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Save Time and Money with Document Scanning

Paper is widely used in nearly every business process, including invoicing, correspondence, and records management—and while usage is common and convenient, it’s also inefficient. During document retrieval, antiquated or inadequate filing practices can lead to lost time, revenue, and frustration, but there is a solution: document scanning.
What is Document Scanning?
Scanning technology is nothing new, having been invented in the late 1950s, although not accessible or affordable to the average business until decades later. Once used primarily for photographs, Optical Character Recognition (OCR) software transforms ordinary text documents in to searchable images, changing the face of document storage and allowing users to quickly and easily search for keywords to locate information, saving time and money.
The Benefits of Document Scanning

Enhanced customer service. Locate information efficiently, searching by invoice number, customer name, or other criteria, for a better customer experience.
Cost savings. Time is money, and minutes, or hours wasted searching for lost or misfiled documents can add up quickly. When employees can locate the information they need with the touch of a button, time saved can be directed towards more important tasks.
Ease of collaboration. Multiple users can access the same document simultaneously, enhancing collaboration and saving time wasted waiting for paper documents to circulate from one colleague to the other.
Frees up space. Paper, copy equipment, consumables, file cabinets, bankers boxes, and other materials relating to document production and storage, occupy valuable real estate in your office. By converting documents to digital images and storing original copies in a secure, offsite location, you can make the most of office space and use it to grow your business.
Regulatory compliance. Depending on your industry, compliance standards may require you to retain certain documents in digital form, in addition to […]

By |October 27th, 2018|blog|0 Comments

How ConnectKey Can Keep Your Network Safe and Secure

Today it seems like we’re hearing about a major security breach almost every day. It seems to be the new normal. That’s why data security measures are critical. One often overlooked area of vulnerability is your office multifunction device. Right behind sharing unprotected digital documents and data on internal and external networks, your MFP can be a source a heightened vulnerability if it’s not protected.

Here are three ways Xerox ConnectKey technology is addressing this critical issue.

Intrusive Attack Protection – A breach caused by a disgruntled employee or an external hack attack are both considered “intrusive attacks.” Authentication of users can prevent unauthorized access. With ConnectKey once identified and authorized, whether through a mobile device, keycard or password, an audit trail is created and the user is tracked. ConnectKey authentication intercepts and prevents external attacks from malicious software and blocks any attempt to install infected files.
Device Detection – If access is gained through ConnectKey’s authentication and MFP intercept and reject capabilities bypassed, second level protection courtesy of McAfee built-in solutions monitors and protects unknown software from operating on your network. Any device automatically generates an alert report. These warnings can alert you to a breach early, allowing you to deploy effective counter-measures.
Data and Document Protection – Every piece of data passing through your network is vulnerable unless it’s encrypted. Xerox devices encrypt data before it’s moved anywhere on or off your internal network. However, even the best military grade encryption can’t protect you when a document is left on the printer tray. Using ConnectKey allows documents to be assigned a unique ID that corresponds to the device that created it. Users can also use print-on-demand functionality to delay printing until a code is input […]

By |September 7th, 2018|blog|0 Comments

Overcoming Procrastination in the Workplace

You’ve been there. The big project deadline is coming up and you’ve got a list of tasks that need to get accomplished. But you just aren’t feeling it. Maybe you’re lacking the mental focus or energy, or you get started only to find distractions around every corner…

We all procrastinate sometimes. Fortunately, there are several simple ways to break out of it and get the job done on time! Here are a few ideas to help you get started.

• Find Your Flow – Knowing your peak work times and how you work best can stop procrastination in its tracks. Working when you’re naturally most productive and focused is the best way to get it done. Knowing your peak periods is the best way to find your flow. Don’t set meetings and avoid distractions during your peak productive periods. Stay in your flow and you’ll get the job done!

• Don’t Multitask! – It’s hard to do two things at once, and switching your brain on and off of a task is mentally exhausting. The best approach is to break big jobs down into smaller manageable tasks. Pick one, and work on it from start to finish without interruptions or distractions. Focus on each small task instead on the overall project.

• Develop Routines and Practice Discipline – Sometimes work can get overwhelming, especially with a big deadline looming. To avoid procrastination, develop healthy routines and practice discipline. Manage you time and don’t be afraid to delegate. When you do, make sure to follow up!

