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Scanning Secrets: The Most Important Thing About Scanners
March 3, 2022 2:47 am Leave a Comment
There’s one important thing that can make or break your scanning experience. Do you know what it is? Read on to find out!

There’s one important thing that can make or break your scanning experience. Do you know what it is? Read on to find out!

Scanning the Right Way

Okay, okay–the truth is that scanning isn’t really a “make or break” situation. Even without this one big thing, you’re likely to get some benefits from scanning solutions.

That being said, this one thing does make a difference. In fact, without it, you’re likely to miss out on all kinds of value from your new processes.

So what is the most important thing about scanners? Simple: Find the right one for your business!

That’s right: If you don’t do a little homework ahead of time and choose the machine that will fit your needs, goals, and unique business challenges, you may not get to enjoy the full scanning experience. Luckily, choosing the right Canon scanner doesn’t have to be a chore–just ask these three big questions:

#1: “What do we need to scan?”

Your needs should drive your scanning choices, especially when it comes to the machine you’ll use. Consider what types of documents you want to scan, what size and shape they’re in, how often you’ll need to scan, and more.

#2: “What will we need to scan in the future?”

Don’t just look a few weeks or months into the future–try to imagine what your needs will look like in five or ten years. A good machine should keep you scanning efficiently and effectively even as your company grows and changes.

#3: “What does our setup look like?”

This question can have a lot of answers. Consider your current software and systems, as they’ll need to be compatible so you can get the most out of your scanner. It’s also important to think about how many people will be using the new scanner, what features they’d be comfortable utilizing, and where the scanner should be located to boost efficiency.

Conclusion

The most important thing about scanners is choosing the right one–and that doesn’t have to be a struggle. Just remember to prioritize your company’s scanning needs, both now and in the future, and find a machine that fits into your setup like a puzzle piece.

Need help finding the perfect make and model for your scanning solutions? Contact us today to get started!
3 Reasons You Need Document Scanning
February 3, 2022 2:20 pm Leave a Comment
There aren’t many things your business truly needs. Good people, a clear mission, a healthy budget–beyond that, things start to become “nice to have” instead of “necessary.” However, document scanning is one big exception–and here are three reasons why.

There aren’t many things your business truly needs. Good people, a clear mission, a healthy budget–beyond that, things start to become “nice to have” instead of “necessary.” However, document scanning is one big exception–and here are three reasons why.

Document Scanning for Every Business

It’s bold to say that a certain solution is necessary for every business, but that’s the truth when it comes to document scanning. The best part is that, because scanning is a simple, tried-and-true solution, you don’t have to worry about software overhauls or pricey hardware upgrades to integrate this particular necessity.

So if it’s such a simple solution, what makes it so important? Here are three reasons you need document scanning:

#1: It makes your life easier.

When you scan your company’s documents, things just get better. Why? Well, scanned documents can be organized by title, date, content, author, and more, all at the click of a button. They can also be searched and shared in seconds–which means no more file cabinets. That’s enough to save time and money in your business, which makes life that much easier.

#2: It improves security.

Digital documents are easier to protect. They can be encrypted, password-locked, and made accessible to certain groups of people. They can also enable tools like digital signatures to help ensure validity and improve security overall.

#3: It’s the future.

You don’t have to stay up-to-date on all the latest tech to be relevant in today’s business landscape, but there are certainly a few things you don’t want to let pass you by. Document scanning is one of those things. That’s because digitized documents help bring your company into the tech sphere–and that’s a big deal in a world where everything from shopping to hanging out with friends is happening online.

Conclusion

These are three convincing reasons you need document scanning–but there are plenty more where that came from. Put simply, this solution is one you definitely don’t want to miss.

Ready to learn more about our Canon scanners? Contact us today to take that first step into your future!
Scanning News: New Canon Scanner for Small Businesses!
November 4, 2021 1:03 am Leave a Comment
Has your small business been looking for a scanner? Have you found that many makes and models simply don’t fulfill the unique needs of a smaller company? Worry no more– Canon has a new machine that will finally put scanning within reach.

Has your small business been looking for a scanner? Have you found that many makes and models simply don’t fulfill the unique needs of a smaller company? Worry no more–Canon has a new machine that will finally put scanning within reach.

