Delete Duplicates with Forms Solutions Software

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When digitizing and automating business practices, it’s smart to start with cumbersome processes and major functions. You’ll get the best bang for your buck by optimizing these areas. Increase your operational efficiency by utilizing forms solutions software, a digital tool that will give you a great return on your investment.

Understanding Forms Solutions Software
Forms provide an easy way to capture consistent information, and their standardized format helps ensure that records are complete. Forms Solutions Software generates forms in digital format only, but with the look and general experience of paper forms.

Forms Solutions Software vs. Electronic Document Management
Both Forms Solutions Software and Electronic Document Managment (EDM) support electronic capture of data to maximize efficiency. Both rely on the automation of standard processes to improve productivity. However, EDM typically starts with physical paper, and digitizing documents usually involves manual data entry or scanning. With Forms Solutions, meanwhile, you skip the paper entirely, capturing data directly as it is entered into a computer-based form.

Deleting Duplication
● Data capture — With direct input into the computer or device, Forms Solutions require no extra data entry and no Optical Character Recognition (OCR)—making it faster and less error-prone. Autofill functions save you time by completing standard fields, and mobile integration provides access anytime, anywhere. Employees can enter data while they’re on the go, from wherever they are.
● Workflow — You’re tired of emailing documents back and forth. Filing multiple cross-referenced copies of customer financial records is redundant and time-consuming. Forms Solutions automate and digitize your workflows, providing tagging, account association, routing, and notifications.
● Away from paper — In addition to data accuracy and workflow hassles, the financial and environmental costs of relying on paper forms is substantial. Shipping, handling, printing, storage, raw materials… they all cost you and your business. Forms Solutions, meanwhile, make your data easier to store and integrate into your Enterprise Resource Planning software.

If you’re tired of duplicating data entry and filing, stop juggling multiple copies and get started with Forms Solutions Software. This powerful tool still possesses the functionality of paper forms but includes all the benefits of instant digitization. Contact Infomax Office Systems to learn more.

Eliminate Printing Woes with Managed Print Services (MPS)

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Printing is a must-have function for your company. But, you and your staff are understandably getting tired of the hassle and complications that accompany managing your print fleet—especially with all of the new technology that’s built into modern devices. Fortunately, the management of your printing environment is one responsibility that you can outsource to experts, thanks to Managed Print Services (MPS). With MPS, your service partner handles your entire print infrastructure—equipment maintenance, supplies, service, monitoring, security, and even system design.

Do any of the following issues plague your company? If so, Managed Print Services can help.

• High Costs — A company’s printing costs can amount to as much as SEVEN PERCENT of its total annual revenue. MPS, however, can lower your total cost of ownership by as much as 30 percent by optimizing your machines, right-sizing your fleet, and handling its maintenance.

• Printer Performance Problems — With Managed Print Services, your printer fleet is continually monitored for technical issues, supply needs, preventive maintenance, and more. Your MPS partner eliminates wasteful downtime and proactively prevents problems through updates and patches.

• Supply Headaches — Ordering supplies and inventory management are also part of the MPS package. With active monitoring, your supplies will automatically be ordered for you when needed, and there’s no reason to waste valuable office space stockpiling toner. MPS eliminates last-minute supply runs and keeps your purchases optimized through standardization across the fleet.

• Productivity Drain — The initial MPS assessment will tell you whether the equipment you currently have is actually meeting your company’s workflow needs. Your MPS partner will provide a print solution designed to optimize your team’s workflows, from machine sharing to device placement. You’ll also free your IT staff’s time to handle value-adding projects instead of being bogged down performing printer troubleshooting.

• Lack of Expertise — Your organization has tons of expertise at its disposal; unfortunately, it’s probably not in print management. MPS providers employ professional specialists with advanced training, broad experience, and a critical perspective that will result in the most effective solutions to meet your business’ needs.

You have enough on your plate, so take printing woes and worries off your list by teaming up with a Managed Print Services provider. Infomax would love to help, so contact us today for a free MPS assessment.

Are You Getting The Most Out of Your Large Format Printer?

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If you’ve brought a large format printer into your fleet, you’ve enlisted the help of an incredible tool. You now have infinite opportunities at your fingertips, with incredible results that you can leverage for both your business and your customers. With a little imagination, your large format printer can provide an even greater return on investment (ROI) than you imagined. Ask yourself the following questions to learn if you’re getting the most out of your large format printer.

• Are indoor large format opportunities maximized? You’re probably printing posters and signs, but have you considered other options? Your large format printer can create dramatic wall graphics or even eye-catching floor graphics, not to mention window clings to reach passersby.

• Do you create large format outdoor elements? A large format printer is the perfect partner for getting your message out to the world. Outside, that is! Large-scale signage and flags are powerful attention-getters, and your community presence will be felt when you create banners for sponsorships and community events.

