stored long-term in digital format.
    • Scanned records, transcripts, test scores, and more can be quickly and easily shared between educational organizations.
    • It’s easier to manage and protect large amounts of student information when it’s all digitized and electronically secured.

    Want to learn more about scanning in these industries and countless others? Contact us today!

  7. Scanning Slip-Ups: What Not to Scan

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    In the digital age of screenshots, copy-paste options, and scanning, the rules about what can be duplicated start to get a little blurry. Here are a few slip-ups to avoid when it comes to scanning!

    Staying Savvy

    While a document scanning mistake might not seem like such a big deal in a world where security breaches, network failures, and computer crashes exist, the truth is that you get into some sensitive legal territory when you set out to scan something. Certain things can be duplicated safely and legally, but other things, not so much. While it can be tricky to know what to scan and what not to scan, there are a few simple guidelines that can help you out.

    Here are some “scanning slip-ups” to avoid in your workplace!

    #1: Scanning copyrighted material

    If you’re scanning something to avoid buying another copy or purchasing a usage license, you’ve stepped foot into complicated territory. It’s better to turn back so that your company doesn’t end up facing fines–or even a lawsuit. However, keep in mind that some copyrighted material can be used for educational purposes, provided that your use falls within the description of “educational purposes” and the owner of the copyright is allowing their material to be used in that way.

    #2: Scanning cash

    Non-cash money can be scanned–for example, checks. However, cash doesn’t belong anywhere near a scanner, and it can get you into a lot of trouble.

    #3: Scanning government ID

    While you’re safe to scan your personal ID, you should shut the scanner when it comes to government or military ID. As it turns out, it’s actually illegal to duplicate this type of identification–so you’re better off sticking to driver’s licenses and passports.

    Looking for more scanning wisdom? Want to jump into scanning? Contact us today to get started!

  8. How Do Your Clients Benefit From Scanning?

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    If you’re interested in adding scanning solutions to your company’s repertoire, you’ve probably read a few things about all the benefits you’re likely to see. However, there’s one perspective that often gets overlooked: your clients’. Let’s find out how scanning benefits you and your customers!

    Happy Companies, Happy Clients

    Document scanning is simple, affordable, and powerful. Even better, it comes with a long list of benefits for your company–a list so long, in fact, that it’s best to focus on the highlights, like:

    • stronger security,
    • improved efficiency,
    • streamlined workflows,
    • better organization,
    • and cost savings.

    Notice that these benefits have one thing in common: they’re all about you! It’s great that scanning does so many things for your business, but sometimes it’s helpful to look at things from a customer’s perspective.

    Here are a few ways your clients will benefit from scanning!

    1. Better prices

    Scanning helps your company save money on things like document storage, which, in turn, means you can offer more competitive prices for your clients. They’ll appreciate the savings on their end, and you’ll appreciate the savings on yours.

    2. Better service

    Happy clients are loyal clients! Scanning helps your employees find information faster, respond to issues more efficiently, and create a positive experience every time a customer dials your number or sends you an e-mail.

    3. Better understanding

    Clients like to know that you’re actively working to understand their needs and goals. By going digital, you’re showing them that you can keep up with a quickly-changing world–not to mention, you’re providing them with a sleek, modern experience.

    Want to learn more about scanning and how it benefits you and your customers? Contact us today!

  9. 3 Reasons You Need Document Scanning

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    You’ve probably heard a lot of business solutions claiming that you “need” them–but is that ever really true? Well, when it comes to document scanning, it certainly is true–and today, we’ll find out why.

    An Important Choice

    When you look at document scanning solutions, you’re not making a throwaway decision that you’ll have forgotten about by lunch. No–what you’re actually facing is an important choice that could influence the future of your company’s communication, efficiency, organization, and budget.

    Sound like a lot of pressure? Not to worry–it’s easier than you might think to make this big choice. All you need to do is consider the three reasons you need document scanning.

    Reason #1: Your team deserves solid solutions.

    You’ve probably got a great team–but at the end of the day, they’re only as good as the solutions you choose for them. Scanning helps them reach their full potential, not by changing what they can do, but by giving them tools–like digital documents and unified document receptacles–to make the most of their talents.

    Reason #2: Security is more important than ever.

    With security threats evolving by the day, it’s critical to keep your documents safe and sound. Digital documents can easily be organized, stored, and protected in multiple ways so that safety never interferes with efficiency–not to mention paper files come with their own weaknesses, like being vulnerable to floods and fires.

    Reason #3: Nobody likes wasted time.

    Let’s face it: paper files are frustrating. How much time have you wasted sorting them, searching through them, and shredding them when you’re done? Scanning allows you to eliminate all of that wasted time by creating organized, easy-to-use digital documents that can be whatever you need them to be.

    So, do you need document scanning? Contact us today to see what this solution can do for you!

  10. 3 Times Scanning Saves the Day

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    Document Scanning is a great solution, but some companies aren’t sure when they need to use it. Here are three scenarios where scanning saves the day!

    Savvy Scanning

    In a world full of complex, pricey business solutions, document scanning is a breath of fresh air. It gives you the flexibility, power, and convenience that you need to achieve your goals–and those goals can be just about anything, from improving communication to creating (and sticking with) organization conventions.

    If you want to see what scanning can do, there’s no replacement for seeing it in action. Here are three examples of times when scanning might just save the day!

    #1: The Big Move

    Let’s say your office is relocating. Whether it’s across the street or the world, you don’t want to be dragging stacks of papers with you wherever you go–but luckily, scanning is here to help. Making your physical files into convenient digital documents and moving your office just got as easy as “copy and paste.”

    #2: The File Fiasco

    You might not have to use too much imagination to picture this scenario. It’s all too familiar: stacks of records piled up here and there, blocking desks and getting in the way. They’re important files, but you’re not using them immediately, so you don’t know what to do. The good news is that scanning can make those stacks of paper a thing of the past, providing options and tools for long- or short-term file storage depending on your needs.

    #3: The Organizer’s Dream

    Maybe you’ve been trying for years to get your business organized, but something always comes along to get in your way. With scanning, there are no more excuses. It’s easier than ever to organize digital files by name, date, keyword, and topic–and the best part is that you can search for them digitally instead of hunting through file cabinets!

    So, can document scanning save the day for you? Contact us today to find out!

  11. Scanning Tips: Choosing Small Business Scanners

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    If you’ve decided to take your business to the next level by implementing document scanning solutions, congratulations–you’re on your way to better organization, smoother communication, and even a happier budget. First, though, you’ll need to take on the task of choosing a scanner for your small business.

    Small Business, Big Needs

    Small businesses don’t have less work to do just because they’re small. In fact, you’ve got challenges, needs, and goals that look entirely different from the big brand-name Goliaths–so your company deserves a document scanner up to the task. The trick is to find a machine that does everything you need it to do without introducing complexity or frustration into a solution that should be so simple it’s almost fun.

    Here’s how to do just that!

    #1: Find out what you’re scanning.

    Your document scanning needs will determine the type of machine you want. Start by analyzing your goals and deciding exactly what types of documents you’ll be scanning, how many, and how often.

    #2: Decide on OCR.

    OCR, or optical character recognition, is a scanning tool that allows the machine to “read” your files, understand them, and essentially rewrite them as something you can search, edit, save, and share. It’s helpful if you deal with a lot of text-heavy documents or if you’d like to pull some fancy organization footwork–but it’s not necessarily a requirement, depending on your needs. (For example, if you were exclusively scanning blueprints or marketing photographs, you might not need to worry about OCR.)

    #3: Research connectivity.