Canon Scanning

Canon scanners are already fast, efficient, effective, and flexible–but now the manufacturer has taken things to the next level. Canon recently introduced the imageFORMULA DR-C225 II Small Business Edition Powered by Receipt Bank. It’s not just a scanner–it’s a package that includes Receipt Bank software designed to help simplify and streamline your workflows.

This new machine makes scanning more accessible than ever. Fast, budget-friendly, and full of features added with small businesses in mind–like a space-saving design, automation options, and more–this scanner will change the way you see your company’s documents.

Benefits of Scanning

When you add the imageFORMULA DR-C225 II Small Business Edition Powered by Receipt Bank to your fleet, your small business will start seeing benefits right away. Here are just a few things you can expect:

Cost savings

When you scan documents, you can save, share, store, and update them digitally. That means you won’t have to pay to use the printer quite as often–and you can start phasing out those file cabinets and physical storage costs, too.

Better organization

Scanning gives you a “second chance” when it comes to file organization. As you scan each document, you’ll be able to stick to an organizational framework complete with naming conventions, password protection for certain files, and more.

Environmental friendliness

This model meets ENERGY STAR guidelines and complies with multiple other environmentally friendly guidelines. It also helps your workflows treat Mother Nature a little better by reducing your reliance on paper and ink.

In conclusion, this Canon scanner is designed just right for small businesses. It comes with built-in efficiency software and a long list of benefits, making it the perfect fit for your fleet.

Want to learn more about Canon scanners? Interested in scanning solutions? Contact us today!
Scanning Secrets: 3 Simple Approaches
June 9, 2021 7:12 pm Leave a Comment
Want to learn not one, not two, but three easy ways to scan files, depending on your needs and budget? Read on to find out more about this well-kept scanning secret!

Want to learn not one, not two, but three easy ways to scan files, depending on your needs and budget? Read on to find out more about this well-kept scanning secret!

The Truth, Unveiled

You may think that owning a huge machine is the only way to get your scanning done–but that’s not the case. In truth, there are actually three ways to scan documents, which means that, no matter what, there’s a solution to fit your company, your needs, and your budget. Let’s take a closer look!

Approach #1: Multifunction printers

Budget: Multifunction printers (MFPs) are best for companies with a sizable print budget. They pay for themselves over time, but they aren’t a good fit if you don’t plan to use them long-term.

Efficiency: MFPs work hard. They’re fast, accurate, and capable of scanning high volumes in short periods of time.

Features: Multifunction printers scan, yes, but they also print, copy, and fax. Some of them even come with finishing options and additional features, like scanning directly to your email.

Approach #2: Scanners

Budget: Standalone scanners are more affordable, but they also don’t have the multitasking power of an MFP.

Efficiency: Canon Scanners are simple, straightforward, and effective. They’re best for moderately sized jobs and can get the job done quickly and accurately.

Features: There are different “levels” of scanners. Some are basic, literally just scanning your files, while others will read and interpret characters, images, and more to create fully searchable documents on your computer.

Approach #3: Apps

Budget: By far the cheapest and simplest option, apps work with your smartphone to digitize files quickly–but sometimes accuracy is less reliable.

Efficiency: Remember, you get what you pay for. While apps are a good choice for small scanning jobs, they aren’t very efficient and can slow down the process if you have more than a few documents.

Features: The good news is that you have lots of options when it comes to apps, and you can use smartphones or other mobile devices that you already own.

Want to learn more about scanning? Wondering which scanning approach is best for you? Contact us today!
Scanning and Beyond: The Power of Multifunction
March 13, 2021 2:42 am Leave a Comment
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

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.

Copying

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

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.

Faxing

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!
3 Times Scanning Saves the Day
October 1, 2020 6:07 pm Leave a Comment
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!
Scanning Tips: Choosing Small Business Scanners
August 28, 2020 8:40 pm Leave a Comment
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!
Scanning Solutions for Restaurants
February 28, 2020 5:18 pm Leave a Comment
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!
How to Make a Document Scanning Plan
January 28, 2020 10:05 pm Leave a Comment
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!
The Power of Scanning for Law Firms
December 6, 2019 7:00 am Leave a Comment
Scanning is a dispensable tool for companies in every industry, but it is, perhaps, even more, essential for law firms. Why is this? Today we’ll take a closer look–and also explore a simple tool that can help you make the most of document scanning solutions.