• What specialty applications have you explored? From displays to banners to pop-ups, trade shows are the perfect place to let your large format capabilities shine. You can even create product packaging for trade show swag or everyday items on your large format printer. Blueprints and maps are also a good fit, as are vehicle wraps—a perfect tool for getting seen around town.

• Is color working for you? Color drives emotion and connection, so be sure you’re using attention-getting color schemes that reinforce your brand. UV-resistant ink can help reduce fading for outdoor applications.

• Have you optimized large format media usage? While glossy and matte paper give you some options, you can print on so much more than paper! Vinyl, fabrics, wall coverings, back-lit displays, and in some cases glass and acrylic are media at your fingertips when you have a large format device. Expand your everyday prints by switching up the media for a greater reach.

Your large format printer is a powerful and versatile tool, and you’ve made an investment by bringing the device and its capabilities in-house. Be sure you’re getting the most bang for your buck by taking advantage of all of your printer’s capabilities. Contact Infomax to learn more about making large format work for you.

Make the Most of Your Multifunction Printer (MFP)

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You know the basic functions of your multifunction printer (MFP): print, copy, scan, fax. Thanks to today’s technology, all of these functions are melded into a single sleek machine with a relatively small footprint. But if the basic “Big Four” are the only things you’re utilizing your MFP for, you’re missing out on high-powered tools that will make this versatile machine an even more valuable asset in your operations arsenal. Read on to learn about them.

Scan-to-File and Scan-to-Email — After scanning documents at your multifunction printer, do you have to return to your computer to rename, relocate, or email files? With your MFP’s technology, you can designate a file’s target network location or email it to a recipient directly from the MFP interface—no need to chase down documents later.

OCR — Optical Character Recognition (OCR) is a software tool that detects letters, numbers, and punctuation in a document, from typed fields to hand-written notes. With OCR enabled, your scanned documents become easily searchable and accessible for indexing and copy/paste purposes.

Electronic Document Management — OCR becomes particularly powerful when you combine it with electronic document management software, a suite that integrates your multifunction printer with your central server to create a “home base” for all of your digital files and materials. Document management tools can help you link new files to existing records, such as by client name, date, or invoice number.

Applications — That’s right, apps aren’t just for your phone. Your MFP can be linked to your website’s content management system (CMS) or Google account to automatically upload files to those locations. You can also connect to your printer from tablet computers and mobile phones, eliminating the need to email yourself a file just to print it.

Your multifunction printer is so much more than a copier… Or a printer… Or a scanner… Or a fax machine. When fully taken advantage of, it’s a powerful, versatile tool that can help you streamline workflows, extract data, link documents, and communicate across the cloud. Contact Infomax Office Systems to the most out of your MFP or to add one to your fleet.

Is Your Network Secure?

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From sending email to opening a file, connecting to Wi-Fi to browsing the web, critical business data on your network must be protected. There are dozens of opportunities to protect your network from unwanted access, but here we’d like to share some of the simplest and most effective network security strategies. Is your network secure?

● Are passwords robust? Make sure passwords are eight characters in length or more, and include at least one upper- and one lower-case letter, a number, and a special character. Avoid actual words and letter substitutes—hacking software is sophisticated enough to recognize when you use “$” instead of “S”.

● Are passwords changed regularly? The longer a password exists, the more vulnerable it is. Tired of managing dozens of passwords that change all the time? Consider an enterprise password management service application, so you’ll only need to remember one.

● Are all inactive accounts disabled? Every account is a door that can be breached, so don’t delay—each individual account should be disabled as soon as an employee leaves.

● Is your data regularly backed up offsite? Whether in another office or with a cloud-based server, make sure your data is recoverable even if your office is lost to a fire or disaster.

● Does every computer and mobile device have antivirus software installed? Don’t be a sitting duck for spyware, ransomware, viruses, and other malware. Ensure every piece of hardware in your network has active, up-to-date antivirus software installed. Also, don’t wait to update! It is crucial that all of your devices are running the latest version of antivirus software available to ensure the security of your data.

● Do you use WPA2 encryption? Short for “Wi-Fi Protected Access 2,” WPA2 encryption ensures that your Wi-Fi connection is secure. So, don’t leave your virtual front door open. WPA2 authentication is easy to set up and simple to comply with.

● Is your equipment physically secured? Don’t leave your physical doors open, either. Store critical hardware in a locked room with limited accessibility. A data thief doesn’t need to worry about hacking the network if they can walk in and physically remove the device they want to access.

If you answered “No” to any of these questions, you have work to do. Take these few simple steps and get your network secure and your data protected.

What’s Your Policy? Corporate Mobile Device Rules to Consider

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We live and work in a mobile world, and mobile access is increasingly critical to business communications and workflows. Whether your employees use a laptop computer, mobile phone, tablet, or portable drive, a few well-executed, thoughtful policies can provide some assurance for your employees and your company.

