On the Fence about Managed IT Services?

As your company continues to grow, you might be wondering how to make better use out of your existing resources. Your expanding infrastructure demands updates in IT equipment, manpower, networks, and access. But should you expand your IT department to accommodate all of this growth or focus on the products and services your company provides? If IT isn’t your industry, it might be time to consider partnering with a Managed Services Provider (MSP) and utilizing managed IT services to relieve some of the burdens of expansion.

Outsourcing IT: What’s in It for Me?
When you partner with an MSP, you will be outsourcing IT personnel. However, managed IT services will save you time as technology updates will be handled by your service provider. Your business also won’t waste money on failed hardware or software, and you will have access to the cutting-edge devices, processes, and services that will help you look to the future. Your monthly fees will help you control the outflow of funds that come from managing your IT in-house.

IT is a Utility—Not Your Problem
Your business relies on IT. The internet and your network must be always accessible and functioning, just like electricity. When you hire an MSP to manage your IT needs, you can begin to treat these necessary tools like a utility. It will no longer be your job to ensure access to your digital world; it’s theirs. Your staff can then focus on meeting your clients’ needs, just like they should.

Managed IT Services Provide Solutions
Perhaps the best thing about partnering with an MSP is that you have a team of experts available to you at any time to troubleshoot those problems or challenges that arise in your IT world. Their pool of talent will have knowledge, experience, and access to the most up-to-date solutions, which can be tailored to suit your business’s demands. Whether you require secure cloud storage, an update to your cybersecurity, or to simply replace a crucial hard drive and backup your data, trained and certified professional help is just a phone call away. Imagine the reassurance of knowing your business’s IT needs are in the hands of a team of trusted professionals?

Your growing success requires a fresh approach to keep up with the rapidly changing IT world. Learn more about how Infomax’s iGuard Managed IT services can help you continue to expand and grow by giving us a call today.

Why Off-Site Backup of Your Data Is Important

As business files are digitized and today’s work environment runs on data, off-site backup is essential. Duplication of your information and the ease with which it is accessible are two key factors in any solid data protection plan. An off-site backup solution provides the necessary redundancy needed in the event that your primary, on-site data storage system fails or is compromised. This physical location (or cloud storage) is separate and apart from your firm’s headquarters and the location where your IT solutions are stored. Read more

The Link Between Managed Print Services and Your IT Team

How much do you pay for your IT work? If you’re like many other businesses in the world, it’s not a small amount. In fact, IT resources are among the fastest growing costs for businesses. When used correctly, they’re also the most valuable. Do you think having your IT resources spent on replacing a toner cartridge is a cost-effective measure? If not, you need to think more seriously about Managed Print Services (MPS). It is the concept of fully outsourcing all of your printing management—from supplying printers to servicing devices. How much can MPS really help your business? Let’s find out! Read more

Seeking a Productivity Boost? It’s Time to Leverage Your Office Printer

The humble printer is a staple of the typical office environment, tirelessly and faithfully serving the needs of your workforce. This also makes office printers one of the most overlooked aspects of office productivity. Nearly every employee in your business will come into contact with a printer at some point, so understanding how its usage impacts employees is essential for boosting productivity levels. Read more

How a Color Printer Benefits Business

The use of color can have a powerful effect upon your printed documents. Color draws in your audience, providing you with a better opportunity to get your message across. This is why it’s so important to utilize a reliable, high-quality color printer at your business.

Let’s dig deeper and look at some of the specific benefits you’ll realize from using a color printer in your office.

Stand out from the competition – Color gives your documents a little extra “pop” to help them stand out. Color can play a big role in separating your business from the competition. Try using high-quality, full color logos and images to make your message jump off the page.

Take control – In-house color printing will help your business stay competitive by providing the ability to create high quality, affordable color documents whenever they are needed. This kind of flexibility gives you the power to grow your brand as you see fit. No more need to rely on the schedules of outside vendors to get your color printing done.

Increase brand awareness – Color has a major influence on brand awareness. Utilize color in your marketing materials to create strong brand awareness with your audience. Over time, your clients will grow to recognize your brand immediately just by the color scheme you utilize.

Lower printing costs – While many people assume that color printing is too costly, that’s certainly not the case. In fact, in-house color printing will save you money in the long run. Along with the flexibility that comes along with in-house printing, you also no longer need to pay an outside vendor for your color printing projects.

Increase the clarity of your message – Just think about the difference between a black and white document and a color document when it comes to graphs and images. The color document will be the obvious choice when it comes to the clarity of these items in your documents. At the end of the day, you need your audience to understand and retain your message. That’s what color accomplishes.