    You want your scanner to play nice with the rest of your business’s software. Make sure to do research ahead of time, so you end up with a machine that fits into your workflow and makes things easier instead of more difficult!

    Ready to take the next step in your scanning journey and choose a machine for your small business? Contact us today!

  12. The 3 Biggest Benefits of Document Scanning

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    Document scanning is a solution that comes with a long list of benefits–but you don’t need to read the whole list to see why so many businesses are giving up paper for good. Here are the three biggest benefits of document scanning!

    What to Expect

    When you first heard about document scanning solutions, you might have hesitated. How could something so simple be so powerful? Well, the truth is that scanning does so much for your business because it starts at the source: your documents. You might not realize it, but documents play a part in just about everything you do–communicating, marketing, finances, you name it. Naturally, then, any solution that deals with your documents inbound to make waves.

    But what can you expect from this solution in particular? Here are the three most significant benefits of document scanning!

    #1: Cost savings

    Here’s the truth: paper is pricey. It hurts your budget and the environment–so why not kick paper to the curb and scan all your files instead? Digital documents are much cheaper to store and maintain–and, bonus, you don’t have to kill trees every time you create one.

    #2: Efficiency

    Physical files are challenging to organize and secure. Scanned data, on the other hand, can quickly and easily be stored right where you want them–and they can be neatly organized by date, name, keyword, and more. On top of that, you’ll have more tools at your disposal–like password protection and firewalls–to keep sensitive data safe.

    #3: Flexibility

    As the business world–and the world at large–changes, it’s important to stay flexible. Scanned files can be easily accessed, updated, shared, and utilized anywhere, which means remote workers and multiple business locations can all be on the same page.

    That’s just the beginning. If you want to see more benefits of document scanning, contact us today!

  13. In-House Scanning: What You Need to Know

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    Document Scanning is a great tool and a powerful security solution–but do you know what it takes to start scanning in-house? Let’s find out!

    Savvy Companies, Savvy Scanning

    Document Scanning comes with a long list of impressive benefits. It’s affordable, user-friendly, and easy to fit into your existing workflows–but even if it weren’t all those things, it would still be worth it, simply because it brings so many advantages to your company. Here are just a few things you can expect from scanning solutions:

    • improved organization,
    • stronger security,
    • smother communication,
    • more free space,
    • and less environmental impact.

    But how do you get started? What do you need to know? Here are a few things to keep in mind when it comes to in-house scanning!


    The first thing you need to pay attention to is cost. Scanning is a budget-friendly solution, but you are paying the employee to do the scanning and fees for maintenance and repairs on the scanner itself. However, in-house scanning tends to be more affordable overall because you can control the details of the job and get exactly what you need precisely when you need it.


    Scanning is a great solution for security, both online and off. Scanned documents are easier to protect and to share securely; you can’t forget a document on the printer tray if it doesn’t need to be printed in the first place!


    Getting started with scanning solutions will require a little bit of homework and careful planning. Still, once you take that first step, you’ll start to see immediate benefits to the efficiency and organization of your workflows, workspace, and the entire company.

    Other options

    If in-house scanning doesn’t seem like a good fit for you, there are always other options to consider–like a scanning service. They’re fast and effective, but remember that you’ll be giving up creative and organizational control on multiple levels–and the costs might be higher.

    Want to learn more about in-house scanning solutions in Des Moines? Contact us today to get started!

  14. The Future is Now with Document Scanning

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    Have you ever seen a really neat piece of technology in action and thought to yourself, “The future is now”? Well, that’s the truth when it comes to document scanning. This simple, pain-free solution can make a huge difference today, and an even bigger impact tomorrow.

    The Future is Bright

    Document scanning is one of those unique solutions that combine familiar, comfortable concepts with brand-new technology to create something truly futuristic. When you implement document scanning solutions, you are essentially adapting to your old techniques–like file organization, storage, and distribution–to the digital world. That’s part of what makes scanning so simple; it doesn’t have a huge learning curve because, at its heart, it’s a familiar concept.

    Here are just a few more ways that document scanning helps bring the future into your workplace!

    #1: Security

    Today’s security risks are more sophisticated than ever, but so are today’s security defenses. Scanning allows you to turn your vulnerable physical files into digital documents that can be protected with passwords, user authentication tools, and access control.

    #2: Communication

    We may not have robot butlers who can do all our communication for us (yet), but we do have some great solutions to help make file storage, sharing, and distribution easier than ever. It all begins with document scanning–but where it goes from there is entirely up to you.

    #3: Flexibility

    Preparing for the future isn’t always easy, but one thing is clear: businesses are moving steadily away from paper. Scanning solutions help you get ahead by preparing for paperless, digital workflows.

    #4: Compliance

    Security rules and regulations are especially tight in the modern business world. Document scanning makes it easier than ever to stay compliant without interrupting efficiency, putting organization and security tools right at your fingertips.

    Ready to see what else document scanning can do for you? Contact us today to get started!

  15. Scanning Solutions for Restaurants

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    Have you ever heard about an exciting efficiency solution, only to shrug it off because it’s branded as an “office solution” and probably won’t adapt to your restaurant’s unique needs? Look no further: scanning is here to save the day.

    Why Scan?

    At first glance, scanning solutions and restaurant business models don’t seem like the most obvious fit. After all, scanners seem to belong in bustling office buildings, tucked cozily into cubicles–so what good can they do in the restaurant scene?

    The truth is that document scanning solutions are so flexible, powerful, and efficient that they can benefit companies in every industry–including your restaurant.

    Sound too good to be true? Here are a few reasons why scanning is a perfect fit for the restaurant world.

    • #1: Stop stacking.

    Do you find yourself continually stacking papers around your workspace? Do files, folders, resumes, invoices, and other documents end up getting in the way when you’re trying to do something more important? Scanning solutions allow you to take control of your papers, turning all those stacks into orderly, secure digital documents that will never be in your way.

    • #2: Get organized.

    Chances are, your restaurant doesn’t have room for a whole fleet of file cabinets. Scanning helps you get organized the smart way–by giving you the tools to create consistent naming conventions, sort files by keyword or date, and even control who has access to what.

    • #3: Worry less.

    Scanned documents are easy to secure, track, and share–and automated tools help eliminate human error throughout the whole process. In the end, you’re left with organized, efficient documents, more free space, and a lot less stress–that way, you can focus on what really matters instead of panicking over paperwork.

    Canon scanning solutions are a perfect fit for restaurants. Contact us today to see for yourself!

  16. How to Make a Document Scanning Plan

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    Although scanning may be one of the quickest, easiest, and most efficient document solutions currently available, that doesn’t mean it’s not going to take a little work from you. Here’s how to make a stress-free document scanning plan!

    Getting Started

    One thing you need to remember about document scanning is that it can get out of hand if you’re not careful. Of course, even low-quality or disorganized scanning is better than no scanning at all–but when you scan files, you’re essentially giving yourself a “second chance” to get and keep things in order. Don’t waste that second chance by failing to make a good plan–follow these simple steps!

    Step #1: Organize

    This is the first step because it is, perhaps, the most important one. Getting your documents organized beforehand can save you a lot of heartache in the future. Just make sure you have separate piles for “scan” documents, “store” documents, and “shred” documents (and don’t get them mixed up!).

    Step #2: Understand the process

    Make sure you know what to expect. Do your files need to be prepped in any way before the scanning process begins? How will your documents be ordered once they’re scanned, and what technology is being used to capture and index data accurately?

    Step #3: Prioritize security

    Security is vital through every step in the scanning process. Be sure to consider all your options, from user authentication to password protection.

