Keep Your Team Connected with ConnectPlus

Businesses have become increasingly dependent on technology to handle their day-to-day operations. Unfortunately, much of the technology we rely on is exceedingly complex, and employees with the knowledge, training, and skill set required to install, set up, and optimize our systems are hard to come by. Not to mention expensive. Few organizations can afford to keep someone on staff to keep their office technology devices connected, or to reconfigure equipment they already have in place.

Thankfully, Infomax Office Systems offers an affordable program to help keep all of your equipment connected. Our ConnectPlus program is a comprehensive service package for organizations that rely on interconnections between desktop PCs, networks, and imaging systems like printers, copiers, and multifunction printers (MFPs). ConnectPlus is a completely hands-off approach to your office technology, one that keeps your systems up-to-date and working together as efficiently and securely as possible, all for one flat fee.

When your systems are linked, as is typically the case in today’s high-tech office environment, you need each piece of equipment to perform as strongly as the next. There’s no room for a weak link in this chain, as it could result in unexpected and costly downtime, or inefficiencies in your business processes and workflows. ConnectPlus eliminates these headaches and hurdles, ensuring that all of your office technology devices are working correctly and economically, at maximum efficiency. Whether our service professionals are setting up new machines in your office or reconfiguring ones you are currently utilizing, ConnectPlus puts all of Infomax Office Systems’ invaluable resources at your disposal.

Our Connect Plus program includes:
• Basic Installation & Implementation Package
• Ongoing User Training on Document Output Devices
• Network Installation of Document Output Devices
• Ongoing Loading & Training on Print/Scan/Network Drivers
• Initial Software Enabler Installation and User Training (eCopy, Paper to Office, Essentials, PPDM)
• Installation of Remote Output Device Monitoring Software on Applicable Network Devices
• Ongoing Remediation Assistance for Print/Scan/Network Fax Issues
• Ongoing Assistance for any Infomax Provided Applications
• Unlimited Help Desk Phone Support.

Today’s businesses can’t afford inefficiencies or downtime when it comes to their office technology. Contact Infomax Office Systems today to learn more about how our ConnectPlus program will keep all of your office technology connected!

Gain a Strategic Advantage with Color Printing

Color printing is essential in the workplace. A simple equipment upgrade to accommodate color is surprisingly affordable, and it nets both measurable and intangible benefits for virtually any business in any industry. Here are just a few the ways printing in color can help your business gain a strategic advantage over the competition.

Detail and Quality
Color images can pack more detail into the same space as their black and white counterparts. They add dynamics and entire dimensions to any message, and the color is able to capture detail that improves overall image quality. Remembering that printing is ultimately just another form of communication, these are important facts. Any printing that is intended to convey instructional or emphatic information is more effective when presented with color. In fact, a great deal of research has investigated the topic, and the results are clear: color messages are 65 percent easier to understand than black and white. This leads to an 80-percent reduction in error and a 3.9-percent drop in failure costs. In this way, color printing can easily save money in long-term operational costs.

Aesthetics
There is a more obvious reason to use color: it’s prettier. This is easy to dismiss until you dwell on it for a moment. In terms of advertising and attention grabbing, color will obviously do better than simple monochromatic approaches. The same studies that looked at interoffice impacts also compared the effects of color on customers. Color printing increases readership by 55 percent. This applies to promotional emails and static advertisements (like billboards, posters, or fliers). Implementing color designs also improves brand recognition by 80 percent and boosts attention span and recall by 82 percent. These are large numbers that show color’s aesthetics will nearly double your returns on any given outreach to customers.

Accessibility
These statistics are powerful, but a business always has to consider their bottom line. If the cost of color printing isn’t returned to a company, then there is little reason to invest in it. This argument crumbles pretty quickly—except in terms of plain-text documents, color printing averages a lower cost per page than monochrome. There are obvious exceptions to this, but generally speaking, a high-resolution black-and-white photo is more expensive to print than its color counterpart. This loops back to packing more information in a given space. For any particular image, a monochromatic print requires more dots per inch to convey the same quality as a color print. So, unless you are printing a word-only document (which probably doesn’t need to be more than an email), you save money by going with color.

