Tag Archive: Scanners

  1. 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.

  2. 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.

  3. 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!

  4. 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.