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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Konica Minolta's magicolor 4750

Konica Minolta announced today the new availability of the magicolor 4750 Series of color printers, the smallest A4 color printers in their class. The 4750 series can print 31 pages per minute in color and black and white and can also deliver a first page in less than 12.9 seconds. The 4750 series can also produce up to 120,000 pages every month which is perfect for workgroups that rely on high quality performance.

The magicolor 4750 series includes the magicolor 4750EN as well as the magicolor 4750DN which adds the productive convenience of duplexing. Konica Minolta has decreased the overall printer size by more than 30% from previous models and has simultaneously minimized their impact on the environment by delivering printers with significantly fewer parts. The magicolor can seamlessly fit into any workgroup due to its 13" high size.

According to Kevin Kern, Senior Vice President of Marketing for Konica Minolta, "For high definition color the magicolor 4750 Series will make a significant impact on office workgroups and bring further value by offering unmatched compact size that is convenient for work environments of all sizes. These newest additions to our A4 color line-up raise the bar for performance as cost-effective solutions that ensure customers can always count on Konica Minolta to meet their full range of digital imaging needs."

Despite being small, the 4750 series doesn't sacrifice print quality or speed and features the exclusive Emperon Print System with an 800 MHz processor that powers image processing for faster results. The calibration system enhances prints by automatically calibrating the print engine for optimal color quality. All in all this looks to be one of the best small workgroup printer series.

The magicolor 3750 series is available now through Konica Minolta's North American direct sales, authorized dealer and value-added reseller channels for a price of $699.99 for the magicolor 4750EN and $839.99 for the magicolor 4750DN.

Source: Office Product News

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Canon imageCLASS Multifunction Printers Great for Small Businesses and Home Offices

Canon has just released four new imageCLASS multifunction devices to their lineup of award-winning small business and home office solutions, the Color imageCLASS MF9280Cdn and MF9220Cdn, color laser multifunction printers, and the MF4570dn and D420, monochrome laser multifunction printers.

"In response to the increasing demand for easy-to-use, feature-rich multifunction devices targeted at small businesses and home offices, Canon is proud to present the latest additions to the imageCLASS lineup," said Jim Rosetta, Vice President and General Manager of the Imaging Systems Group at Canon U.S.A. "With small businesses and sole proprietorships increasingly demanding greater value and performance from their hardware purchases, the new imageCLASS models offer a compelling blend of functionality and features ideal for these demanding users."

Each of the four new devices are specifically designed with small businesses and home offices in mind. The MF9280Cdn and MF9220Cdn color laser multifunction printers allow small businesses and workgroups to maximize productivity with convenient print, copy, fax and scan functionality in a fully networkable device. These devices are perfect for a multi-user environment and feature a variety of technologies found in many high-end commercial copiers to maximize office efficiency including "User ID Management" control.

The MF4570dn is perfect for any small business or home office that is looking for a reliable all-in-one office solution. The device enhances productivity and offers end-users Canon's renowned quality and durability . This device also provides high-end features usually found in advanced printer models including duplex versatility, print and copy speed up to 26ppm, a 250-sheet front-loading paper cassette and an Automatic Document Feeder.

Finally, the D420 offers a fantastic blend of value and performance in a streamlined document solution. The D420 utilizes a simple, easy-to-navigate control panel to provide end-users with advanced functions including duplex versatility, print speeds of up to 23ppm, 250-sheet front-loading paper cassette as well as a single-sheet multipurpose tray and an efficient energy saving mode utilizing approximately three watts of energy.

Needless to say, Canon is definitely answering the demands of the small business and home office market. These four new imageCLASS printers are sure to fit the needs of anyone operating out of their home or small business. However, buying a printer or copier isn't always in the cards for many people, especially people with small businesses or home offices where money is tight. That is where Rentacomputer.com comes in.

Rentacomputer.com offers a wide range of printer rentals and copier rentals and getting one is easy. Call today at 877-422-1907 to speak to a customer service representative or go online now at Rentacomputer.com to get a fast and easy copier rental quote.

Source: Office Product News

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Xerox Secure Print

Worried abut scanning you or your company's confidential documents? Why wouldn't you be? With the amount of identity theft and the like going on in today's society you can never be too careful about who may find your confidential information. The good news is that the nice folks over at Xerox have come up with a secure print feature to help keep those confidential files exactly that, confidential.

Xerox's new Secure Print feature is perfect if you do not want your confidential or private documents left in the output tray, at risk of being read or even stolen. Secure Print allows you to control the print timing of your documents giving you the ability to optimize your print solution by using a workgroup device to print all of your documents.

In the past, you may have printed documents like these from a personal printer. With Xerox Secure Print you can save yourself a ton of money in paper and ink by turning workgroup printer into your own personal printer. The process is pretty simple. Print the file and in the print properties section select Secure Print from the menu. Then come up with a unique password and send your document to be printed. The job is held in the job list until you release it. When you get to the device control panel, punch in your password and the document prints immediately.

Another cool feature is that if you have multiple documents in the queue being held by the same password, they will all be printed at once making it exceptionally easy to collect all of your important documents at once. One of the best things about Secure Print is that you do not have to go out to a store and buy some fancy new hardware because it is completely downloadable. All you have to do is type in Xerox Secure Print in your search bar, grab the download and follow the instructions.

Xerox Secure Print is the best way to keep those classified and personal documents away from watchful eyes.

