Why the Copy Machine Remains An Asset to the Modern Office

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.

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.

Why Investing in Document Workflow Solutions Makes Sense

Organizations have adopted new methods in order to stay ahead of the competition and to ensure that they take advantage of modern day technology—most of which is designed with efficiency and productivity in mind. Incorporating a document workflow solution is one such option. If your business is having problems with information workflows—and, as a result, time is being wasted on manual document processes—it’s time to consider switching to a document workflow solution. More and more businesses that produce a high volume of paper documents are using document workflow software, since it streamlines processes and adds a layer of security by keeping your vital documents safe.

If you’re on the fence, here are some reasons that may change your mind when it comes to document workflow solutions:

Greater Availability
Stop relying on hardcopies to get your work done. Document workflow solutions ensure your documents are available electronically 24/7. So, if your accountant wants to get a couple of hours of work in on her vacation, she’ll be able to access the files she needs without thinking ahead and packing paper files.
Better Organization
Document workflow solutions inherently rely upon electronic format of files. This ensures that staff can no longer say they can’t locate a hardcopy file. Moreover, they also can’t blame an inability to find an electronic file because of standardized labeling, storing, and retrieval patterns used when adding files to your electronic database.
Notifications to Stay On Track
Document workflow software allows you to set notifications to alert your staff when action is required on a project. When a deadline is missed, the staff member is notified that they are past due (and their superior can be notified as well). This holds staff accountable and ensures streamlined workflows.

Reduced Costs
By pushing forward your business process and streamlining workflows, document workflow software will save your company money. Whether it’s by reducing errors, completing projects on or before deadline, improving communication and availability of files, holding staff accountable, or something else, your company will realize real cost savings by implementing document workflow solutions.

If you’re interested in incorporating a document workflow solution to your business processes, contact Infomax today.