Stargel's blog

Physical documents have comprised the way that we do business for thousands of years. From early tablets to paper filing systems in modern offices, it has always been about physical documents. Now however, computer and electronic document filing systems are being implemented into offices the world over.

The way we store documents has not severely affected the overall productivity of an office until recently. Digital document storage is a way to archive items, making them easily searched and retrieved, and stored in a way that does not occupy physical office space.

It is rarely the case that you will see a document management system that is 100% physical or digital these days, as both are necessary in some fashion to effectively run a business. The industry trend is leaning towards digital document storage for archived items that rarely need access. Firms that cannot effectively manage both physical and digital documents are much less likely to be able to appropriately keep up with competitive pressures within their field.

Here are some facts about document management that may surprise you:

• Whether focused on digital or physical documents, document management strategies will help your business survive by organizing, monitoring, directing, and improving the way your business handles documents.
• A majority of printed documents are discarded the day they are printed.
• Losses in productivity due to searching for lost physical documents can add up to half an hour a day! This is 2 ½ hours a week that could be utilized for more productive means.

There are many reasons to implement a proven document management solution into your business. Contact us today to learn more about document management solutions that can improve the productivity of your office.

It seems like there are always new methods that scammers are finding to take advantage of the unsuspecting. Toner scams are not a new type of con; however there are new ways that scammers are tweaking this old con to take advantage of modern businesses.

Identifying a toner scam is not difficult if your employees are trained to be on the look out. Scammers can take a few different angles to try and scam your business.

They may pretend to be your current toner and office supply provider, attempting to trick you into making a decision based on your preexisting relationship with your toner company.

Scammers may also take the route of pretending to be a toner company that can undercut your current company, no matter what your current costs. The prices are then inflated once you receive your bill, whether or not you ever received the product.

There are a number of ways that your business can prevent toner scams. Here are some of the first steps your office should take to avoid being scammed:

• Education – Educate your employees on what they should be looking for and how they should address any suspicious calls they may receive.
• Restructure – Any time there are multiple individuals within an organization handling supply ordering, there is room for confusion. Consolidate these duties to one person who is trained to look out for scammers.
• Think – Almost always, when something seems too good to be true, it is. Even if you do receive toner at an extremely discounted price, it may be low quality ink that could impair your printer’s ability to work effectively.
• Verify – If you believe the person calling is a scammer and not your current toner provider, it is simple to check. Simply call your toner company to verify all the details.

There are a number of ways to avoid being scammed. The most important first step is to understand that there are scammers out there who will take advantage of your business. Don’t waste valuable time and money on these scammers. If you would like to learn more about toner scams and how to avoid them, contact us today.

It’s not hard to argue that email is one of the most critical components in business today. Without a means to properly manage email however, it turns from a vital tool into one that hinders productivity across the board.

It can be a real pain to properly manage email, as it can require what seems like almost constant upkeep. There have been a number of recent studies that suggest there are a number of areas regarding email that must be constantly addressed if email is to remain an effective means of communication. Here are some surprising facts about email and how it can drastically affect productivity.

• It is estimated that only one in every ten companies has completed a business wide email management initiative.
• Roughly half of companies do not have any policy put in place in regards to archiving email. This equates to individuals archiving email on their personal computers without creating backups on the company server.
• The overload of email in users inboxes equates directly to a decrease in productivity. The more time spent sifting through email means less time working on the things that count.

Now that you understand the detriment that improper email management can have on your business, you may be asking yourself how you can make the necessary changes. Uniform policies must be put into place that better manage how your employees deal with email.

Automated archiving with the use of document management solutions is one way that businesses all over the country are changing the way they deal with email. If you would like to learn more about how you can better manage your email policies, please contact us today!

Document imaging, routing and capture has brought new life to the way that we manage our documents. These new innovations have brought real solutions to the problems that ailed us in the past. Here are some of the top ways that document imaging is changing the landscape of business as we know it.