Source: Office Product News

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Fujitsu Earns Business Solutions Magazine's 2010 Best Channel Product Award

Fujitsu is the market leader in document imaging scanners and services which is a pretty nice title they can show off to their customers. But now, thanks to Business Solutions Magazine, Fujitsu has another title they can show off to their customers, "2010's Best Channel Products". Last week Fujitsu announced that their scanners have been recognized by Business Solutions Magazine and value added resellers as "Best Channel Products for 2010".

Fujitsu competed against multiple manufacturers but their products, the Fujitsu ScanSnap S1500, ScanSnap fi-6010N Network iScanner, fi-6130, fi-6140, fi-6670, fi-6800 and fi-5900C scanners all earned high marks in the ECM Hardware category for richness of features and functionality, product reliability and durability, ease of integration and upgrade and the VAR's ability to service.

According to Vice President of Marketing at Fujitsu Computer Products of America Scott Francis, "Fujitsu prides itself on listening to and collaborating with our partners, and we are honored to be recognized by the channel industry for having best-in-class products. Fujitsu's approach to the channel - premium products at very competitive prices, delivered with the highest possible margins for our partners - makes for a winning combination. Hats off to all those who have contributed to this success and sincere thanks to the channel for its support and confidence in Fujitsu."

The award given to Fujitsu by the Business Solution Magazine is based on a survey that was conducted from late April through the end of May. The survey asked the publication's VAR subscribers to rate their partners in a total of 7 different categories which included Product Features, Product Reliability and Product Innovation. There were a grand total of 16,656 votes cast by over 1,400 verified BSM resellers which made this vote one of the largest surveys of its kind. The vote came to the conclusion that the scanning products from Fujitsu were ranked exceptional and a favorite among resellers all across the United States.

Source: Office Product News

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Paper-Based Filing's Hidden Costs

The cost of hard drive space nowadays is dropping rapidly and many businesses are taking advantage of this by implementing Electronic Document Management Systems. Searchable databases of scanned information are created by these digital systems which allows better business decisions and a much smoother customer service interaction.

On the other hand, many people tend to shy away from Electronic Document Management Systems due to the initial setup costs that arise. Most businesses see paper documents as free due to the fact that they aren't usually tracked as well as they should be and are generally overshadowed by extensive office supply budgets.

But everybody knows that nothing in this life is free, and that includes paper as well. In fact, paper solutions may actually be costing your company more money than the other digital options that are available today. These hidden costs could fly under your company's radar where they may never be brought to light.

Almost every business has filing cabinets and a simple three-drawer cabinet may seem like a relatively cost-efficient solution. What you may not realize is that this file cabinet may actually be consuming a lot of time and money from the bottom line of your company.

Lets say the average one-time cost of a file cabinet is $400, then you have to add the one-time cost of folders which could equal around $100. Then we can add the average one-time cost of paper prints and copies into the mix at $240. So for the one-time cost of a single file cabinet you are already up to $740.

But what if you compound that annually? Assume the average office holds 30 file cabinets with each one costing you around $2,000 every 5 years. That's $60,000 for a system that generally misfiles or loses documents and a replacement document could cost you an additional $200.

What about the physical labor of a file cabinet? Anybody who has ever had to sift through a cabinet full of files knows how tiring and dull it can be. This demotivation could cause an employee to have sub-par production for the rest of the day further costing you money.

Electronic Document Management Systems provide the tools that allow you to create a secure and searchable archive of all your company's most important documents. A single 100GB disk can store an astounding 2,000,000 pages of information which could easily take the place of hundreds of filing cabinets using a fraction of the space.

Source: Office Product News

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How a Personal Photocopier Works

A photocopier is without a doubt one of the most important pieces of office equipment for any business big or small. Unfortunately, the upkeep and cost of a fully sized multifunctional copier can put them out of reach for many smaller businesses. Luckily, the office-supply market has recently seen the introduction of affordable, personal-sized copiers. One of the best features of these personal copiers is their compact and lightweight frames which gives them the ability to be easily moved from one location to the next. Most personal copiers come equipped with an easy to grab handle so that a business owner or employee can easily move the copier from the office to a meeting or even back to their home. The beauty of these machines is that you can literally take them anywhere you would need to make a copy.

Drum and Toner

The personal copier condenses many of the features of a full-sized copier into a smaller more portable package. Within all copiers are two very important components: the drum and the ink toner. The drum is responsible for creating the image that is being copied while the ink toner is the medium via which the image is transferred to paper. When the copier's intense bright white light hits the paper that is being copied, the light is reflected off the white areas of the page while the rest strikes the drum below the paper. The areas where light hits the drum have their positively charged atoms neutralized while the areas that are blocked by the image on the drum keep their positive atoms. The toner is then attracted to the areas where positive charges are still intact while the areas where the neutralized atoms are present do not attract any toner.

The Printing Process

After the image has been embedded into the drum and the copy is ready to be made, the paper is heated very quickly. The heat applied causes the paper to have a stronger more positive charge than that which exists on the drum. This causes the toner to be attracted to the paper in the exact same pattern that has already been "etched" on the drum thus making a replica of the original image onto the paper. The heat basically causes the toner to fuse and stick to the paper much in the same way your hair is attracted towards a static balloon.

Although personal copiers work in much the same way as a traditional copiers, they are often limited in their printing capabilities. Most personal copiers can only copy about four pages per minute and are limited to only copying documents letter-sized or smaller. Other features like automatic stapling, collating, and dual-sided copies are also common features usually not found in personal copiers.