    Step #4: Organize (again)

    Now that your files are all digital and easy to save, share, edit, and even delete, it’s time to organize them–again. This time, though, you’ll be organizing them for long-term use, so remember to use keywords, naming conventions, and sensible structures to keep everything neat and tidy.

    Need help creating a document scanning plan? Want to get started with finding the right scanning device? Contact us today!

  17. Scanning: The Easy Way to Get Organized

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    “Getting organized” seems like it’s on every company’s list of New Year’s resolutions. Of course, eliminating stacks of paper and creating simple filing systems is easier said than done–until now, that is! Scanning makes it fast, simple, and stress-free to get organized, and the best part is that you can get started today.

    No More Procrastinating!

    Many companies tend to procrastinate when it comes to getting organized simply because they aren’t sure where to start. It’s a big job, and it can seem daunting at first–but with scanning solutions, you don’t have to worry about any of that. In fact, all you need to do is prepare your documents, scan them in using a Canon scanner, and name them according to a simple filing system–and then you’re good to go!

    Scanning makes it simple and painless to get organized, but it also comes with a lot of other great benefits. For example, when you start scanning documents in your business, you’ll enjoy:

    • streamlined workflows, where it’s easy to find, update, and share documents because they’re all scanned in;
    • smoother communication, because no one will be scrambling to find hard copies of certain documents;
    • better security, since you can control access to scanned documents and set passwords so that only the right people can see important files;
    • fewer errors, thanks to automation options and less human error;
    • and less stress, because scanned documents are easy to create and even easier to use.

    When you use scanning solutions in your company, you’re not just making things easier on yourself–you’re also creating a safe, efficient workplace that’s good for you and the environment. Scanning truly is a win-win!

    Ready to get started with scanning solutions? Contact us today!

  18. Keeping Documents Safe from Prying Eyes

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    Keeping data safe today is a bigger concern than ever. Luckily, there are now more ways to keep it safe than ever before. Here are some ways you can add layers of safety onto the data that you’re responsible for.

    Digitize Your Documents

    Many companies put more emphasis on their cybersecurity, but it’s still hard copies of documents that are the most vulnerable to thieves. When you have an office full of paper documents, they are vulnerable in a number of ways. They may be left in a copier and seen by the wrong people. They may be picked up from a desk by a criminal. They may end up being lost and/or thrown away and become vulnerable to thieves looking for data to steal. By scanning and digitizing the documents instead, you won’t have hard copies to worry about keeping safe any longer.

    Shred Hard Copies

    Putting all of those hard copies in the trash after document scanning them leaves them even more vulnerable to thieves. Even if you’ve never had a problem with thieves in the garbage before, a massive data dump like this could attract attention and bring them to your outdoor cans. Shred everything that is going out, and bundle the shredded documents together to keep them mixed up.

    Cloud Storage

    With your computer systems intact and secure, your documents will be even more secure when they are stored in the cloud and accessed through your computer network. This keeps them safe from any disaster that could wipe out your computers. The safety of storage in the cloud has been shown time and time again over the years, and it’s the perfect long-term storage for your sensitive files. They can also be made accessible only to certain employees with this kind of storage, further guarding them against prying eyes.

    When you want to digitize your files and switch to a more effective document management system, contact us to find out how to get started.

  19. How to Manage Your Print Costs Effectively

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    When operating a business, managing outgoing costs is just as important as increasing profits. Small improvements to your regular processes will help you decrease the amount you spend and optimize your resources. Controlling print expenditures and managing your print resources properly is one area where analysis and improvement will help your entire business run smoothly. Without having to worry about ordering printer supplies and keeping the machine running, your employees can concentrate on more pressing tasks.

    Be Clear About Your Printing Policy

    It may seem like common sense, but setting a printing policy for your employees that encourages them to only use the printer for business purposes and retrieve documents as soon as they are printed will help to cut down on waste and eliminate potential exposure of confidential information to unauthorized personnel. Setting guidelines for your employees will help cut down on wasteful printing and unnecessary copies.

    Consider All the Costs in Your Analysis

    A full accounting of printing costs should include everything related to these expenses. In addition to per-page printing costs, include:

    • Employee time spent ordering and stocking supplies and managing issues that arise with the printer
    • Repairs or service call costs
    • Toner, paper, ink, and other supplies
    • Shredding or other paper disposal costs

    Optimize Document Workflows for Better Efficiency

    Once you’ve taken stock of all the time and money spent on printing-related costs, you can look for places to make your processes better. Scanning documents into the system instead of sending them via mail can save days of waiting, the cost of paper, ink, and postage, and the time it takes employees to send documents out. These might seem like small changes, but incremental savings can add up when applied to each process.

    If you’re spending too much on printing and related costs, MMIT Business Solutions Group can help you set up a managed print solution that works for your organization. Contact us today to find out more.

  20. Are Your Documents Digitized Yet?

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    There are many problems with paper documents that businesses today don’t have to worry about. Digitizing these documents has an enormous number of benefits that are well worth the digitizing process.

    Save Money and Space

    Storing items costs money for every business. The more space you need for your stored documents, the more you will pay. It also costs money to have people dealing with the filing that has to be done to store those documents. The loss of productivity that comes from employees taking their time to print and arrange them also costs the business money. Scanning them into the computer means that none of that is necessary. It saves an enormous amount of space as well as employee time. There will no longer be a long retrieval time needed for a file to be found and brought back to the desks of employees. That loss of productivity alone is worth document scanning to have your files available digitally.

    Keep Documents Accessible

    When documents have been scanned and digitized, they are easily accessible by anyone who needs them. It takes away the real possibility of files being misplaced or accidentally thrown away. When they are instantly accessible, it’s easy to find all of the information you need from one or multiple documents in just seconds. It also makes company travel easier. You no longer have to retrieve many documents and carry them with you.

    Security Concerns

    Paper documents are easily stolen in an office. They can be copied or simply placed in a bag and carried out. When the documents have been digitized, it’s far easier to keep them limited only to those who should have access to them. And, there’s no risk of having them stolen from the company’s trash cans. It’s a great way to add more security to your data to avoid theft.

    When you want document scanning and organization, contact us to find out more. We’re ready to help you stay better organized and your documents safer.

  21. Finding the Right Printer or Scanner for Your Business Needs

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    Staying up to date on technology does not just mean having the latest print device. It means making sure you have the best printer or scanner for your needs and your budget. Often that means a multifunction printer with faxing and document scanning capabilities. You might already have a great printer, but if it is not the best suited for your office needs it can cost you more in the long run.

    Here are some guidelines to help you determine what type of office equipment you need:

    Print Needs

    They type of documents you print weighs heavily when selecting a printer or MFP. Do you need to print high-quality color photos or do you tend to print mostly text? What about color versus black-and-white? Before you look at printer options, you should determine the type of jobs your device needs to produce. There are myriad options, including wide-format and production printers.

    Scanning Needs Additional Needs

    What do you need your printer to do besides just print? In addition to printing, faxing, and scanning, MFPs have lots of finishing options like duplex print, collating, stapling, and more. Again, assess your needs. You might like to have all of the fancy bells and whistles, but unless you really need them, you can save money on a simple model.

    MFPs are best for moderate scanning, so if you do a lot of scanning or are transitioning to a digital document platform, consider a dedicated scanner that can handle a substantial workload. Document scanning apps and software make it easy for you to scan stacks of paper and save them in a secure digital format.

    If you are a small-to-mid-sized business in a small office, space can be an important consideration. If you don’t have room for several devices, a high-quality, color multifunction printer may be the best option. This multitasker can handle copying, printing, faxing, and scanning all within an office-friendly small footprint.