Scanning Simplicity

The best thing about scanning is that it’s simple. No need for high-tech software or exhausting learning curves; all you need to do is organize your physical documents, put them through the scanner, and then organize them again on the other side! While this is excellent news for all kinds of companies, it’s especially important for law firms, who can always benefit from less paperwork and more organization.

What’s even better is that there’s a tool available (and sometimes built-in on specific scanners) that can take your scanning to the next level: optical character recognition. Rather than just making your physical files into digital documents, scanners with OCR can actually read and decipher them, and then organize, store, and secure them accordingly. You get all the benefits without having to do any of the work.

Why Scan?

So, now that you know the basics, why should you integrate scanning solutions with OCR in your law firm? Let’s find out!

#1: Searching

Once you’ve scanned a document with OCR, it becomes fully searchable. You can search for any word, phrase, or sentence to pull the file right up–and that saves a lot of time hunting through file cabinets.

#2: Saving

Scanning saves the day when it comes to human error. By automating the process with OCR, you don’t have to worry about someone entering data wrong or putting files in the wrong place; instead, things will be right every time.

#3: Communicating

With scanning solutions, you never have to worry about different file formats again. The software helps you transition from one format to another smoothly and painlessly–which means communication is also smooth and painless!

Want to learn more about scanning and optical character recognition? Contact us today to get started!
How Does Scanning Save Money?
November 7, 2019 9:26 pm Leave a Comment
In a world full of fast, efficient, and tech-savvy business solutions, document scanning can often get overlooked–and that’s a real shame. After all, the truth is that scanning has all kinds of tricks up its sleeve for saving money, boosting efficiency, and making your company stronger and more customer-friendly than ever.

You Can Bet on Document Scanning

If document scanning seems like a fast, simple, and inexpensive solution to a lot of big problems, that’s because it is. Take, for example, a stack of papers that’s sitting on top of an overflowing file cabinet. All of that disorganization represents a lot of wasted time, money, and energy–things that your company values. Instead of implementing a whole host of complex, interconnected solutions to address that unsightly pile of paper, scanning allows you to prioritize and reorganize–and just like that, you can turn messy stacks into orderly digital files.

Here are just a few more reasons you can always bet on scanning!
- It’s smart.
Today’s document scanners may not look as high-tech as a smartphone or a giant, impressive production printer, but they can still offer the same kind of advanced technology. Canon scanners are so smart that they can turn your physical files into searchable digital files with text that can be copied, made into keywords, and used to fill out forms automatically. (You’ll save money just by saving time!)
- It’s creatively budget-friendly.
Scanning improves your customer service by boosting productivity and cutting down on confusion. It helps you cut down on paper-reliance. It even allows you to save money on file storage–so, at the end of the day, scanning is just a simple solution with incredibly far-reaching benefits.
- It’s fast.
Once you’ve organized your files and set up your scanner, there’s not much work for you to do. The machine takes care of almost everything–which means you can spend your time organizing, strengthening your new digital workflows, and creating new printing rules that encourage employees to try online tools first.

Want to see firsthand how scanning can save money? Contact us today!
Is Scanning Part of Your Disaster Recovery Plan?
October 3, 2019 5:02 pm Leave a Comment
Companies of all kinds spend a lot of time worrying about disaster recovery plans–and for a good reason. After all, there’s a lot to worry about, from floods and fires to hackers and malware. The good news, though, is that you can strengthen your disaster recovery plan with a straightforward step: scanning.

Why Scanning?

You may be wondering how something as simple as scanning could be so vital to your disaster recovery plan. The truth is that document scanning allows you to improve organization, strengthen security, and create necessary backups in the cloud–all things that would be priceless in case of emergency. Essentially, scanning is an easy way to make your disaster recovery plan stronger and more reliable, all without investing in pricey software or complicated upgrades. Simply take your physical files, run them through the scanner, and digitally organize them. Just like that, you’re well on your way to secure backups and a great disaster recovery plan.