• Make Boring Tasks Fun – If you’re creative, sometimes small tasks can seem repetitive or boring, but they need to get done! Try setting a time limit for each task and then try to […]

By |August 5th, 2018|blog|0 Comments

What You Need to Consider When Automating Document Workflows

Technology has given us the unprecedented ability to better organize our workplace and processes than ever before. Document workflows are one area ripe for automation. As you begin the process, ask and answer some important questions about your business workflows and processes.
Process Automation
The definition of process automations is: “the digitization of any manual process that centralizes and compiles information within and organization.”

This includes everything from streamlining workflows to creating an electronic document filing system. Automating processes can:

Minimize or remove human error and reduce the associated costs of these errors
Increase job completion speed, freeing employee time to focus on core business initiatives
Monitor, track and report on documents and processes
Improve regulatory compliance, information reliability and corporate governance

The benefits of automation can be enjoyed enterprise wide in every department from sales to marketing, HR and the mailroom. According to the consulting group McKinsey, process automation can return costs savings of up to 90-percent!
Identifying Process – Next Steps
Once you’ve identified the processes that will benefit most from automation, it’s time to capture more information to create your automation strategy. Ask and answer these questions:

What types of documents do you typically create? Invoices, proposals, time sheets, etc.
How do you currently store these documents? File cabinets, storage boxes, digital files
What volume of documents do you produce? Daily, weekly, monthly, annually
What formats do you typically use? PDFs, word documents, emails etc.
How many employees require access? In total and at one time
Do you have systems currently in place? What methods, workflows, equipment and applications do you currently employ
Do you manually input data? How many employee hours does it take
How do you currently […]

By |June 15th, 2018|blog|0 Comments

Transitioning to the Paperless Office

Remember the 90s when we were promised the paperless office? Well, many businesses today are still drowning in paper. It’s used in almost every business function, every day. But, it doesn’t have to be this way. Digital documents mean reduced paper use, they’re easy to store, send and collaborate on, they’re searchable and more versatile than paper.

Here are some of the benefits of the paperless office, and some tips on how to transition your office.

The Benefits of Going Paperless

Going paperless can deliver many benefits including bottom line savings. Here are some reasons going paperless makes sense!

Reduce Clutter – Less paper in the office means less clutter. A clean office can help your team better focus on the task at hand.
Provide Faster Document Access – Documents can be recalled with a few mouse clicks and are searchable making them easy to find.
Simplify Disaster Recovery – Digital files make information easier to store and protect. That makes recovery after any disaster faster and easier.
Sustainability – Using less paper and toner is good for the environment.
Speed Up Approvals – Digital documents are easy to deliver and approvals can be automated to deliver documents directly to an email address or desktop.

Making the Transition

Transitioning to a paperless office won’t happen overnight. Simple steps can reduce your consumables use, improve workflows, increase productivity and lower your costs.

Calculate Potential Savings – Track all print-related expenses including printer usage, paper, repairs, storage and tech support to find out how much you’ll save.
Move Applications to the Cloud – For example, use Google Docs for word processing, Dropbox to share files and PayPal to pay bills and transfer funds.
Scan Paperwork and […]

By |April 20th, 2018|blog|0 Comments

5 Ways to Maximize Your Productivity During Business Travel

The average employee takes 12 business trips a year. That’s a lot of time spent on the road, and it can wreak havoc on an employee’s ability to be productive.

Fortunately, there are several best practices that you can implement to maximize your productivity while travelling for business:

Digitalize documents. Before leaving town, determine which documents you’ll need while on the road. You can then make life easier for yourself by scanning these documents to the cloud. By digitizing documents, you and your team can securely access this information from any location using collaboration tools such as Google Drive, Dropbox, OneDrive, and Office365. Digitalizing documents also saves you the hassle of having to keep track of a pile of papers while on the go.

Set yourself up for a productive mobile office. Consider all of the equipment that is necessary for you to have a productive mobile office, such as your laptop, smartphone, and tablet. You’ll also need to take into account all of the supporting equipment to keep your technology in operation, such as cables, chargers, batteries, and any other essentials that your devices rely on. If you travel frequently for work, it’s a good idea to keep a backup of each item in your suitcase.

Power up before hitting the road. Ensuring that all of your devices have a full charge before leaving town will eliminate the headache of trying to find an outlet while at the airport. Always take advantage of opportunities to charge your devices while on the go.