    Contact us for more advice on finding the perfect printer for your business.

  22. Form and Function: The Many Benefits of a Multifunction Device

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    There are a lot of variables involved when it comes to buying a multifunction printer. Of course, the cost is a big factor, but there are many other concerns to keep in mind when you are investing in print equipment.

    Here are some things to explore:

    • Print Considerations Although an MFP can do much more than just print, printing is most likely to be its primary use in the office on a daily basis. So, when researching a multifunction device for your office, consider how often your employees print and the types of documents that will be printed.

    MFPs can print up to thousands of text documents daily, but what types of media are you printing and what style of materials are you printing on? If your needs are basic, a black-and-white option might work for you, but businesses with more sophisticated needs can opt for a full-color device that can create cutting-edge digital prints.

    • Copying and Scanning Depending on your specific business, copying is likely the second most popular usage. Multifunction printers can create high-quality copies in color or black-and-white, single-sided or duplex. Just as with printing, MFPs support a wide range of paper types.

    Scanning is another huge benefit of a multifunction device. Capture high-resolution images and text and send to pre-approved contacts directly from your printer or save them to your network. Document scanning often eliminates the outdated method of faxing documents — simply scan and email images, text files, and more.

    • Network Connections With networking capabilities, multifunction printers let you print from desktops connected to a server, USB connection, or wirelessly. Since so many different employees work from various devices, this valuable feature allows access from desktops, laptops, tablets, and smartphones. Businesses no longer just run from the office, connected devices, and networked printers are a must in the current climate.

    • Cost Considerations The total cost of ownership is an important thing to consider when choosing a multifunction printer. TCO includes the cost of the machines as well as the expense of supplies, maintenance, and more. Managed print services are a great way to secure your print environment and ensure costs don’t spiral out of control.

    Ready for an MFP or have questions on managed print? Answers are just a click away!.

  23. Using a Scanner to Help Declutter You Office or Home

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    If you are like most of the country, chances are you have been binging episodes of Tidying up with Marie Kondo on Netflix. And while she certainly offers some excellent tips for decluttering your home, we all know it is nearly impossible to get rid of all our paper especially at the office.

    Invoices, receipts, bank documents, medical files and more all amount to stacks of paper taking up space in your home office. Although old tax information probably does not spark joy you still must retain certain documents for your records. So, how can you clean your space while still hanging on to the important documents you need?

    Basic Tips to Help You Get Organized

    When it comes time to clean your home or business office, be ready with the tools you need and set aside some time. Gather some boxes and label them for the items you will keep and those you will toss.

    Sort keep-items into one box and paper to toss in the other. Take your time and work in time-limited increments. Don’t try to sort through every piece of paper in your home or office in one afternoon. Block out some time where you can concentrate and not be interrupted. Plan ahead if you know it will take a few days.

    Using Technology to Help You Organize

    When it comes to paper decluttering and organization, there are two essential items you need — a scanner or MFP with scan capabilities and a shredder.

    When you look at the “keep” box, determine which items you must keep in their original form. Many documents contain information that you need, but you don’t necessarily require a hard copy — those items go in the scan box. Documents that you must keep should go into the box of things to file.

    Papers in the “toss” box should all go through the shredder before recycling. While these days we worry about online identify theft, your identity can also be stolen via discarded documents if they are not disposed of properly. The shred pile can multiply quickly so don’t save it all for the end — shred stacks of piles throughout the process so that you don’t feel overwhelmed.

    In the end, you will have a large amount of shredded paper to be recycled, a small box of documents to be filed, and a bunch of scanned files on your computer. The final step of the process is organizing and backing up your electronic data, which can be made easier with document scanning apps and solutions.

    Remember, decluttering is a big task to undertake, but in the end, you will feel less stressed, and your home and office will feel fresher. Using technology like a scanner and scanning software can help you get organized without getting overwhelmed. If your office is getting buried in paper, contact us today to learn more about how scanning can help!

  24. Understanding the Many Benefits of Scanning Technology

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    While technology has opened new worlds of possibility for business owners, it has also brought with it new vocabulary. We know it can be challenging to keep up with the latest offering when you are not sure what everything means. Fear not, friends, we are here to help with this guide to scanning technology and terminology.

    Scanner: A device that enables you to quickly and easily convert paper documents to digital. A scanner helps you eliminate outdated file cabinets and effortlessly retrieve and share information.

    Multifunction Printer: This multi-faceted device that lets you print, scan, fax and copy from one convenient place. This is best for businesses who don’t do a large amount of scanning. If you need to scan, sort, and store a large amount of data, a dedicated scanner is a better option.

    Simplex versus Duplex: Simplex scans one side of one sheet of paper at a time. Duplex scanning, similar to duplex printing, scans both sides of a document simultaneously. Duplex scanning capabilities save a significant amount of time, especially when scanning in large batches.

    Automatic Document Feeder: Know as ADF, this refers to the tray that holds the paper documents you want to scan. Rather than loading one page at a time, the ADF specifics how many pieces of paper you can load into the tray to be scanned. ADF makes it easy to scan multiple page reports or presentations.

    DPI: DPI stands for dots per inch and measures the resolution of electronic images. In regard to document scanning, it determines the clarity and sharpness of the image or text you are converting to digital. More dots per inch means higher resolution and better image quality. The term is often used when discussing the resolution of photos; low DPI results in pixilated images.

    Having a better grasp on scanner terms and features will help you understand what options are available and enable you to procure the best device for your specific business needs. Contact us with questions.

  25. How Managed Services’ Innovation Will Benefit Your Business

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    Businesses of every shape and size are looking for practices and programs that will boost employee productivity and reduce operating costs. For many companies, hiring a manager to oversee this is unrealistic, since staffing another employee could cost tens of thousands of dollars.

    Over the years, many companies have developed strategies and software to help businesses achieve their growth and financial goals without having to staff another team member or assign management tasks to an unqualified employee. With managed services, you are given access to a provider with trained specialists in their field of support who work tirelessly to provide you with solutions to meet your goals.

    Managed Services

    There are several different kinds of aid that managed services has to offer businesses. Here is the variety of managed services to benefit businesses like yours:

    Print Management

    Print management allows your business to manage and optimize printers, usage, and supplies. A print management provider will offer solutions that help consolidate your print environment, streamline locations, manage remote printing, and improve document security. Print management also sets you up with an expert company to offer device suggestions and monitor your devices’ efficiency.

    Document Management

    Document management helps your business manage and optimize your entire document system. Management solutions include, but are not limited to, output processing, document scanning, workflow, and infrastructure. This system seeks to reduce paperwork and centralize document storage with digital documents. This system makes filing and collaborating significantly more intuitive and straightforward.

    Managed IT

    Managed IT is a service that monitors the performance of your business’ IT equipment and cloud services. Managed IT keeps networks and software up to date and will offer solutions to solve issues that come up. It is an excellent alternative to hiring an IT staff member or team.

    The benefits that managed services has for your business are endless. To learn more about these services, contact MMIT Business Solutions Group today!

  26. Navigating the Paper Trail with Document Management

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    Paperwork can be tough to track throughout a business office. Every company features a unique paper trail that documents go through that is dependent on their technology and organization practices. Whether it be papers moving from a file cabinet to a desk, from a desk to a digital document, or from one employee to the next, following the paper trail can be challenging.