Here are a few more reasons why scanning might be your company’s new best friend:
- It’s fast and easy.
Chances are, you already have a machine capable of scanning paper documents. In fact, many of these scanners can be programmed to scan your files to a specific location. Organization and smooth communication have never been more effortless!
- It’s budget-friendly.
Digital workflows are efficient, effective, and a lot cheaper to manage and operate than their paper counterparts. Take, for example, a necessary file for a meeting. If you scanned that file using a Canon scanner, then there would be no need to print a massive stack of copies. Instead, you can save your time and money by emailing it to everyone.
- It’s a great tool for security.
Paper files aren’t that safe. They can be lost, destroyed, or stolen–and they’re pricey to keep around. Once they’ve been scanned, though, it’s easy to add passwords and limit access with user authentication. This means that scanning is a great way to keep your company, data, and clients safer than ever.

Are you ready to make document scanning a part of your disaster recovery plan? Contact us today to get started!
Become a Scanning Pro with the Perfect Scanner
September 3, 2019 4:38 pm Leave a Comment
Being a “scanning pro” is easier than you might think, especially using a Canon scanner. All you need is the right information, the right inspiration–and, of course, the right scanner. Here are a few things to keep in mind when making this big decision!

A Good Investment

Scanning can quickly become your company’s “secret weapon.” Not only is it affordable and efficient–it also comes with a long list of benefits that can impact every part of your workflow. For example, scanning allows you to:
- get organized, helping you get rid of those huge stacks of paper;
- improve security, turning vulnerable paper files into digital documents that are easier to store and secure;
- save money, limiting your reliance on paper;
- and protect the environment, giving you a fast, easy, and pain-free way to “go digital” while minimizing your use of paper, ink, and energy.
Before you can enjoy those benefits, though, you need to choose the right scanner for your business.

What to Ask

Here are a few things to ask yourself when looking for that perfect machine!
- “How will we use the scanner?”
It’s essential to have a good idea of what your needs are. For example, if you plan on doing a lot of high-volume, high-speed scans, you’ll need a more powerful machine.
- “What devices need to connect to the scanner?”
In today’s world, a machine that doesn’t talk to other devices is not just frustrating–it’s an obstacle to efficiency. Make sure you choose a scanner that can connect to your existing systems, network, and mobile devices.
- “What will we need in the future?”
Don’t choose a “bare minimum” machine. Instead, find something that addresses both your current goals and your future ones–that way, you won’t have to break the bank upgrading later.

Ready to be a scanning pro? Need help choosing the perfect Canon scanner? Contact us today!
Scanning Tips: What Belongs in the Cloud?
August 9, 2019 4:45 pm Leave a Comment
Cloud services are great for all kinds of things–security, communication, streamlining, and more. However, many companies aren’t always sure when and how to use the cloud in order to get the most use out of it. That’s why today’s scanning tips will focus on cloud storage and how to decide what belongs there.

After You Scan

Scanning using a Canon Des Moines organizations have trusted for many years is a kind of gateway solution: it opens up all kinds of paths and opportunities for new ways to store, access, and distribute information. One thing you can do after scanning your documents is to store them in the cloud–a safe, efficient way to make data accessible to all the right teams and individuals. There’s no “right” way to use the cloud, but there are efficient ways–and knowing them can help you make the most out of all your cloud services.

Using the Cloud

Let’s take a look at which of your scanned documents belong in the cloud!
- Correspondence
Look over the letters and messages you’ve exchanged with clients, suppliers, and other important business partners. Chances are, most of these include important information for all parties–which means it’s a good idea to store them in the cloud, where they can safely be shared with anyone who needs access.
- Schedules
No matter how you do your scheduling or what your calendars look like, they definitely belong in the cloud. That way, everyone can see them–and those with proper permissions can update things to keep everyone on track.
- Password information
It’s rule #1 never to write your passwords down, right? Well, the truth is that, as long as you’re using a reliable password management program and you have the proper encryption and security, the cloud is a great place to store this kind of information. It helps ensure that you can get into all of your accounts from anywhere, all without putting your data security at risk.