Color printing is a tremendous asset for businesses looking for simple ways to reach their target market. Fortunately, an in-house color printer provides this opportunity at an affordable cost. For more information about color printing or help finding the right device for your in-house printing efforts, contact Infomax Office Systems today.

Creating a Document Management System for Your Small Business

A document management system will track, manage, and store all of your documents in an effort to streamline your business processes and reduce the amount of paper in your office. Creating and implementing a document management system is essential to efficiency in the modern small business. Let’s take a look at how to best go about adopting a document management system that will fit the needs of your company and seamlessly integrating it into your workflows.

Start with a plan
Your first step should be taking a close look at the type of documents that your business handles regularly. Organize the various document templates and map out the rules associated with each type of document. For example, some documents need to be time-stamped during a particular review process that passes through several employees. Create rules designating where particular documents should be located and how they should be saved. Establishing solid filing practices will make it easy to file and retrieve documents going forward.

Be sure to consider security as well for the types of documents that are being shared. Through rules and permissions allow only authorized users to have access to certain confidential information. Creating these access controls will help ensure the security of your data and facilitate regulatory compliance.

Implement your plan
Once you’ve carefully worked out the details of your document management plan, it’s time to implement it. Provide thorough training to your staff and explain the tangible benefits they’ll experience from your document management solution to help ensure buy-in from your employees. Document management works best when your staff fully understands how to create, store, and receive documents, as well as how doing so will make their lives easier.

Always follow up
Once your document management system is up and running, don’t just go about business as usual assuming that everything is automatically working smoothly without any kinks. Do some regular spot checks to look for misfiles and to make sure your workflows are moving along as intended. Continue to educate and remind your employees about the inner workings of the system. The better your employees understand how and why things work, the more successful the system will be.

Would your business benefit from a document management solution? Contact the experts at Infomax Office Systems to help you find and implement the right solution for your workplace.

Why More Businesses are Bringing Digital Production Printing In-house

When it comes to large print jobs for your business, you have two options: outsource your projects to a print shop or print them in-house. Many of today’s businesses are turning to an in-house approach with digital production printing due to a number of benefits that are difficult to pass up. The driving factor for doing it in-house is control; there’s no more need to rely on outside vendors to meet your quality standards or deadlines. The use of an in-house digital production printer puts the full control of your printing projects directly into your hands.

Along with having full control of your jobs, in-house production printing brings along some other great benefits. Let’s take a look at some other ways they can help your business.

Quality you can depend on
How many times have you received a product from an outside vendor that didn’t quite meet your quality standards? An in-house digital production printer puts an end to that problem. These devices provide enhanced color capabilities that typical office printers and copiers cannot offer. Most importantly, you can keep a watchful eye on the results all throughout the production printing stages to ensure that the output meets your qualifications.

Reliability and flexibility to meet your needs
With an in-house production printer, you don’t have to rely on outside vendors to meet your deadlines. You can ensure that all of your projects are completed on time. You will also have the flexibility to add jobs to your schedule however you see fit. For example, let’s say you get a last-minute need for a print job that has to be completed in a rush. You can complete the job in time without having to work around the schedule of an outside print shop, or pay more money for a rush order.

Increased security
Printing often involves sensitive or confidential information. For example, let’s say you need to print up some HR materials with company policies and confidential employee information. By printing these jobs in-house, you completely avoid the chance of this information ending up in the wrong hands. In today’s world of identity theft and corporate data breaches, you can never be too cautious.

Take control of your print jobs with an in-house approach to production printing. For more information on how it can benefit your business, contact Infomax Office Systems today.

Why Your Business Needs a Disaster Recovery Strategy

Due to the multitude of cyberthreats we face today, businesses need to be ready for anything when it comes to data security. Whether it’s a natural disaster, a cyberattack, or just human error, there’s always the looming threat of a potential data disaster that could strike your company at anytime. This is why it is so important to have a disaster recovery strategy in place to avoid downtime—or worse, a complete shutdown.

Some eye-popping stats regarding data disasters
If you’re a small business, the following numbers are extremely unsettling. Again, this is a testament to the importance of a disaster recovery strategy. According to the Colorado Springs Gazette:
• Nearly 40 percent of small businesses close after a disaster—and only 25 percent of that group ever reopen
• 52 percent of small businesses say it would take at least three months to recover from a disaster
• 75 percent of small businesses do not have a disaster recovery plan in place

Mobile devices exacerbate the data security problem
Most likely, your employees utilize mobile devices to conduct business on a daily basis. Unfortunately, these devices increase your risk of a potential data breach. If a phone is left behind at a meeting or in a public space, it can easily fall into the wrong hands. A disaster recovery strategy will counter this issue by enabling remote lockdowns and device wipes on all authorized mobile devices in the event that one goes missing or stolen.