    Document management is an efficient way to best keep track of the paper trail to ensure that documents are organized, shared, and secure. Here is how document management helps you keep track of business documents and data:


    A workflow is a path that a document goes on to reach a specific destination. Automated solutions allow companies to use powerful software to share documents and eliminate paperwork messes. These solutions:

    • Automate document processes
    • Add easy, yet secure rule-based sharing and monitoring
    • Increase officewide productivity and raise accountability
    • Help distribute work evenly

    Document management software will help relieve the growing number of paper that your office deals with and turn your workflow into a secure, sharing machine.


    Canon scanners are an essential part of document management being effective. Here are some guidelines for creating a scanning plan in your office:

    • Lessen manual document scanning by capturing only necessary information from a document
    • Automatically assign specific documents to categorize in different folders
    • Refine images and add enhancements to scanned documents
    • Turn all incoming documents to digital files
    • Set up workflow distribution based on document processing activities


    Are your documents secure when they go through your scanner? A document management provider can help you make sure that the right hardware and software is in place to protect your networks and devices from potential hackers.

    To learn more about how document management helps you stay on the paper trail, contact MMIT Business Solutions Group today!

  27. Document Scanning for the Modern Business

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    Document scanning processes have evolved in the world of digital documents and cloud services. Modern scanning is an efficient process that will save your business time and money. If your business has yet to transition to modern document scanning, knowing where to start can be a difficult feat.

    We’ve put together a guide for your business to most efficiently scan documents:

    Develop Scanning Goals

    The first step to developing a scanning plan is to determine what you want to accomplish with your new plan. You need to decide if your business will use document scanning for archiving or for regular access. Is your business’ goal to streamline current workflows with your new plan? Knowing why your company is improving its document scanning will allow you to be consistent and productive with your scanning.

    Organize Paper Products

    The next step in improving your document scanning is assessing your current paper stock and organizing it to serve your business best. Be sure your paper supply is arranged in a way that cuts down on issues and interruptions with scanning.

    Plan Your Indexing System

    With advanced document scanning, files are saved online through Cloud storage networks. It is essential to determine how documents will be organized on your network for the best security and quickest access. Data can be classified into different folders and granted access by different departments and employees. With the system, employees will have easy access to various files that pass through your business.

    Be sure that you enlist document management services to ensure that your business uses the right document management software that specifically manages your business’ documents effectively.

    With these steps in place, your business is prepared to effectively scan documents, cut down costs, and remove system deficiencies. To learn more about document management and scanning, contact MMIT Business Solutions Group today!

  28. Document Scanning and Management for Government Organizations

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    Government agencies require some of the most effective organizational structures possible. They deal with sensitive documents like permits, certificates, licenses, and tax information. Document scanning and management is the most effective process for storing files properly. It is a productive method that allows employees to spend less time managing paperwork and more time focusing on constructive tasks.

    Here are some of the benefits document scanning and management have for government agencies:

    Improved Organization

    Government agencies traditionally have stored documents in a file room equipped with an elaborate filing system. Though there are organizational structures to those systems, they are far less efficient than modern systems. With document scanning and management, documents can be filed online to a cloud-based storage system. Documents are safe, secure, and easily accessed with the cloud.

    Compliant with Regulations

    Not only are government agencies continually searching for effective processes, but they are also looking for a process that fits within their legal regulations. While the quest to find an organized and accessible document system is a priority, a system also has to dispose of documents properly. Scanning documents and storing them on a local hard drive or a cloud service is an excellent method to keep documents organized so proper processes can occur.

    Processes are Simplified

    Scanning and managing documents allow you to easily files to be stored in an organized, central location. Retrieving documents has never been more straightforward, as modern storage systems will enable you to create folders for different document or department types. These systems allow employees to access any document they need throughout the day quickly.

    Document scanning and management can streamline your processes in a quick, secure, and efficient way. To learn more about how document scanning and management can benefit your government agency, contact MMIT Business Solutions Group today!

  29. Go Digital With Scanning

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    Has your company acquired a document scanning solution? Without scanning capabilities, there’s no avenue for capturing and reformatting hard copy documents into digital formats. With more and more organizations replacing paper processes with digital alternatives, businesses without scanning capabilities are missing out on some valuable opportunities.

    Scanning Categories

    All scanners are alike in that they capture images of documents, but you’ll want the correct feature package to meet your workgroup’s unique requirements. Here’s a quick look at some of the types of scanners currently available.


    Small businesses do very well with workgroup-sized scanners. These are popular in the hospitality and retail sectors.


    Departmental scanners won’t take up much more room than workgroup scanners, but they can handle larger volumes. They’re a perfect solution for professional services where scanning large batches in a variety of forms is a requirement.


    For large-batch processing, production scanners are essential. If you’re tasked with scanning thousands of archived documents, a production scanner can make the job faster and easier.


    A portable scanner is perfect for remote and traveling staff members. Most will tuck into a laptop and can be battery powered.

    Scanning Features

    After you’ve decided which type of scanner fits your requirements the best, you’ll need to consider features.

    • Resolution —Choose a scanner with a DPI high enough for your scanning requirements.
    • Duty cycle —How many documents will you scan in a typical day? Give yourself enough room, so you’re not operating the scanner to its maximum recommended duty cycle on a regular basis.
    • Pages per minute —If you’re scanning hundreds or thousands of documents per day, PPM will be an essential factor.
    • Routing capabilities —You’ll need a scanning solution for routing information to locations like email, network folders, and document management systems.

    Do you have the right scanning equipment for your requirements? Contact MMIT for help making the right choice today.

  30. Improving the Employee HR Experience Through Mobility

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    HR departments can’t have missed that the majority of employees own and use mobile devices for work. It makes sense that these same employees would prefer to use their smartphone or tablet to access HR information.

    Engaging Employees with a Mobile Strategy

    Just like everyone else, your employees are constantly bombarded by digital messages. It’s imperative for HR departments to make their mobile experience relevant and user-friendly or risk getting lost in a sea of information. Here are some suggestions for getting your mobile HR program off the ground.

    Put Security First

    HR mobile solutions must address security ahead of all other concerns. It may be tempting to scrap a mobile initiative altogether due to the sensitive nature of HR information, but mobility is here to stay, and HR departments must get on board sooner or later. Implement data encryption, use document scanning instead of printing sensitive documents, and thoroughly vet apps to avoid compliance violations and security vulnerabilities.

    Focus on the User Experience

    Your employees may receive hundreds of emails each day. HR information sent via email may get lost in the shuffle. Mobile HR solutions allow employees to access your document management system without the bother of searching through massive amounts of other content. Personalized messages via your mobile HR solution also help keep employees on track when action items require their immediate attention. A secure mobile scanning solution allows employees to route sensitive documents directly to HR departments.

    Ask for Feedback

    How do your employees feel about your current method for delivering HR directives? Be sure to connect with senior employees as well as your millennial workforce, as their perspectives may be entirely different. When developing your mobile HR strategy, it’s critical to connect with end-users or risk increasing disengagement.

    Contact us at MMIT to learn more about our secure scanning and mobile print solutions today!

  31. The Benefits of Scanning to the Cloud

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    If you’re like many of today’s growing companies, you’re scanning and digitizing your records and internal processes. Cloud computing combined with a document management system can be the catalyst to a nearly paperless office.

    If you’re considering the move to document scanning and digital workflows, you’ll need to decide between a self-hosted or cloud-based document management system. First, let’s discuss the benefits of making the transition to a document management system.

    Document Management Benefits

    A document management system works with scanning and OCR (optical character recognition) software to capture, convert, store, and manage digital documents. The key benefits include fast document retrieval, improved productivity and collaboration, enhanced document security, and lower costs.