1.    Automation –

Automation is quickly becoming king. The ability to automatically extract metadata from documents is a solution that has shown concrete value. This is an affordable solution that can help improve your business’s overall efficiency.

2.    Multifunction Printers and Copiers Extending their uses –

Multifunction printers have always served multiple purposes. However, now more than ever, they are becoming the platform for which is putting scanning and capture in the hands of every employee, which makes the overall process a simpler one.

3.    2D Bar Codes –

Utilizing 2D barcodes is another way that is decreasing the amount of time that your employees need to spend on processing information. 2D barcodes are an easy way of labeling things that show all the necessary data for filing. This improves the overall efficiency of document storage and retrieval and makes it a smoother, more streamlined process that doesn’t leave your employees searching for hours on end to find a single, misplaced document.

4.     Security –

One of the most popular topics in business today is the security of data. With the ever-increasing amount of cyber crime that is taking place all over the world, there must be ways to protect your data, and the data of your company. Confidentiality is an increasingly important factor in business. With documents that have been stored using document scanning, it is possible to parse document text so that you obscure sensitive information such as a social security number or a tax ID number.

5.    The Output of Metadata –

Utilizing ECM for the collection of metadata has become a popular means of gathering information in one swoop and then distributing it to multiple locations. Organizations all over are looking for ways to reuse and share collected data. By utilizing advanced capture as a means for all in one data collection, you can reduce labor and provide information quickly to consumers of the data.

These are just some of the popular trends in document imaging and scanning. If you would like to learn more, please contact us today.

Your employees often times can get very wrapped up in figuring out what exactly needs to get done, without putting much thought into how it should be done. Workflow affects companies of all sizes; this is not solely limited to large corporations.

By improving the workflow of your business, you can save time each day that equates to significant time savings every month. Follow these steps to effortlessly maximize your workflows:

• Organize your workspace – By removing clutter from your desk and office space you will better be able to organize your materials and transform your workspace into one that is functional and that looks professional. No more sifting through a bunch of junk just to find that one thing that you need. This also includes organizing your computer and digital files so that they are easily accessible.

• Switch to Document Management – This is hands down, the single most important step in maximizing your workflow. No matter the current form of workflow that you currently employ, you can maximize its efficiency through the use of Document Management solutions. Document Management allows you to streamline your workflow process in such a way that means you aren’t losing time and money because of an outdated system.

• Increase Efficiency – Beat procrastination! Start your day off with the most difficult task first, and then it is all downhill from there. You are freshest in the morning, which means you do your best work at this time. Tackle the difficult projects first and the rest of the day will seem like a breeze.

These are just a few of the ways to increase the effectiveness of your company’s workflow. If you would like more information on how you can maximize workflow, and begin to cut costs and increase efficiency, please contact us today.

Any company can easily get bogged down with a large amount of paper documents that must continually be filed away into storage. A popular option that has arisen recently is the process of off site storage. These services allow a company to eliminate clutter by storing documents outside of their normal facilities. However, this is not the most effective option, and in the long run, can actually decrease efficiency.

Off-site document storage accomplishes one main goal: to free up precious office space that was previously taken up by filing cabinets. The problem most businesses don’t understand is that you will pay more for off-site storage than for a document management solution, and receive much less in terms of productivity increases. Properly utilizing document management solutions can actually save your business money!

Here are some of the best incentives of switching to a document management solution:

• Cut Costs – By using document management, you don’t have to pay for off-site costs that are related with storage. All documents are stored digitally, which takes up no more room than the server you are storing it on.

• Simplify Retrieval – When you choose off-site storage, you must request each document you are looking to retrieve. It then has to be sent to you after the facility processes your request. This can seriously hamper productivity and put off projects for days that could have been completed in a matter of minutes. Document Management allows you to retrieve documents with a few simple clicks.

• Increase Searchability – Never search through large stacks of paper again. It can be frustrating to hunt around the office for a document that is nowhere to be found. With a Document Management solution, you can search for documents quickly and effectively.