If you want to push your business to the next level, there is little reason to avoid a color upgrade to help you do so. It isn’t a business expense, it’s a savvy investment. Contact Infomax Office Systems today to find the right color printer for your organization.

Is Your Business at Risk?

If you pay attention to the news, chances are you’ve heard about some of the major cyberattacks crippling organizations across the world. For example, cybercriminals recently targeted the United Kingdom’s National Health Service through ransomware, which resulted in hospitals having to postpone surgeries and divert ambulances to other facilities. Some patients weren’t able to receive vital care because of this attack. Organizations in all industries and vertical markets are susceptible to cyber attacks and IT failure, which is why threat management and business continuity is even more important than ever in the Digital Age.

Is Your Business at Risk?

IT failure comes in many different forms. Cyberattacks are simply one example of what IT failure can look like for a business. Another common example of IT failure is a natural disaster or emergency, which can put network servers out of commission. No matter which form IT failure takes, it is essential that all companies have a plan in place to ensure they will be able to operate and access corporate and client information even in the event of a failure.

Business continuity refers to the ability of a company to continue providing customers with products and services even after a disruptive incident. For example, you may have employees relocate to another site after a natural disaster to get back to work. Resilience is the name of the game when it comes to business continuity. Threat management refers to network security approaches that focus on identifying and eliminating threats before they have the chance to infiltrate the system. Usually, such network security approaches have multiple layers that interact with each other to make it more difficult for threats to go undetected.

If a company fails to take threat management and business continuity seriously and an IT failure ends up occurring, this scenario can have a disastrous impact on a company. Unmanaged IT failure can have major financial implications. This is particularly true if your business is unable to operate at all after an IT failure, as your company will lose sales revenue until the issue is resolved. IT failure can also damage the reputation of your organization among customers. Many companies have had customers abandon them and switch to their competitors after a major IT failure due to a lack of trust.

As you can probably tell, IT failure has become one of the greatest threats for companies in this day and age. Therefore, it is essential that you refuse to be complacent when it comes to business continuity and threat management for your company. If you’d like to learn more about the solutions available to protect your organization, contact Infomax Office Systems today.

Reduce Costs with MPS

Every busy company knows how expensive printing services are. Between printing, copying, and faxing, the average U.S. office worker uses 10,000 sheets of paper each year. Depending on the size of your team, this figure can multiply quickly, affecting your printing costs and your bottom line. With Managed Print Services (MPS), companies can reduce printing costs, translating into significant savings for your business. By helping organizations gain control of their printing expenses and uncover hidden savings, MPS can lower printing costs by as much as 30 percent. If you’ve ever wondered how MPS can help your company save money, consider the following.

MPS quantifies your printing
Many businesses fail to tally up how much they actually spend on printing, oftentimes not taking the price of supplies, parts, maintenance, and repairs into account when doing so. While consumables and service can be easy to forget, these factors can be very costly. Between maintenance issues and overprinting, the total cost to print in the office is more expensive than one would think. Without having data to analyze, there is no way to determine exactly how much you’re spending on printing, what aspects can be reduced or consolidated, and how to accomplish your printing budget goals. With an  MPS solution, professionals collect and analyze your data from your infrastructure, enabling companies to quantify how much they spend on printing. From there, it’s easier to determine in which areas you are overspending and what steps to take to reduce your overall printing expenditure.

MPS improves productivity
Sometimes it takes an outside perspective to shed some truthful light upon a situation. While your company may believe that their office equipment devices are set up in a manner that maximizes efficiency and contributes to an overall better workflow, it actually may do the exact opposite. MPS professionals are trained to scout out the common mistakes in office print infrastructure configurations and address them with strategic solutions. For example, while it may seem like a good idea for every employee to have his or her own printer, it is actually much more productive and cost efficient to have one network multifunction printer in the office.

MPS frees up employee time
Employees are hardly productive when they spend their time waiting for documents to print. Similarly, your IT staff members can utilize their time much more wisely than by resolving office equipment maintenance and service issues. Time is money, especially in the office, and it should be utilized on value-adding tasks whenever possible. When your printing environment is managed by an MPS provider, you can help your staff maximize their time by eliminating the need for them to deal with printer-related issues.