    Why Move to the Cloud?

    Should you develop and use your own servers to host your document management system or use a third-party cloud services provider? Here’s a look at the advantages of making a move to the cloud.

    • Upfront costs —A self-hosted system requires some upfront costs for software and hardware. When using a cloud services provider, their company bears the costs associated with bringing your system online.
    • Access —The cloud gives you and your employees 24/7 access to your documents from any location.
    • Scalability —As your business grows, your system can easily be expanded to meet your needs.
    • Access to experts —Data center problems are addressed by a team of experts at no additional cost to you.
    • Mobility —A remote workforce can help your company compete in an increasingly digital business economy.
    • Security —Protecting your information is a full-time task. Cloud services providers have the tools to keep your sensitive documents safe from intruders.

    If your company is ready to learn more about scanning, document management, and cloud services solutions, get in touch with us at MMIT Business Solutions Group for more information today.

  32. Overwhelmed by Paper? Try Scanning Instead

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    Even if your company is a startup that’s been in business for just a year or two, you may already be over your head in documents. Businesses run on information, and if most of your documents are in hard copy formats, it won’t take long to become overwhelmed by the sheer volume.

    The truth is, in 2018, there’s no reason to let paper take over your life. Twenty-first-century records management solutions don’t center around paper—they center around scanners, electronic images, and virtual storage spaces.

    Here’s how your company can benefit by choosing digital document management over paper-based systems.

    1. Improved office productivity — How many hours have you and your staff wasted searching for information? If you’re anything like the average office, each of you devotes about 2.5 hours each day to the task. If you’d rather spend those hours growing your business rather than searching through filing cabinets, you’re not alone. Scanning the documents that enter your business and routing them digitally to a document management system is the best way to circumvent the problem of time wasted because of paper storage solutions.

    2. Lower operating costs — You didn’t start your business to spend all of your revenues on inefficient office processes and paper chases. With a document scanning solution, you’ll spend less on printing and copying, storage space, and the labor costs associated with searching for and managing paper documents.

    3. Automatic safeguards — What is your business continuity plan if a natural disaster strikes or a hacker gains access to your network? Scanning your company’s collective knowledge into a document management system means it’s backed up, secure, and accessible, no matter what happens or where you happen to be.

    Are you ready to eliminate the hold paper has on your business with a Canon document scanning solution? Contact us at MMIT to learn how today.

  33. Banish Paper Clutter with Scanning

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    “Don’t own so much clutter that you will be relieved to see your house catch fire.” —Wendell Berry

    Burning down your office may be one way to deal with clutter, but we don’t recommend it. If you’re having trouble keeping your daily business processes on track, maybe clutter is derailing your good intentions. Here’s what we suggest to get things moving in the right direction.

    Make time for decluttering.

    Growing a business takes time, and there’s little of it left over for attacking office clutter. The payoff can be huge, however, and ignoring the problem only makes things worse. Fortunately, you don’t need to take a week off to begin making progress.

    • Declutter for 20 minutes each morning and afternoon. Use a timer to stay on track.
    • When you leave the office in the evening, grab ten things to toss or give away.
    • Finish every decluttering session by deciding what to do with each item, then follow through to avoid making new piles.
    • Make a pact not to bring new things into your office without letting something else go.

    Try document scanning.

    Paper may be critical to your daily processes, but allowing it to get out of control can have a devastating impact on your business. Scanning your documents into a document management solution gives you a tool to control paper instead of letting it control you. Here are the core benefits of scanning:

    • Find it fast. Lost paperwork is no joke. Scanning your information into a document management system means it’s always in the same place.
    • Save money. Digital documents don’t require the same resources as hard copies. If you can bypass the printing process, that’s more money to grow your business.
    • Reclaim your office space. Paper places too many demands on your office space. Kick paper out the door with document scanning.

    An organized office is the first step to productivity. To learn more about the benefits of scanning or our inventory of Canon scanners, get in touch with us at MMIT today!

    Canon Des Moines

  34. Prepare for a Mobile Workforce with Document Management

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    The increasing rise of mobile workforces in the U.S. has changed the way companies manage information. Recent studies indicate that freelancing, contracting, and remote working will only increase in the next few years, with predictions that up to 40% of U.S. workers will fall into one of these three categories.

    Will You Be Ready?

    The workforce U.S. businesses must prepare for will look almost nothing like it did even ten years ago. Organizations must accept this inevitable paradigm shift and replace outdated processes with solutions like document management.

    If you’re hoping to be prepared for the changing U.S. workforce, here’s what your document management arsenal should include:

    1. Automated forms

    Manual data entry can derail your plans for digital workflows. Enabling electronic forms is one of the best ways to get projects off the ground, get your product into the customers’ hands, and get paid faster. Eliminating manual data entry reduces errors, saves time, and gets information into your document management platform quickly and efficiently.

    2. Document scanning

    A mobile workforce must be able to dial into your workflows quickly and from any location. Scanning files to a document management system makes critical information accessible from any location with secure internet access. Your remote team can collaborate from a variety of locations, route documents with ease to workflows or individuals, and keep track of changes.

    3. Mobile printing

    A mobile workforce requires a printing solution that won’t compromise security. A successful mobile printing solution should allow users to print and scan wirelessly, print from documents stored in the cloud, and protect documents from unauthorized access.

    Is your company ready for the coming change in the way people work? Get in touch with us at MMIT to learn more about document management solutions that can help make sure your organization is well prepared for whatever the future has in store.

  35. Prepare for the Worst with Document Scanning

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    There are plenty of great reasons for your business to adopt a document scanning solution. For starters, you can use your multifunction printers or Canon scanners to:

    • Scan and convert documents to a variety of formats, including Word, Excel, Searchable PDF, PowerPoint, etc.
    • Scan to existing folders on your network
    • Scan to cloud storage repositories like Google Drive, Evernote, Dropbox, and Picasa
    • Scan to document management systems

    The benefits of scanning are substantial, with improved productivity, less time spent on paper-based processes, and fewer errors caused by manual data entry. But there’s another, perhaps even more important reason to begin scanning your documents.

    The Disaster That Could Be Headed Your Way

    There’s no doubt that scanning delivers substantial productivity gains, but another often overlooked benefit is its role in your disaster recovery plan. Here’s what we mean.

    There’s one thing every disaster has in common with the rest—they rarely announce their arrival. Early warning systems give a few days’ notice at best, which is hardly enough even to begin the kind of disaster preparations that make a real difference.

    Without resorting to scare tactics, planning for the inevitability of a catastrophic event is better than worrying or worse, shrugging it off. Disasters come in many forms, and your office doesn’t need to be in a hurricane zone to experience the devastation a broken water pipe can cause in just a few hours.

    Scanning and backing up your documents is your company’s best bet for survival following a major disaster. Your tangible assets are insured and can be replaced, but your collective knowledge and documents cannot. With upwards of 60% of companies closing within two years of a catastrophic event, a disaster recovery plan is critical to your survival.

    Are you ready for an unforeseen disaster? Don’t plan to be the next statistic—plan to be the next survivor instead. Contact us at MMIT Business Solutions to find out more today!

  36. The Benefits of Electronic Document Scanning

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    It’s a common misconception that while scanning benefits the environment, it has little else to offer businesses. The truth is that document scanning provides organizations of all types and sizes with some tremendous advantages. The first, of course, has to do with document storage and handling. Here’s how these and other benefits can add up to significant savings for your company’s offices.