Consider the following rules when crafting your mobile device policy.

● Devices must be password-protected. Employees may object to the inconvenience of having to unlock their device, but this is a must-have rule. Note that swipe patterns and facial recognition are less secure than a strong password.

● Stored data must be encrypted. Strong encryption—typically 128-bit Advanced Encryption Standard (AES)—is a necessity to protect data on all mobile devices. Talk to your IT professionals specifically about encryption when developing your policy.

● Users must use encrypted network connections. In other words, make sure your staff doesn’t use free Wi-Fi connections! Options vary, but approved connections usually include SSL for Virtual Private Network (VPN) connections, or WPA2 for Wireless Local Area Network (WLAN) connections.

● Mobile devices must be stored securely. Physical theft is as much of a risk as data-only theft, so make sure to stress that mobile devices shouldn’t be left unattended to your staff.

● Lost or stolen mobile devices must be reported to the company within 24 hours. Increased exposure time means increased risk. Make sure your team knows to notify you when devices are lost, so you can take action quickly.

● Devices must have remote data wiping enabled. If it’s not possible to recover a lost device, the only way to protect company data is to remove it completely.

● No texting or emailing while driving. No business communication is worth the life of your employee, or that of another driver or passenger. Stress responsible texting in your mobile policy. As the saying goes, it can wait.

● Noncompliance has consequences. Make sure employees know that repercussions associated with violating internal data sharing rules also apply to mobile data. Accidental exposures of non-sensitive data may warrant a simple written warning, while intentional data theft or exposure may call for termination.

Embracing mobile technology is vital to competing in today’s economy. With a few smart device rules and staff training, your company can thrive in the mobile world. Call Infomax Office Systems to optimize your mobile device strategy today.

Easy Ways to Practice Green Printing in the Office

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Environmental responsibility is essential in today’s office. Not sure how to start doing your part, beyond recycling paper? Read on for some easy strategies to increase your company’s commitment to sustainability by focusing on greening your business’ printing practices.

● Print on both sides — Two-sided (also called duplex) printing is one of the fastest and easiest ways to green your printing practices. By choosing this setting, your printed documents will use as much as 50 percent less paper.

● Use fast or draft mode — Fast mode speeds up printing time and dramatically reduces the amount of toner used per page. Only print in normal or high-resolution if it’s absolutely necessary—like for formal presentations and proposals.

● Print in monochrome — Black and white printing uses less toner than color printing. Even “black” text can use color toner, unless you specifically designate grayscale or monochrome printing.

● Program eco-friendly defaults — The best way to ensure green printing practices from your staff is to make it automatic. Set all printers in your fleet to default to environmentally-friendly settings to ensure the biggest impact.

● Avoid printing pictures — Unless an image is essential for understanding the content, stick to text only when printing.

● Use print-friendly formats — If you must print a webpage, look for the printer icon—typically at the top of the page—to print without wasteful images, sidebars, and menus. For PowerPoint presentations, print in handout format, with three or six slides per page.

● Share print resources — A networked device makes it possible for multiple users to share one machine. You’ll save energy by slashing the number of machines in use, and you’ll have less unused, wasted time for each device.

● Consolidate to a multifunction printer (MFP) — A single MFP can handle the duties of a printer, copier, scanner, and fax machine. Switching to an MFP will use less power, take up less space, and save money.

● Use EnergyStar-certified machines — Look for the blue star that indicates a device is as energy-efficient as possible. These models will usually include advanced sleep modes to save power when not in use, upping your sustainability efforts even when you’re off the clock.

● Recycle printer cartridges — Used cartridges can be refilled as many as a dozen times, conserving raw materials and preventing waste.

Contact Infomax Office Systems today for help putting green printing practices in place for your company!

How to Achieve Better Scanning

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Quality and efficiency are at the top of the list of everyone’s scanning needs. In order to help you achieve this, we’ve put together a few tips to help you get the best results when you scan documents.

Choose Your Weapon
● Flatbed or sheet-fed scanner? Stacks of paper are handled brilliantly by automatic document feeders, while flatbed scanners are ideal for oversized documents or books.

● What’s your speed need? Usually reported in pages per minute, scanning speeds can vary widely from one device to another. Depending on your scan environment, you may need a few dozen scans daily, or a few hundred, so make sure your scanner can handle the workload.

● Specialized document format? If you’re scanning lots of business cards, receipts, photos, slides, or negatives, specially-designed guides or scanners will maximize your scan quality.

Check Your Specs
● Use the appropriate scan resolution. Your optimal resolution will depend on the initial document and your ultimate usage of the scanned document or photo. For example, screen-only viewing works fine at 72 PPI (pixels per inch), but most printers output at 300 DPI (dots per inch). Scan at a higher resolution if your image will be cropped or enlarged.