Most companies would be shocked by how much they actually spend on printing. Moreover, they would be pleasantly surprised to know how much they could save by simply utilizing an MPS solution. Contact Infomax Office Systems today to schedule an MPS assessment for your business.

Is On-site IT Services Right for Your Business?

When something goes wrong in business, time is of the essence. When it comes to information technology (IT), problems or crises are magnified, as most businesses are heavily reliant on IT for everyday functions. Many companies rely on off-site IT departments or specialists to handle related issues, which can result in delayed responses and resolutions to serious dilemmas that can negatively impact their bottom line. If this sounds like your company, consider the following questions to help determine if on-site IT services are right for your business.

Do we communicate more effectively in person?
When discussing an issue over the phone, email, or online chats, details and particulars can be lost in translation. Most of the time, employees do not understand the exact nature of the situation when problems arise or how to relay this to their IT staff. All that is truly identifiable is a general issue, but that observation doesn’t provide IT services with the proper information to address and resolve the situation. If you and your coworkers are like most people and are better at communicating in-person, having someone on-site to help solve problems will prove helpful.

How often do we like to stay updated on the problem?
When you’re facing an issue that is restricting your employees’ ability to do their jobs, there is nothing worse than sitting around waiting to hear about an update. If you’re relying on off-site IT services that aren’t on hand to keep you abreast of the situation or if your outsourced IT team is working with numerous other clients simultaneously, it may be time to consider an alternative. Having trained IT professionals on-site ensures that the technician is in position to keep you informed about the situation while putting all of his or her attention on your team’s problem, rather than multitasking with other clients.

Are we shy about asking for assistance?
When dealing with an off-site IT team, many employees don’t report issues because they don’t want to bother another an external vendor with issues. This can be compounded if there are numerous or frequent issues and these problems remain unreported. Bringing an IT team on-site to answer questions and fix your problems feels like less of a burden than contacting an already-overloaded vendor off-site. IT issues that are reported and a healthy IT infrastructure ensures productivity and efficiency never suffer due to unresolved IT pitfalls.

Think it might be time for your organization to turn to an on-site IT service provider? Asking yourself the above three questions will help you determine whether you’d be better served working with a provider who offers more than just remote support. Contact Infomax Office Systems today to learn more about our on-site IT services.

Why You Need to Protect Yourself against Ransomware

Everyone has seen a movie or TV show where a criminal kidnaps a victim and demands a ransom in exchange for their release. What some people do not realize, however, is that demanding a ransom is not just confined to kidnappings. Today, many criminals employ ransomware, a form of malware or computer virus that locks a user’s keyboard or computer and holds their data ‘hostage’ until the victim pays a ransom in exchange for restoring access to it.

Recently, computer criminals used ransomware to conduct the largest cyberattack in history. More than 200,000 Windows operating systems in more than 150 countries—including the United States, England, Germany, and Japan—were infected with the ransomware strain WannaCry or WanaCrypt0r2.0. Victims had the data on their computers encrypted or scrambled, effectively locking them out of it while demanding they pay a ransom of between $300 and $600. The attack was not limited to personal PCs—WannCry victims included hospitals, banks, and government agencies.

So, how does ransomware work? Well, just like in the movies, someone takes something you own and holds it hostage until you send them the money they demand in return. The individual requesting the ransom infects your computer with a virus, usually by sending an email that requests the user to click on a link. Once the virus infects the system, the hacker can lock down the computer’s files and extort the user until he or she is paid the money.

While this may seem like a relatively simple issue to resolve, the problem lies in the information that is being held hostage. Few organizations can operate without their data, and if one doesn’t have this data backed up, the impact of a ransomware attack can be crippling. In addition, the FBI, Department of Justice, and many technology firms suggest you don’t pay the ransom. Doing so does not guarantee you’ll regain access to your data, and since you’ve already been exposed to the virus and shown a willingness to pay the ransom, you’re vulnerable to be re-targeted again in the future.