    1. The paperless office.

    Cloud technology makes it much easier for businesses to make the paperless office a reality, and scanning is the first step in the process. Optical Character Recognition, or OCR, reads and gathers information from scanned documents, associating particular formats and common terminologies with their associated documents. These digitized documents comprise the backbone of your company’s electronic filing system.

    2. Easier document sharing.

    Sharing information in the past was a slow process involving copying and sending hard copies using whatever method was deemed the most efficient. Scanning makes sharing information much easier and faster, and users can choose from several secure methods. Email is a popular choice, but files saved in the cloud or document management systems are also easily accessible to those authorized to use the system.

    3. Improved productivity.

    Scanning information into your company’s workflows makes it easier for managers to keep tabs on current projects. Managers can also add alerts to notify employees of action items. The resulting benefits include faster access to critical documents, fewer missteps, faster approval processes, and improved project completion times.

    4. Enhanced document security.

    With fewer hard copy files to manage, companies can maintain much better control over their proprietary information. By scanning and storing confidential documents electronically, managers can control who accesses certain files. Document management systems bring further security benefits by providing audit trails that show who accessed stored files and what actions were taken.

    To learn more about the benefits of electronic document scanning, get in touch with us at MMIT Business Solutions Group today!

  37. Scanning Your Archived Records? Here’s Where to Begin.

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    Does your organization have years of archived files in backrooms or off-site storage facilities? Maintaining these records is an ongoing challenge and one that may not be a high priority when you’ve got a business to operate.

    To determine whether it’s time to do something about your archived documents, ask yourself the following questions.

    1. How accessible are your archived records when you need them?
    2. If given the task, could your staff locate a document in a reasonable amount of time?
    3. Have you ever given up a search because an archived document search was finally abandoned?
    4. Did consequences ensue after a document could not be located?
    5. Have you ever turned down a client’s request for records because it was too inconvenient or costly to search for them?

    It’s Time for a Change

    If you answered in the affirmative to any of the above questions, it’s time to consider scanning your archived records. Ignoring the issue indefinitely just exacerbates the problem, and while scanning years of backlogged files may seem daunting or perhaps even impossible, it’s better to begin now. Here’s how to start turning your stored documents into an asset instead of a liability.

    1. Work in stages.

    Finding the resources to scan years of old records is often problematic. The best way to proceed is to begin scanning small batches in stages. Even though the process will be slower than you’d like, you’ll still be working toward your goal. Our selection of desktop Canon scanners can help. 

    2. Don’t add to the problem.

    Scanning the documents that come through your door is critical if you want to continue making progress. By scanning new records into your document management system, you’ll be taking positive steps toward a fully digitized office and records.

    Ready to learn more? Get in touch with us at MMIT Business Solutions to discover scanning equipment, apps, and other document solutions to help your business move forward.

    Canon Des Moines

  38. What to do When Your Scanned Documents Have Black Lines

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    You’ve just finished scanning a batch of important documents when you notice black lines on the last page. Further inspection reveals unsightly black lines throughout the entire batch. Not only have you wasted valuable time, but you’ll also need to begin the scanning process all over again.

    Those Annoying Black Lines and Smudges

    Black lines may look great on designer fashions, but they’re an unwelcome sight on your critical business documents. In most cases, it’s not too difficult to reduce the presence of lines on your scans and copies, and the right cleaning products and a soft cloth are all that’s required to remedy the problem. Here’s where to start:

    1. Finding the source. Printing a blank page is an effective way to make sure the problem originates with your multifunction system or scanning equipment and not the original document.

    2. Gather your cleaning supplies. If you’ve confirmed that lines or smudges are caused by your device, it’s time for a little basic cleaning. Check your equipment manual for recommended products, and be sure to avoid abrasive cleaners.

    3. Begin cleaning. Clean the glass on the scanner or copier by applying the recommended cleaning product to a soft cloth. Never risk allowing liquid to seep into the device interior by spraying or pouring liquid directly onto the scanning glass. The automatic document feeder may also need cleaning; dust and other particles may build up and cause streaks or paper jams.

    4. Check your results. Make another copy to find out if your efforts have paid off with a line-free document. If not, shine a flashlight on the glass for help locating the problem.

    5. Call for help. If lines and smudges continue to impede your scanning efforts, contact us at MMIT and let our technicians find the source of the problem.

  39. Scanning Benefits for HR Departments

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    Human Resources departments are inundated with new documents filled with sensitive information. Compliance regulations govern not only how this data is stored, but who can access it and how long it must be retained.

    When HR departments rely on paper documents and paper-centric processes, maintaining compliance is next to impossible. Forward-thinking companies are transforming HR’s paper dependency with document scanning. Here’s why you’ll want to do the same.

    HR & Scanning

    Managing HR documents is a tremendous burden, both on staff and on your company. HR departments spend much of their time shuffling papers and hoping not to miss anything. In the meantime, upper management is very aware of the risks to the entire company if something goes wrong. Switching to digital processes is one way to reduce both the time involved and the risks. Here are the most sought-after benefits:

    Improved Access

    Scanning and then storing digitized documents in the cloud or in-house storage repositories provides easier access for authorized personnel. Not only are documents faster to locate, but permission controls also keep them out of the hands of unauthorized personnel.

    Automate Your Workflows

    Paper-based processes are always a source of productivity bottlenecks. Document scanning with our selection of Canon scanners puts data directly where it needs to go for state-of-the-art process automation.

    • Route employment applications directly to hiring personnel and processes.
    • Speed up benefit requests.
    • Alert staff members of actionable events.
    • Quickly check on processes for fast status updates.
    • Avoid missed deadlines by automatically moving time-sensitive documents through established approval processes.
    • Eliminate costly and time-consuming errors caused by manual data entry.
    • Mitigate compliance risks.
    • Be better prepared for audits.

    Scanning is a perfect solution for saving time and money while improving compliance processes. To find out more about scanning and other document solutions, get in touch with us at MMIT Business Solutions Group today!

    Canon Des Moines

  40. Improve Day-to-Day Business Processes with Scanning

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    Despite efforts to communicate digitally, paper documents still enter our workflows on a daily basis. Document Scanning allows you to capture these documents and transform them into digital formats.

    Improve Your Daily Processes

    Once you’ve completed the scanning process, your documents are ready to enter your workflows. Route to email, files, cloud repositories, OCR programs or your document management solution for increased efficiency and reduced costs.

    1. Scanning to Email

    Scanning to email has broad applications for every organization. Turning paper documents into digital versions in just seconds allows you to instantly share data with satellite offices, clients, business partners, and staff members in remote locations. Here are a few of the benefits:

    • Speed up payment processes and save money by scanning and emailing invoices and statements.
    • Simultaneously share late-breaking information with staff members.
    • Digitize contracts and proposals and share via email to faster project closure.

    2. Scanning to File

    Turn paper documents into digital files for fast, easy saving to folders and cloud repositories. No more endless searches through paper file folders and bulky filing cabinets.

    3. Scanning to Document Management Solutions

    Scanning gives your organization the power to manage your information electronically. Converting paper documents into digital versions is the first step toward a highly efficient paperless office.

    • Improve collaboration.
    • Secure your information.
    • Speed up business processes.
    • Eliminate the high cost of paper-based filing systems.
    • Reduce errors by eliminating manual data entry.
    • Streamline workflows.
    • Improve project management.
    • Faster job turnaround means faster payment and more time to begin new projects.

    4. Scanning to OCR Software

    Optical Character Recognition, or OCR, turns scanned documents into editable and searchable data.

    • Create searchable files.
    • Reduce the errors caused by retyping content.
    • Edit documents and collaborate with colleagues.
    • Turn static PDF files into editable and searchable content.

