Increase Productivity by Consolidating Business Documents

If you have ever owned or worked in a business, then you know that information and documents are stored in many different locations. With documents stored everywhere finding them and organizing them can be a real hassle. Even if you do have the space to dedicate all your filing cabinets to, there is still a ton of information that lies within email inboxes and computer hard drives.

If you trust your employees to use this information as necessary, then this may not seem like a big deal. On the other hand, what happens if an employee moves on to a different company? Fragmented storage can severely damage the productivity of your team if they lose a single member.

A delay in finding critical information can not only frustrate your employer but also damage customer satisfaction as well as extend billing cycles. It is because of reasons such as these that it is imperative that you take control of your data and create a system that can handle all the documents whether they be paper or digital. Thankfully, new technologies have arisen that allow the convergence of every type of document including paper, digital and email into one solitary system.

Scanners and Multifunction Systems give your office the opportunity to convert paper documents into your everyday digital formats like PDF files quickly and easily. Once this happens, these newly formatted documents can then be sent as email attachments or can even be directed to a network folder.

Optical Character Recognition software can convert any text you have previously scanned into editable text. This ensures that all your employees will not have to waste time re-entering data.

Electronic Document Management Systems provide a central repository for any and all scanned images, electronic documents and emails. What this basically means is that you can find everything you need with one simple search.

By creating a single repository for all of your company's documents and data, you can guarantee that productivity amongst your employees will increase. All of your employees will also gain access to any and all information they might need without ever leaving the comfort of their desk.

Follow these tips and you could easily increase company productivity as well as document management ensuring that every document, not just the important ones, is in one secure location that is easily accessible by all of your employees.

Source: Office Product News

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Why Rent a Copier for the Holidays?

This holiday season is the same as every other holiday season for businesses. Halloween, Thanksgiving, and Christmas are the best time of the year to advertise and promote a business and let everyone know what you're all about. At the beginning of October most businesses switch into high gear and advertise harder than they have all year, and the perfect opportunity to ease the workload is by renting a copier. Many businesses are familiar with computer rental, but it may be time to consider a copier as well.

Some business owners scoff at the idea at renting such a heavy piece of machinery for a short period of time such as the holidays, but with a good copier the possibilities are endless. The most obvious use for holiday advertising with a copier are print fliers. They may seem pointless in such a tech heavy age, but no email makes as much of an impact as a paper and ink flier that is tangible in a potential customer's hand. While an email will simply be dragged to the trash folder, a paper flier will go from the customer's hand, to their kitchen table, possibly to another family member's hand, and countless other places before it hits the waste bin.

A good copier is versatile and can do a lot more than print out papers. Sticking in a potential customer's mind can be difficult, so business cards are always good to have on hand. Copiers that are more heavy-duty can handle other media besides paper and spit out hundreds of business cards effortlessly, and this can save a lot of money for business owners who have been ordering business cards from third party companies.

Another potential idea for a rented copier is printing out mailers for repeat customers. This seems similar to passing out paper flier advertisements, but mailing things to loyal customers adds a personal touch. Sending something in the mail to customers in the business's address database can let the customer know that they're not just another faceless spender and remind them of why they shopped there in the first place. Having a copier rented can make this process much easier and expedite it quite a bit.

While a copier is a large machine that would cost a good chunk of change to purchase, renting a copier can make advertising for the holiday season a breeze. Reaching customers is the first step in making lasting business-customer relationships, and with a copier it is effortless to do so.

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EFI Fiery Servers Power Xerox's New Color 550/560 Printer

EFI began shipping two Fiery servers for the new Xerox Color 550/560 Printer last Friday. The EX Print Server, which is powered by Fiery, as well as the Integrated Fiery Color Server enhance productivity and also deliver high color quality through intuitive and easy to use tools and workflows.