Choose a business-friendly hotel. Choose a hotel that offers business-friendly amenities such as free Wi-Fi in the room, a spacious workspace, and an onsite business centre with access to a printer. The Xerox Mobile […]

By |February 15th, 2018|blog|0 Comments

Tips to Keep Your Resolutions This Year

By |December 28th, 2017|blog|0 Comments

Cut Costs With Creative Scanning Solutions

In order to maximize profits and remain competitive in today’s market, small to medium-sized businesses (SMBs) must find new and creative ways to save money, while increasing productivity. One of the simplest ways of achieving this goal is not new, and has likely been a part of your office environment and routine for quite some time: document scanning.

Rather than thinking about scanning in terms of a few documents or images here and there, it’s time to rethink how you look at this valuable piece of office equipment, and all of the ways it can help to improve a number of vital work and document processes. Improve the way you manage your document environment with the following scanning tips:
Scan To Email
Xerox ConnectKey-enabled multifunction printers have a built-in scan to email feature that allows users to scan documents and send them as email attachments to a designated email address. The recipient may then view and save the document, using industry protocols such as Secure PDF to prevent your information from falling in to the wrong hands.
Practice Safety
Protect your data with security solutions from Xerox including:

End-to-end scan and print encryption
Password protected PDF encryption
Data encryption for scan to email

Scan on the Go
Break free from the confines of your office, with the Xerox Mobile Link App which allows the user to scan or fax documents from a tablet or phone, when you connect through a Xerox-ConnectKey enabled printer. The app also enables you to scan documents to the cloud, or send them to the printer to further enhance mobility.
Scan Daily
Scanning can help complete a number of everyday processes, and with your Xerox ConnectKey-enabled MFP, you can use the integrated scanning tools to enhance productivity, security, and cost saving […]

By |November 29th, 2017|blog|0 Comments

Surprising Benefits of Managed Print

A Managed Print Services provider can help design and maintain a print environment for your company. While this service is a convenient way to handle your printers, it also has a variety of benefits for your company which may surprise you.

Increased Productivity

How much time do your employees lose when a printer goes down? A printer problem can quickly eat hours or even days, during which your company can’t operate at peak performance. An MPS provider can reorder supplies and perform preventative maintenance to deal with most problems proactively. This means more uptime for your printers, and increased productivity for your business.

Better Security

A network printer can be a major vulnerability if not protected, allowing hackers to break into your system. Managed Print providers can handle your print security issues, keeping equipment up-to-date and addressing any issues before your data is compromised.

Let Your IT Team Do Their Jobs

IT professionals are not trained in print, but many times print problems fall to your in-house IT team, pulling them away from critical tasks such as network security, software updates, and computer issues. MPS allows your IT team to devote their time to the tasks they should be spending their time on, rather than toner replacement and paper jams.

Reduced Costs

Outsourcing the management of your print fleet to a Managed Print Services provider can save you money. Some examples include:

Efficient print environment design can reduce waste. This can include a reduction in paper, toner, and other supplies, as well as maximizing the usage of your printers.
Preventative equipment maintenance reduces the risk of an unexpected print outage that could cost your business.
Fixed monthly billing helps you budget for your print expenses. This can include supplies, consults, and regular […]

By |October 16th, 2017|blog|0 Comments

Are Your Workflows Efficient or Do They Slow You Down?

Workflow is the buzzword of the day: workflow optimization, document management workflows, automating workflows…but the truth is, many businesses do need to improve their workflows in order to grow and thrive in today’s competitive market.

Workflow means different things to different businesses. For some it may be a document management system, for others optimization of an assembly line. Let’s use a workflow common to every business as an example: Accounts Payable. Here’s how automation can improve efficiency.


XYZ is a local coffee house with three locations in the city. They sell a lot of coffee, pastries and snacks, but still process AP manually in the head office. The CFO spends most of his day bogged down with paper. He’s got an MBA and plenty of ideas about how to grow the business, but managing all that paper is wasting time that could be better spent on core business initiatives.

The Current AP Process:

All AP documents (delivery invoices, receipts etc.) for each location must be sent to corporate. Right now the process is:

Invoice is scanned at location
Emailed to corporate
Finance prints it out
Completes and enters the information into the system
Re-scans the invoice as a pdf
Saves a copy for records
Pays the vendor
Manually enters the transaction into the books

Too many complex, time consuming steps. Not only that, this process opens XYZ up to risks of human error and security breach. If an error is made the process must start over. An invoice left in the scanner can put confidential vendor information at risk.

Improve the Process

With a simple automated AP solution the process can be streamlined to save time, money and reduce risks.

Invoice is scanned at location directly into AP workflow
Invoice is digitally […]

By |August 15th, 2017|blog|0 Comments