Running a successful business entails managing and coordinating a lot of information efficiently. As such, it is crucial to keep an organized record of all the company’s communications, files, documents, contracts, and much more. Surprisingly, one of the best ways to keep your information organized is to invest in a copy machine. These seemingly simple machines are the perfect tool to make sure your company’s correspondences and information stay protected and up-to-date, in addition to providing multiple other benefits to your organization.
Another way to backup your files
Companies tend to rely on computers for fast and easy archiving, retrieval, and searching of documents and other important information. Unfortunately, all too often, technology fails and computers go down or hard drives crash, losing all kinds of valuable data. While using computers for storing files is useful, do not forget about the value in printing copies as well for physical storage. Having a physical filing system with copies of everything the company does ensures that no technological mishap will create a devastating blow to your business or cause an employee to go without sleep because an important document disappeared and needs to be reproduced.
Mailed documents can get lost
Obviously, there are times when clients, vendors, or other company affiliates need hard copies of documents sent via mail, not shared digitally over email or via file sharing. You obviously never want to mail the original copy of an important document, as the mail system could lose the envelope or package, the recipient could make changes to the file, or the recipient might want to call the office and ask to go over the document line by line. In any case, keeping hard copies of your documents can be beneficial to quick and efficient communication.
Handle your last-minute needs
Sometimes, documents get a last-minute coffee ring stain before a big meeting, additional people unexpectedly arrive to a conference, documents suddenly go missing, or the computer is just running too slow to deal with. Instead of getting frustrated about not having enough copies of a document available to distribute, run straight to the copy machine and get to work. Copiers are the perfect last-minute solution to numerous problems within the office.
Technology is invaluable to our workflows, but the venerable copy machine is one office technology device that remains a timeless asset. It may not be the most high-tech piece of equipment in your organization, but not a day goes by that a copy machine goes unused or unappreciated by successful business everywhere.
To learn more about Infomax’s hardware solutions, including copiers, contact us today.