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How a Printer Can Save Your Legal Firm’s Money

Every good businessman knows that there are two ways to create more profits: increase income or reduce expenditure. Most businesses focus on the former and with good reason; it’s necessary for both clearing starting costs and long-term growth. While legal firms hustle to get more and higher-paying clients, cost control often gets forgotten. Analyzing the way a firm spends money can be difficult, but innovative technology can offer creative solutions.

Using Every Asset

Finding the right balance between paper and digital can be challenging. Some companies push the indiscriminate use of technology while being blind to the advantages of hard copies. Having documents in paper allows for easy examination and provides a physical backup for electronic files.

Tuesday Tips: Making Your Workplace Truly Mobile

The process of “going to work” used to include getting dressed and taking transportation to arrive at an office building for a shift of eight hours or more. Today, it may mean grabbing a cup of coffee and going to the dining table with a laptop, while still in your PJ’s. This can be an effective way to reduce expenses for businesses, but it may bring challenges when faced with providing the right office equipment. Remote workers may require advanced connectivity and a mobile-friendly atmosphere to maintain productivity levels.

Tuesday Tips: The Xerox Print Awareness Tool Makes Printing Personal

Are you feeling annoyed about the twenty copies of that ten-page proposal that were printed single-sided? If you care about the environment and you want your business to work greener and more efficiently, managed print services can help you reach that goal. Along with gaining better control over multifunction printers, this package of services and software can improve document production, storage and security.  

Tuesday Tips: Setting Up Scan to Email From Your Multifunction Printer

Your multifunction printer is critical for the efficiency of your business. You want to ensure that you are taking advantage of all its capabilities, including setting up scan to email. Knowing about the process makes this task easier.

What is Scan to Email?

This is a nice feature that allows you to scan documents and they are transformed into an email with the documents attached. This saves a few steps which can save considerable time if you frequently email scanned documents.

Setting Up This Function

All office equipment is a bit different, but for the most part, the primary steps are mostly the same. The following are generally necessary to get this function working:

Tuesday Tips: Why Document Security Matters

When thinking about protecting your documents you may be unsure of where to start or what to look into. Here are the basics about the various aspects of document management systems and document security:

Physical security

Make sure that any physical storage is safe – that your device is equipped with proper software to protect your information from inception until the end of your device’s life. 

Network security

Protect your network, not just your devices. Solutions are available to prevent stolen or modified data by encrypted network communications.

Authorization

Set up your devices and software to be accessible by password, ID card, etc. so that only the appropriate people have access. 

Monitoring

Invest in tools that keep track of your entire document and print environment. Recorded logs allow you to trace any authentication attempts and records of all device activity.

Tuesday Tips: Managed Print Solutions: Know Before You Go

Running a business means accounting for every dollar spent, and ensuring that your return on investment is high enough to counter the risk involved. One of the safest and most profitable investments you can make is signing a contract for managed print solutions, but it’s important that you understand what you’re accomplishing by doing so, in order to get the best value. There are a few things you need to consider before you sign on the line.

Tuesday Tips: Increasing Office Productivity: There’s an App for That

In today’s high-tech world, does it sometimes feel like your team is still stuck in the Dark Ages? You’ve moved resources to the cloud, but somehow that is making simple tasks like printing and scanning documents take twice as long to accomplish. Luckily, there are a host of apps now available to help you boost office productivity, including apps to do the following:

  • Scan documents into the cloud
  • Fax documents through the cloud
  • Email documents to your printer

Make Your Printer Work in the Cloud

You’ve moved your documents to a cloud-based storage service like Google Drive or Dropbox, so why shouldn’t your printer work in the cloud, too? Rather than spending extra time to move scanned documents from your desktop to your cloud storage or ending up with printed pages that don’t match the web-based document on the screen, use an app to help your real-world printer work with your cloud-based storage.

Tuesday Tips: The Security of Your Printer

Hackers can steal your company’s data through any entry point to your network. That includes your printer. To maintain optimal security around your business, you need to be cognizant of the ways your printer can be compromised.

Unauthorized Access

Downloading an unauthorized app to a multifunction printer can grant access to hackers. You need to be certain any apps you download come from a reputable source.

Data Breaches

This is an extremely common way hackers get access to a company’s printer. In fact, it is estimated that around 70 percent of companies have had an accidental data breach through a printer. A lot of sensitive data goes through printers whether it is through print jobs or faxes.

Tuesday Tips: Benefits of Digitizing Your Data

Instead of holding onto thousands of physical documents, you could look into electronic document management systems. Document imaging allows you to effortlessly scan files into software, allowing you to find them with ease in the future.

Better Security

As long as you have a solid encryption system in place, you will not have to worry about misplacing or losing vital documents. With physical papers, there is concern the items could become destroyed, damaged or lost. An electronic document management system keeps them in one place until you are ready to delete the files.

Improved Collaboration

A digital system allows documents to be accessed at any time by your employees. This allows your team to work more efficiently. This is especially useful if you employ a lot of freelancers or people who regularly leave the office to go out into the field.

Cybersecurity for Your Law Office

All businesses have security risks. Law offices, in particular, have access to sensitive data, so they really need to implement safety measures to ensure nothing falls into the wrong hands.

Locating Vulnerabilities

You always want to get ahead of any potential problems. Therefore, it can be advantageous to hire someone to inspect your office’s database system to see where hackers could break into. You may get a report letting you know of weak spots, but that is a good thing. It lets you know where you need to spend your resources to make the system better.

Updating Software Regularly

Updates will come up frequently for your online system. Many times, these updates contain extra security measures. Do not delay updating your system. As soon as one becomes available, take advantage of it.

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