Your reputation is on the line
We know the kind of damage a disaster can cause your business when it comes to downtime and shutdowns—but don’t ignore the damage it will do to your reputation. It takes years of hard work to build trustworthy reputations amongst your clients. A data breach with no recovery plan in place will surely sour your relationships in no time. Potential clients will also be wary about going into business with your company after a data disaster.

A little preparation goes a long way
It’s essential for businesses to not downplay the seriousness of a disaster recovery strategy. Even with a temporary solution in place, you can keep your operations afloat following an emergency. Regular cloud backups and off-site backups are essential pieces to a disaster recovery strategy that require regular maintenance and management. This kind of diligence will show your clients just how much you value the vital data that makes up your company, and foster trust.

To learn more about data recovery strategies and how they can help your business in the event of a disaster, contact us today.

Scanning Documents to Save Time and Money

If you work in a paper-centric office, there’s no doubt you’re familiar with the struggle associated with accessing the information you need to do your job. Files stored in paper form residing in old fashioned file folders within disorganized filing cabinets present big problems when it comes time to access data on demand. Finding a piece of paper in this less-than-ideal storage system can prove to be vexing, if not completely fruitless.

Thankfully, there is a better, more efficient way to store your documents. It all starts with scanning your paper documents via document imaging and converting them to digital files. This revolutionary method of storage will eliminate paper clutter in your office, benefitting your business immensely. How so? Let’s start with saving your company both time and money.

Save time through instant archiving and retrieval of files and documents
Time equals money in business, and storing files in paper form is costing you a bundle. How much time is spent in your office manually filing documents or searching for them after the fact? However much time it adds up to, scanning your documents and storing them electronically makes it possible to accomplish these tasks in a fraction of the time. This surplus in available time can instead be used for more important, value-adding tasks. Additionally, being able to retrieve documents in an instant will positively impact productivity, collaboration, and customer service within your company.

Save money by reducing overhead expenses
Printing documents to paper costs money, from the paper being printed on to the consumables used to print with. Storing documents in paper form takes up more space than doing so electronically, which also adds to your overhead. By scanning your documents and converting them to digital form, you’ll eliminate these printing costs from your budget. You’ll also eliminate filing expenses, as well as the need for additional space to store paper documents, which can be costly. You can downsize to a smaller, less expensive office, or use that newly available space for something that generates revenue.

The benefits provided by scanning documents and storing them digitally make it easy to understand why so many organizations have moved away from storing them in paper form. Contact Infomax Office Systems to get started.


Gain a Competitive Advantage with Document Management

Companies are always in search of the latest feature or killer app that gives them a clear advantage over their competitors. The ongoing shift from paper to digital is one such advantage that many companies are implementing. Digital document management offers companies a way to shift from paper-intensive processes to faster and more efficient digital processes.

The following describes how document management can give your company the competitive edge it needs to survive in today’s business climate.

Improvement in Productivity

Whether it involves searching for crucial documents or filling out forms, utilizing paper-based processes can prove costly in terms of time and cost. Transitioning to a digital document management solution paves the way for faster searches, live auditing capabilities, and automated workflows that ultimately improves productivity for employees.

Increased in Security

Paper documents are easy to lose track of and difficult to dispose of when needed. Achieving compliance with paper documents can also be difficult, making a digital solution the best option for your business’s compliance and archival efforts. With automated file retention, fine-tuned permissions controls, controls against malware and other malicious activity, and accurate auditing capabilities, digital document management provides a secure means of completing critical workflows.

Enhanced Employee Collaboration

Today’s employees are no longer tied to their desks. Instead, you can find them using the latest improvements in mobile technology to work outside of the office. With a highly mobile workforce, collaboration via paper can prove time-consuming and inefficient.

A well-designed document management solution enables seamless collaboration. Employees can securely share, edit, and finalize project files, with the option to audit and roll back changes as needed. Teams can work together on crucial projects from virtually any location without worrying about document access.

Expansion in Profitability

A surprising number of companies are still heavily vested in paper document storage, spending billions of dollars each year on on-premises and off-site document storage solutions. Digital document management offers a way for companies to eliminate those costs by shifting their storage needs from the physical to the digital realm. By taking advantage of digital alternatives, companies can free up physical storage space, reduce off-site storage expenses, and add further value to their bottom line.

Get in touch with Infomax to learn more about how digital document management can work for your company.