Looking for more scanning tips? Want to learn about cloud storage? Contact us today!
Finding the Right Printer or Scanner for Your Business Needs
March 6, 2019 3:56 pm Leave a Comment
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.
Understanding the Many Benefits of Scanning Technology
January 10, 2019 5:00 pm Leave a Comment
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.
2 Methods for Decluttering Your Office
December 7, 2018 5:47 pm Leave a Comment
Most businesses deal with a significant amount of paperwork flowing throughout their office. Documents from customer forms to meeting agendas fill offices’ desks and file cabinets around the world, causing chaos for many business owners. To better organize your office, it is vital to create a strategic plan that enforces practices that will result in an organized office.

When an office is organized and well managed, employees are more likely to work harder and will run into fewer roadblocks when they do. Here are two tips for removing the clutter from your office:

Control the Papers

Paperwork is the biggest culprit in an unorganized office, so let’s start there. After the proper information has been received from a document what happens next? Are the papers left on a desk or throne on a tray on the desk? Or are they transported to the appropriate folder elsewhere in the office where they are “organized”?

A simple, yet powerful solution to this mess is by investing in a document scanner. A document scanner allows you to create digital files of your business’ various documents for filing on a cloud-based or local system network. This is a safe and secure practice to get documents out of your office and organized on an accessible, protective network.

Utilize Paperless Tools

Many paper processes in your office are unavoidable, but they can at least be converted to digital documents for storage. Many systems and solutions help you use paperless entirely for processes that do not require physical paper.

With modern technology and the help of cloud-based storage networks, contact management, meeting notes and agendas, accounting records, and expense tracking can all be completed without a single sheet of paper.

To learn more about document scanners and other technology that can help save time and money, contact MMIT Business Solutions Group today!
Document Scanning for the Modern Business
September 7, 2018 1:43 pm Leave a Comment
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!
Document Scanning and Management for Government Organizations
August 9, 2018 7:52 pm Leave a Comment
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!
Go Digital With Scanning
July 6, 2018 9:32 pm Leave a Comment
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.

Workgroup

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

Departmental

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.

Production

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.

Portable

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.
Improving the Employee HR Experience Through Mobility
June 7, 2018 10:41 pm Leave a Comment
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!
The Benefits of Scanning to the Cloud
May 4, 2018 8:32 pm Leave a Comment
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.
Overwhelmed by Paper? Try Scanning Instead
April 4, 2018 9:46 pm Leave a Comment
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.
Banish Paper Clutter with Scanning
March 8, 2018 5:29 pm Leave a Comment
“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
The Benefits of Electronic Document Scanning
January 2, 2018 5:54 pm Leave a Comment
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!
What to do When Your Scanned Documents Have Black Lines
November 8, 2017 4:06 pm Leave a Comment
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.
How Does Scanning Improve Workflows?
May 1, 2002 2:20 am Leave a Comment
By now, you’ve probably heard all about scanning–how quick and easy it is, how it helps businesses go paperless, and how it can even boost security. But did you know that scanning can also improve your workflows? Read on to find out how!

Scanning and Streamlining

If you still have paper-based workflows–which, in reality, many businesses do–then you know how frustrating it can be when all your communication is anchored to stacks and stacks of documents. Paper files aren’t just expensive; they’re also frustrating, unreliable, and difficult to secure. They drag your workflows down only by taking so much time to get from Point A to Point B.

Luckily, that’s where scanning comes in.

By taking those physical files and turning them into digital documents, you free up your workflows almost immediately. Imagine your teams being able to communicate proposals, update projects, or share ideas at the click of a button. Imagine forgetting an important file at a meeting and being able to pull it up on your mobile device. Imagine workflows as streamlined and straightforward as you’ve always wanted them to be–and that’s what scanning can do for you.

Sound too good to be true? Here are just a few ways scanning helps improve workflows.

Cloud communication

Scanned documents can be stored in one collective receptacle, meaning that everyone with access can see, share, and save anything they need.

Security

It’s easier to create passwords, set up firewalls, and work on user authentication than it is to lock down file cabinets! Scanned documents are a breeze to protect–as long as you have the right tools and solutions, of course.

Searches

Tired of thumbing through file cabinets? When you scan all those paper files, you’ll be able to search for them by title, keyword, date, and more–meaning your workflows won’t have to suffer from “lost document syndrome.”

Are you looking for a fast, easy way to improve your workflows? Contact us today to learn more about scanning!