• Increase Security - Document Management is the best option for long term, high security storage of your documents. You can set permissions so that only those meant to access these files can. Documents are also now safe from the effects of fire, flooding, or other natural disasters that would destroy physical documents.

These are just a few of the reasons to go with a document management solution. Contact us today to find out more.

A recent study of nine organizations found that companies that optimized their printing infrastructure saved between 8% and 42% on their laser printing costs. Given that printing consumes an average of 3% of a company’s annual revenue, printing presents a significant savings opportunity.

Over the past 20 years most offices have accumulated an assortment of printers, copiers and fax machines. Each of these systems requires different supplies and maintenance agreements. And, each of these systems uses significant amounts of electricity.

A Growing Cost

Ironically the rising use of the Internet and email communication is responsible for the continued growth in printer usage. Information Week expects print usage to increase by 9% in the coming year. Color printing is expected to increase at 19%.

What does all of this mean? Unchecked, your printing costs are going up. If your costs rise by 9% this year and your company is not growing by the same amount, printing will devour and even greater amount of your budget.

A Cost-Effective Solution 

The good news is that there is a better way. We specialize in helping clients minimize their printing costs while maximizing workgroup productivity.

1. Analyze Your Situation

The first step is to know what you have and what you are currently spending. If you do not know, you are not alone. Most organizations have no idea what they are currently spending on printing, copying and faxing. Our discovery process uses patented tools to quickly discover your current expenses. This becomes the baseline for savings.

2. Optimize Your Infrastructure

The next step is to optimize your infrastructure. Our goal is to come up with the right mix of systems to maximize productivity and minimize costs. Current multifunctional technology that combines printing, copying, faxing and/or scanning can be leveraged to lower costs and streamline workflow. In other locations your current printer fleet may be re-deployed to high volume locations.

3. Manage Your Assets

With an optimized infrastructure in place we can help you manage your assets. Our total print management program includes everything you need to keep your fleet up and running:

- Supplies

- Preventative Maintenance

- On-Site Service

- Help Desk Support

All of this can be provided in a flexible, usage-based billing arrangement. Then, on a quarterly basis, we will continue to monitor usage on your fleet. When new capacity is needed, systems can be re-located or new systems put in place. Lower volume locations can be downsized.

The net result is bottom line savings. If you are looking for a meaningful cost reduction strategy, why not contact us today to learn more.

Over the past decade, there has been a break between emerging technologies and the continued need for old methods of business operations. Paper based documents have been the standard for a very long time. Now however, as technology works towards a more efficient means of handling and organizing documents, many organizations are making the switch to electronic content management (ECM).

The biggest change that organizations fear with document management and ECM systems is the switch towards a paperless office. This however, is a bit deceiving. There are many procedures that must be carried out on paper still, as other technologies have not emerged as a more efficient means of doing things. The concept of a paperless office is more cutting out unnecessary printing such as the mass preprinting of forms and making the switch to on demand printing. This process means that you only print forms as needed and thus only use what you need.

Many organizations are finding themselves in a hybrid system of both paper and electronic filing formats. This can lead to confusion and an actual decrease in efficiency when not implemented correctly. Consistency for both physical and digital records should be the goal for these organizations. Other means of increasing efficiency include consolidating multiple computer systems into a fully functional integrated system of electronic content management.

A problem that many of the hybrid system organizations are running into now however is a decreased overall efficiency due to multiple systems being put in place. This leads organizations into risks, especially if documents are lost due to this inefficient system. Lost documents that are necessary to exonerate an organization when in disputes with business partners, employees, customers, etc. could lead to unfavorable judgments in these cases.

Consistency within an organization is the best means of working into a more efficient system of organizing documents. Increasingly organizations can’t afford to be put into situations that could have been avoided by simply switching to a more effective means of documents management.

Internally, organizations must have a system of check and balances instituted to ensure that businesses are not exposed to external liability. Documents must be protected from alteration, theft, and premature destruction. Electronic content management systems allow for increased security on sensitive documents. Access to documents is limited to those who need them, which decreases the risk of tampering.

