How to Improve Your Document Management! Part 1

Most organizations today rely heavily on paper documents. But all this “paperwork” isn't necessarily better. There are five indicators that can help you remedy your company's glitches when it comes to efficient document management. Here we discuss the first three. Look for the rest in our August issue.
1. Paper Jam:
Most professionals on average spend about 60 percent of their time managing paper documents. Sometimes all this paper is contained in organized archiving systems, but more often than not, it's in desktop piles, cardboard boxes and endless file folders. All this paper clutter can be replaced with a simple electronic file cabinet that is password protected and searchable by keyword. According to HP's Document Management Solutions Manager Joe Wagle, “using a proper content management system can reduce overheard by two-thirds.”

2. Manual Processing:
Companies that rely on forms-based processes generate an amazing amount of paperwork. In order to effectively manage this, they must hire and invest in manual data entry operators. But data entry is often wrought with errors. Today's document capture solutions are known to achieve an accuracy rate of 98 percent or higher.

3. Shuffling Paper:
When organizations have multiple locations, moving paper between sites results in loss of precious time and money. Even tried and true fax machines can suffer from botched or slow transmissions and poor clarity. Regardless of where your locations are, why not take advantage of current technology to do the job electronically and instantly? ■

Cost Tamers: Outsourcing Photo Printing

If you are concerned about spending money on high ink costs associated with photo printing, now is the time to try something new. Consider using an online photo printing service and watch your costs decrease. A simple search on the Internet will point you in several great directions. Some of the better price points available now range from .15 to .24 per 4 x 6 print. While outsourcing your smaller prints generally saves you money, printing enlargements in-house is the way to go. For example, the cost for printing an 8x10 using an inkjet photo printer averages between $1.23 and $1.68 while an online photo printing service may charge up to $4 for the same print.
It might also be beneficial to look into some of the larger discount retail stores where you can upload your photos online, but pick them up at a local store location, thus saving you shipping and handling costs. It is also important to remember that it pays to shop around. Realize that depending on whatever your photo printing needs are, there is a deal to be found! ■

T Canon imageCLASS MF6530 (only $399 at Office Depot)

Flatbed copier/scanner/printer copies at super-fast speeds up to 23 copies per minute and is designed produce consistently reliable copy, print and scan results for high-volume offices – up to 15,000 copies/month. The 8 second warm-up time means you’re never left waiting.

• Auto collate/2-sided copying save time and money. Let the imageCLASS MF6530 do the collating for you. Plus, auto 2-sided copying lets you instantly copy on both sides of a sheet of paper, without having to manually turn the paper over. Cuts supply costs, helping everyone's bottom line.

• 50-sheet ADF for drop-and-go convenience. No more monitoring the machine! Just drop up to 50 pages into the automatic document feeder and walk away…the imageCLASS MF6530 will do the rest. Large 500-sheet primary paper tray and 100-sheet multipurpose tray accept up to 8 1/2" x 14" sized paper for job flexibility.

• Up to 1200 x 600 dpi for clear copies. Enjoy crisp, clear copies with resolutions up to 1200 x 600 dpi. Scan color or black and white up to 9600 dpi enhanced for images as sharp as the original!

• Flat scanbed makes copying bulky items a breeze. Easily copy 3-D or other awkward objects by placing them on the 8 1/2" x 14" glass top scanbed.

• An Energy Star®-certified product.
The most useful feature on this machine is its ability to scan, using the Automatic Document Feeder, any color documents you have and store them on your computer as color PDF’s. Now you can scan your brochures, flyers and other in-house documents and have them ready to email to your clients quickly.

Canon also has the All-In-One version that has a built in fax for your convenience, Canon imageCLASS MF6550. And, of course, we can provide compatible toners for your use at a discount.

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