    If you’d like to learn more ways to improve your business processes with scanning, contact us at MMIT today!

    Canon Des Moines

  41. Four Ways to Reduce Operating Costs with Scanning

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    Is your business stuck in the past? Are you chained to paper-based systems and the never-ending cycle of entering data, and then printing, copying, and filing paper documents in hulking steel cabinets, hoping you can find them later? As a time-and-money waster, paper-dependent processes steal the show.

    Good News Just Ahead

    The good news is that your company can kick paper-based systems to the curb. Document Scanning and Optical Character Recognition can revolutionize the way your business manages information. Here’s the how and why:

    1. Save Time

    Optical Character Recognition, or OCR, is software that recognizes and interprets text during the scanning process. This step eliminates time-consuming manual data entry, but that’s just the beginning. During scanning, OCR can pull out key information and use it to route data to preselected locations. Those keywords are extremely valuable when users need to locate saved information later.

    2. Reduce Errors

    Scanning and OCR reduce the errors commonly associated with manual data entry. With accuracy rates as high as 99%, businesses can reduce mistakes and the high cost of inaccurate or misfiled information. Scanning apps fine-tune the process even further, making the most of the scanning capabilities on your Canon scanner or multifunction system.

    3. Reclaim Your Space

    Paper-based systems take up valuable space, and the longer you’re in business, the more space they demand. Scanning your information to an electronic document management system brings the added benefit of reclaimed office space. And with off-site storage in the cloud, digital files require virtually no office space at all.

    4. Meet Regulations

    Compliance mandates often require businesses to retain certain information for a specified time. Scanning and electronic document management make it easier to store and locate saved data.

    To discover how scanning can save your organization time and money, get in touch with us at MMIT Business Solutions today.

  42. Are You Keeping Your Documents Secure on the Cloud?

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    Many businesses are turning to the cloud to maximize productivity and take advantage of today’s technologies. But if you’re using the cloud today, you could be jeopardizing your company’s data security without realizing it if you’re falling prey to some of these common mistakes. Read on to learn if you’re using the cloud in a way that could make your business more vulnerable.

    Are You Compromising Your Security?

    The cloud is just like a storage company—you can rent a unit from a provider, and they’ll hand over the keys and say, “Good luck.” In this analogy, it becomes apparent that there are security needs that your provider will handle and some that you will be responsible for. Sure, your provider will make sure there are surveillance cameras and a locking gate to the compound, but if you leave your unit unlocked, you’re responsible for a loss.

    A cloud-based document management system works in a similar way. Although your services provider will give you some level of security, you and your employees need to stay vigilant. Here are some of the common security mistakes that companies make—and how to avoid them.

    1. Complacency: IT experts are well aware that the number one reason employees end up causing security problems is complacency. It may seem like your company would be the last to be hacked, but it can (and does) happen to anyone, particularly because personal data is so valuable. Don’t ignore update reminders or use weak passwords. Don’t let your technology get too outdated to be secure. Don’t become complacent.
    2. Lack of information: Many companies simply don’t have the knowledge they need to keep their cloud data safe. Make sure you understand how to use your service and that you’re asking the experts when you’re unsure.
    3. Document transfer carelessness: Sure, your document is safe in their electronic “home,” but what about when they’re in transit? Be aware of your network security, email security, and other factors when you’re sharing documents from your document management system.

    For more information about the cloud and document management, contact us today.

  43. How to Make Disaster Recovery a Part of Your Plan

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    We’re now well into the first few months of 2017, and with this new year, many companies are setting their IT budgets. As you make your strategic plans for the year, it’s vital that you consider a disaster recovery plan. A disaster recovery plan can seem like a daunting task, but it could be the difference between your company weathering a disaster or shutting its doors. Here’s how managed network services fit into a disaster recovery plan.

    Disaster Recovery: Back-Ups and Security

    These days, it’s not uncommon to hear about even industry giants being victims of a cyber attack. It’s easy to see how a disaster can happen when even large companies like Target and Sony are in the news for stolen data. Of course, it doesn’t take this kind of issue for your business to be in a tight spot: a flood, fire, or theft of physical assets can leave you equally unable to operate.

    If the worst happens in your business, it’s crucial that you can continue with day-to-day operations. For that, you’ll need your most valuable asset: your company information. Managed network services can help you keep this information secure with back-ups and cloud services.

    • Managed network services provide offsite backups that can be accessed no matter where you are, allowing you to continue operating even if you can’t access your office.
    • Disaster recovery isn’t expensive. It’s a common misconception that disaster recovery will cost you too much, but with low subscription pricing models, you’ll be able to experience the many benefits of managed network services.
    • Downtime is expensive. Your company shouldn’t be investing in downtime. Managed IT services can help you with network monitoring to keep your business up and running.

    For more information about how managed network services can help your company, contact us today.

    IT Services Des Moines

  44. Is Scanning a Part of Your Disaster Recovery Plan?

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    Are you planning for the best, preparing for the worst? That’s what most companies consider when they create a business continuity plan. If you’re not sure what a business continuity plan is, you should read on to make sure that your company can continue functioning no matter what happens.

    Document Scanning Can Help Your Company Stay Functional

    In the event of an emergency—whether it’s a natural disaster, theft, or data loss—your business needs to be able to continue functioning. Imagine this scenario: for whatever reason, you woke up this morning, and you don’t have access to your place of work. Would you be able to conduct business as usual?

    For many companies, the answer is no. But it doesn’t have to be, particularly with the incredible options available through technology. With the help of the right tools, you can be functioning from wherever you are as your business rebuilds.

    Document scanning is an important part of preparing for this eventuality since you’ll need access to all of your everyday files and information. Scanned documents housed in a document management system can be available to authorized employees from anywhere in the world, giving you the chance to continue operations even when disaster hits.

    That’s why document scanning is an essential part of any business continuity plan and should be a pillar of your plan. With a cloud-based document management system, you don’t have to rely on your office to house documents—whether in a physical location like a filing cabinet or on company shared drives that aren’t accessible from elsewhere.

    Document scanning can help your business continue, no matter what. If you’d like more information about powerful scanners that can get your business ready for a disaster, contact us today.

  45. Two Steps to Secure Documents

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    In today’s business world, it’s nearly impossible to operate a company without relying on information networks. The internet has become an integral part of how companies communicate internally and with customers, and without your network, your production comes to a screeching halt.

    And yet, too many companies leave their systems vulnerable to ever-increasing attacks from sophisticated hackers. In 2015, Statistics reported that the financial burden of cyber attacks on businesses was related to the disruption of day-to-day operations and information loss. Data breaches and hacks are in the news regularly, and with large firms such as Target and Sony in the crosshairs, how can you be sure you’re not next?

    Are Your Documents Vulnerable?

    Whether you use the cloud or a shared drive to share and access files, your documents could be at risk. Unsurprisingly, unsuspecting employees often facilitate data loss and hacking through insecure habits that create “doors” into your company. Here are the two crucial steps you need to take to keep your documents secure.

    1. Implement smart policies: Your employees won’t do what they don’t know they should do. Train employees on the basics of keeping information safe in the internet age, including how to identify phishing and scams, password safety, secure sharing, and email smarts. These simple tools could be the difference between a data hack and security for your company.
    2. Use managed IT services: Managed IT services can keep your entire network secure with routine monitoring and up-to-date firewall configurations and OS patches. More companies than ever are turning to managed IT services to meet the challenges of modern data security. Managed IT can ensure your business’s data security, and ultimately, your success.

    If you’re interested in learning more about how document management can help your company keep information secure, contact us today.