Businesses today are finding increased issues with running hybrid systems of record management. The key to controlling your documents and records is implementing a system that can help you to manage these hybrid systems. ECM helps ease of access, while also restricting unnecessary access of files to those who do not have the correct permissions. Money is saved due to increased efficiency, and you help to protect your organization in times of trouble.

Electronic record keeping within the healthcare field hastaken many leaps and bounds to achieve the level of efficiency it is at currently. Many health care organizations across the United States are switching to electronic record keeping, which leads to many improvements on the efficiency of such systems.  Document capture systems in the healthcare industry help to improve systems in revenue management, materials management, as well as human resources.

            As the current wave of healthcare reform goes into action between now and 2019, access to healthcare will be granted to an additional 32 million people. By 2019, the United States will be spending one in five dollars of its GDP on healthcare. As health care costs continue to increase, health care organizations are seeking new ways to become more efficient and cut costs. One of the ways that health care organizations are looking to achieve these goalsis by making the switch to electronic document capture.

            Almost 90% of claims are paper based and processed manually. This equates to more than 15% of each dollar spent on health care is used solely on paperwork and payment processing. By making the switch to electronic document capture, an estimated $11 billion would be driven from the health care system. Currently, less than 10% of payments to health care providers in the United States are made electronically.

            It is also typical for hospitals to utilize pre-printed forms. This costs an average ofbetween $1000 and $1500 per bed per year on printing of forms alone. For those who have already made the switch to electronic forms, they are saving the costs of not only paper and printing, but also costs associated with design,proofing, shelf space and collating.

            It can be a daunting task to implement a comprehensive electronic document capture system into an existing health care system. As time goes on however, these changes will only become more difficult to put in place. With the costs of healthcare processing increasing, and the increasing number of patients over the age of 65 entering the system, costs to health care organizations are projected to increase dramatically by the year 2020.

            The benefits associated with implementing a document management system soon will vastly outweigh the time it takes to put into place. With such large savings associated with these systems combined with the increased efficiency in the health care field because of these advancements, it is only a matter of time before electronic document management becomes the industry standard.

            By putting a document capture system into place, organizations will more efficiently and effectively access, store and exchange information. This process streamlines procedures and gives your patients a faster, more efficient experience. By eliminating paper and the processes that are centered on its use, health care organizations can switch to a more efficient model of operation. This step allows health care providers to thrive in a time that was projected to be a down time for healthcare because of the incoming health care reform and the current state of the economy.

Speed tends to be on the top list of many businesses when considering the type of scanner to purchase. Most people believe that the faster the scanner, the better it is. However, finding a proper scanner takes examining features other than just speed.

One thing to consider is document sizes including A4/legal, A3 and larger than A3. Consider purchasing an A3 scanner to handle irregular sized documents when needed. The type of scanner comes into play as well, since a feeder scanner can feed longer documents while a flat bed scanner is limited to the size of the scanning bed.

The benefit of some flat bed scanners includes a detachable flatbed to scan thicker items and handle books, documents that need more care when handled, and even bound papers. With a flatbed scanner you also do not need to separate documents such as contracts that cannot be separated.

Deciding on a simplex or duplex scanner depends on your needs. Most are duplex and so you should only consider a simplex if you are certain that you will be scanning only single-sided documents. The scanner can output your documents in black and white, gray scale, and color. Most can do all three scanning modes, and some can output two modes at the same time in two different files with dual stream support.

The quality of output also depends on resolution. Optical resolution determines the amount of detail the scanner can capture and its actual resolution, while output resolution can add more pixels to scale the image to a larger size without adding detail. You should consider optical resolution over output resolution.

And finally, consider the need for a specialized scanner that can handle other formats. Some scanners specialize in large format, while others can scan books. Scanners for network and mobile use are also available along with high speed and check scanners. Contact us today to find the best scanner for your business.