According to John Henze, Vice President of Marketing, Fiery Division, EFI, "As evident by our long history of powering Xerox presses and printers, Fiery servers continue to be the digital front end of choice for businesses of all sizes. We're excited to bring these new solutions to the marketplace, providing a 30 percent increase in performance over the previous generation among other stand out enhancements."

The Fiery Server's smart RIP technology boosts performance immensely by allowing one page to be printed at the same time that subsequent pages are being processed. This allows more pages to be printed per hour. In addition to that, users have the ability to let Fiery Hot Folders and Virtual Printers automate the print submission process which saves time when printing repetitive types of jobs. For an end-to-end PDF workflow, the EX Printer Server gives users a choice of Adobe CPSI or native PDF workflows with APPE.

In addition to high performance, Fiery servers provide unparalleled color to quick printers, commercial printers, in-plant CRDs and creative service organizations. The new Fiery Image Enhance feature improves the output quality of digital pictures by applying corrections automatically in order to optimize each image individually for all Fiery supported files. Fiery Spot-on makes sure the best match of PANTONE colors and streamlines workflow with standardized corporate color palettes. Other advanced graphic arts tools used for proofing, prepress and color management are also available.

Fiery Technology is well-known for their intuitive user interfaces as well as their easy to use applications. These new servers operate with the Fiery Command WorkStation job and device management console. This centralizes the whole print workflow and connects to all Fiery servers on the network. This also eliminates bottlenecks as well as maximizes engine utilization which raises productivity and profit potential on every job. In addition to all this, Fiery SeeQuence Impose offers an intuitive imposition tool that automates prepress tasks.

The Fiery VUE application, which is targeted at the office environment, allows users to easily print professional looking booklets as well as other documents by interacting with their documents on-screen in 3D to sculpt and then preview exactly what the finished product will look like after printing.

Great features along with a great company, it looks like Xerox is continuing to stay on top of the printer game with every new product they produce.

Source: Office Product News

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Things To Consider Before Buying A Small Business Copier

Small business owners need to be able to advertise and produce certain papers in bulk. So the purchase of a copier is a natural step for up and coming small businesses. With a lot of home copiers coming in combinations of printers and fax machines, and many business copiers being large and full of unnecessary features, the decision on which copier to buy can be confusing. Here are a few things to look for in a small business copier that will save time and money.

Black and white or color?

The decision between a black and white or color copier really depends on the business. Color copying takes longer, requires more ink, and the copier is more expensive when first purchased and in the long run. At the same time color copying is essential if the copier is going to be used to make fliers or banners to promote the business. Color fliers look more professional and eye-catching. If the copier is just going to be used to print off memos and paperwork, then go with a black and white only copier, and if advertising is going to be done, go with color.

Paper handling and response time

The whole point in purchasing a copier is to save time, so buying a copier that needs single sheets fed through or a paper tray that needs to be refilled three times a day defeats that purpose. To make your copier efficient make sure it can handle at least 250 pieces of paper in the copy tray to minimize refills. Copiers are also notorious for their warm up times, and a long warm up time can also defeat the purpose of owning a copier in the first place. Some copiers today offer a short warm up time of around one minute for larger copiers and even ten seconds for smaller personal copiers.

Versatility

A good copier doesn't just copy papers. A copier worth buying can also can handle index cards, transparencies and other heavier media. Versatility in a copier is a must, and it is essential to buy a copier that can handle everything you throw at it. A good feature to look for is a flatbed copying surface so the copier can copy pages from books and manuals as well.

Money saving features

Higher end copiers can have features that make up for the large initial price. One important feature to look for is duplexing, which is printing on both sides of the page. If used correctly, this feature can literally cut paper costs in half. Some copiers can also switch from color printing to strictly black and white. By doing a little research on which features are needed for a specific business a lot of costs can be cut by purchasing the right copier.

Like a computer or printer a copier is a big purchase for a small business, and an important one in taking said business into the technological age. With the right copier for that specific business the work load can be lessened and former tedious tasks can be made simple.

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