How can you protect yourself against ransomware? To help prevent these kinds of attacks, there are a few steps you can take to mitigate risk. First, regularly install Microsoft security patches and system updates, frequently backup your files, secure your router, and—perhaps most important of all—don’t open suspicious emails. If it’s too late and a virus has already taken over your system, the most crucial step is disconnecting from the Internet to prevent the virus from spreading. Then, you should report the attack to authorities and file a complaint with the Internet Crime Complaint Center. Finally, wipe your PC and restore your data and files from backups.

Big risks can sometimes yield big rewards, but not when it comes to cybersecurity. Be sure your organization is doing all it can to protect itself from ransomware and other cyberattacks. Contact Infomax Office Systems today to learn how our on-site Managed IT services can help give you peace of mind from ransomware attacks.

Is Your Printer a Green Printer?

It is not a secret that printing a significant number of documents is not exactly the most environmentally friendly office practice. Despite this knowledge, having a printer in the office remains absolutely essential to a company’s success. That said, all printers are not created equal; some printers are greener—or more environmentally friendly—than others. Here are some easy ways to determine exactly how eco-friendly your office printers really are. It is never too late to ‘go green’ in the office, and this post will arm you with the information needed to help you do so, starting with your printers.

How much electricity is your printer using?

Energy consumption is generally an afterthought for most businesses; however, it must be considered more regularly in order to create more sustainable offices. Generally, business-grade inkjet printers use less electricity than other printers that rely on heat to fuse toner to paper. Fortunately, many printer manufacturers understand this issue and now make printers that are not as reliant on energy for efficiency. Look up the product specs for your printers to find out exactly how much power they use. This information will help you determine how your devices compare to other models when making future purchases.

Does it allow you to print on both sides of paper?

Printing large documents on individual sheets of paper is much more wasteful than necessary. Especially when the documents are only being used internally, as opposed to being handed off to a client, vendor, or partner. A printer that is equipped for duplex printing will enable you to easily print your documents on both sides of paper. This green option can cut your company’s paper consumption in half.

Is the printer multi-functional?

The more machines kept in the office, the more energy and consumables necessary to keep these devices up and running. Instead of having numerous machines that only have one purpose, consider investing in an all-in-one or multifunction printer (MFP). An MFP enables you to print, copy, scan, and fax from one single machine. Not only is this more efficient economically, but also logistically, as MFPs enable employees to multitask for a more efficient workflow and take up less office space.

Is it certified green?

ENERGY STAR certifies office technology devices that minimize operational power. For the most part, these machines stop using power and go into a ‘sleep mode’ when they are not used for a certain amount of time. This reduces the amount of energy used to operate certified machines. Additionally, they are easily programmed to go on standby mode, and in doing so, can save companies anywhere from 15 to 30 percent on printer-related expenses.

Businesses considering ‘going green’ can get started on their way to corporate responsibility by addressing simple technology devices like their printers. Spending a little extra time understanding how to improve your printer’s efficiency and effectiveness in the office can benefit your business, the environment, and your reputation with both clients and employees. Contact Infomax today to learn more.

Save Time, Space, and Money with Digital Archiving

There’s no doubt that digital archiving saves you time, space, and money. It is effectively a death sentence for maintaining paper stacks and managing files in a physical location. With digital archiving, you don’t have to store thousands of documents in boxes in storage or sift through 10 years of files to find a specific piece of paper.

Digital archiving allows you to attain greater convenience for keeping client records and tracking business information safely. Technology has changed the game for businesses. No longer must you rely on outdated, labor-intensive business practices that take up time. Instead, companies can easily manage their records over the Internet through the cloud. This helps eliminate the costs and hassles of archiving records physically, while increasing ease of accessibility.

If your business is struggling to maintain its records, then you should consider digital archiving.  Not only will it help improve efficiency and accuracy, but you will gain the following benefits:

• Greater document security
• Cloud-based storage negates the need for copies
• Easily accessible data from any place at any time
• Enhanced compliance

With digital archiving, the days of drowning in piles of paperwork are over. This modern equivalent of recordkeeping provides a scalable, affordable, sustainable solution to your filing needs.