● Select auto mode. Most scanners have an option that provides optimal resolution, contrast, and file format based on input type. Indicate whether you’re working with a picture, color document, or black-and-white document, and the scanner will handle the rest.

● Tweak the histogram. Manually defining the black, white, and mid-range points in the image or document can dramatically change readability.

Prep the Paper
● Remove all staples and paper clips. Prevent foreign objects from getting stuck inside your scanner, which could necessitate repair or replacement.

● Tape up any tears. Ripped paper can snag in the device and cause further damage to the document.

● Fan the paper. Treat your paper like a deck of cards you’re about to shuffle to separate individual pages and prevent double-feeding.

Scan away!
If you’ve followed these tips, you’re on the right path for a quality scan: pick the best scanner, adjust your technical specifications, and prepare items before scanning. To make sure your scanner is working best for your needs, contact Infomax Office Systems today.

Increase the Lifespan of Your Toner Cartridges with These Simple Tips

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Printing can represent a substantial cost to businesses, in some cases as much as 7 percent of your total budget. One way to reduce your overall printing costs is by stretching out your toner cartridges to get the most use possible out of them. To make the most of your toner, we’ve put together a few tips for increasing toner lifespan and decreasing overall costs.

Optimize Your Printer Cartridge
Shake it — Each printer cartridge contains toner in powder form. Over time, this powder can clump and become unevenly distributed, leading to streaks, uneven pages, and wasted toner. To extend the life of your toner, remove the toner cartridge, cover it with a paper towel, and shake to redistribute the powder.

Unclog the nozzle — Clogged toner cartridge nozzles can lead to skipping and inconsistent output. Using a damp paper towel, wipe the bottom of the cartridge. Follow up with a dry wipe and you’re good to go.

Utilize Your Print Settings
Change print mode — Draft mode, fast mode, and toner-saver mode all use less ink by reducing the DPI (dots per inch). Utilize one of these modes when content matters more than print quality; they’re often perfectly acceptable for working with intra-office documents.

Print in grayscale — Conserve color toner by avoiding “rich blacks” that use additional color to produce deep-toned blacks.

Default settings — For the greatest impact, make your ideal print settings the default for your printer(s). In Windows operating systems, go to Windows > Control Panel > Hardware and Sounds > Devices & Printers. Right-click and select “Printing preferences” to make changes to your settings that will help you conserve toner.

Listen to Your Printer
Consider your cartridge credentials — While your choice of toner cartridge (Original Equipment Manufacturer (OEM), generic, remanufactured, or refill kits) can often save you money while reducing your environmental impact, the quality of your printing can be less predictable.

Replace the toner cartridge — When all else fails, put in a new toner cartridge.

Printer toner can be a precious commodity in today’s cost-conscious office. Make your investment last longer by maintaining toner cartridges and using smart settings like draft mode or grayscale. Of course, the best way to save is by sparing your printer and minimizing your printing. Call Infomax Office Systems today for help optimizing your print environment.

Black vs. Rich Black: Why and When to Use Each

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Printing is pretty straightforward, right? You have two options: there’s printing in color, and there’s printing in black and white. Actually, it’s a little more complicated than that. Black is a sneaky print color that comes in more than one flavor: black and rich black.

What’s the difference?
There’s more than one way to create print in black. “Standard” black is printed strictly with black toner (K cartridge). “Rich” black, however, combines K with sub-tones of the other print colors (Cyan, Magenta, and Yellow). This layering provides richness and depth to the color.

Why choose one over the other?
Quality — Color variation in blacks can be very difficult to detect on a screen. In contrast, when printed, rich blacks have a deep tone that pops from the page, while regular black can appear flat and even muddy.
Legibility — Layering toner to achieve a rich black can affect the printout’s crispness, especially in small font sizes, making regular black the better option in these instances.
Cost — Regular black uses less ink to print than rich black, because the printer doesn’t layer different colors of toner over the same area on a page.

When to use rich black
Solid Black Areas — Prevent blandness and muddy gray-blacks by using rich black on important print materials like brochures and posters.
Black Over Another Color — Rich black works together with the background colors you’re printing. Using black can confound the colors and let layers show through.
Large Type — Large font sizes need the same treatment as other solid areas, so use rich black for a deep—rather than one-dimensional—black.

When to use black
Text-Only Documents — Text, especially smaller font sizes, thrives in standard black.
Black-and-White Documents — Many documents, even those with images, can convey their information very well using only black ink.

Black and rich black have subtle but noticeable differences. Before you hit print, choose your blacks wisely to get the quality and legibility you want while limiting cost and conserving toner. Call Infomax Office Systems to optimize your printing strategy, including smart use of black and rich black.