Implementing digital archiving

A lot of businesses are keen on the idea of digital archiving, but most of them don’t really know how to go about it. If your goal is to reduce the amount of paper your office uses, consider the following beginning steps to digital archiving:

• Acquire a digital storage option that offers high server capacity
• Consider scanning options that will allow you to properly archive every document digitally
• Adopt a document management system that will do all of the hard-work for you
• Create electronic signatures for employees to access the documents virtually

For help following the above mentioned steps to adopt digital archiving for your business, contact Infomax today.

Benefits of Production Printers

If you’re thinking of taking advantage of production printing, then you really should learn more about the incredibly effective, diverse functionalities of these powerful machines. One of the most obvious benefits of a production printer is the ability to print large quantities of professional, on-brand materials for your business, in-house. This flexibility saves companies time and money while giving them a competitive edge over their industry counterparts. But the payoffs to production print don’t end there. There is a wide array of benefits to having a production printer in-house, some of which may surprise you. Consider the following advantages to production printers before automatically dismissing these machines as the next component of your print fleet.

Higher Image Quality
There is no denying the fact that production printers are big machines. However, great things come in big packages, too, including the fact that these large machines provide outputs with stunning image quality that a desktop printer simply cannot replicate. With better printing capabilities at your disposal, production printers’ high image quality allows users to enhance their marketing potential quickly and in large quantities.

More Productivity
By nature, production printers get more work done faster than a standard printer or MFP. They are designed to produce large quantities of outputs quickly, making your team more productive. So, if your business is paper-intensive and frequently requires high-volume jobs, the productivity benefits alone should convince you to consider adding a production printer as the next device in your fleet.

Better Compliance, Control, and Security
Another great reason to consider a production printer is because you achieve better regulatory compliance, have more control over the quality of outputs, and experience enhanced security over the content within your prints. Bringing a production printer in-house means you will not have to worry about leaking confidential employee or customer information or disseminating proprietary information to competitors.

Great Flexibility
With production printers, you are in control of your destiny. You will not have to worry about meeting deadlines or whether your logo colors are exact, because you will be the one in charge of the entire operation. Whether you are concerned about a last minute typo or want to tweak a cover’s title, you have the flexibility you need not only to quickly produce large quantities quickly, but perfect them as well.

To learn more about how a production printer can benefit your office, contact Infomax today.

Are You Taking Good Care of Your Office Equipment?

The old saying goes, “An ounce of prevention is worth a pound of cure.” The reasoning behind this axiom is that putting in a little bit of work to mitigate risk before a crisis strikes is preferable to the great deal of effort required to clean up the mess afterwards. This applies to your office technology, as well. You’ll be better served engaging in preventative maintenance and measures for your printers, copiers, fax machines, document shredders, and computers, rather than keeping your fingers crossed, hoping for the best, and reacting to a problem after the fact.

Why?

Companies rely heavily on their office technology to keep their workflows moving along smoothly. Regular preventative maintenance will help keep your office equipment in peak condition, ensuring it operates at maximum efficiency and that you get the highest return on your investment. By taking care of your equipment it will function as it was intended to and last longer. Preventative maintenance will save money compared to service calls to fix an ad hoc repair every time you have a device go down. In addition, you’ll save time and productivity lost due to downtime resulting from unexpected malfunctions or breakdowns that bring your workflow to a halt.

How?

What are some of the preventative measures you can take to keep your office equipment in top-notch condition? Regular maintenance, of course, is a no-brainer. You change your oil, rotate your tires, replace hoses and filters on your vehicles to help keep them running, why should your office technology be any different? Another way to take care of your devices is by frequently cleaning them. Dust your equipment regularly, using a fine brush on internal pieces such as paper trays and ink cartridge bays. Finally, position your devices properly. Place them away from high-traffic areas and extreme heat or cold.

Taking care of your office equipment will keep it in optimal condition, and more importantly, up and running. Infomax Office Systems’ ConnectPlus program can help keep your devices operating as efficiently as possible. Contact us today to learn more.