Are Your Digital Documents Secure?

secure document storage digital document securityPaper-based document storage either in on-site file cabinets and bankers boxes or off-site storage should really be a thing of the past. Paper document storage can be a challenge for users to find and access the documents they need. Additionally, with the increasing move to employees who are working remotely and can do business with a laptop and a cell phone, paper document storage makes productivity impossible. In addition, there is risk associated with maintaining only paper copies of essential documents – both damage and security risks. Transitioning to digital documents is a good option to combat these challenges.

When an organization is looking to reduce the use and storage of paper (go paperless), it is important to work closely with managed print services experts to ensure that the printing and imaging environment is set up to support efficient workflow processes for both paper to digital and complete digital workflows. Without an efficient process for your users, the efforts to reduce paper and implement secure online storage may be a significant challenge. As with any other business process, if it’s not simple for the users, the business process will fail.

There are many simple effective software products that make the transition to digital documents very simple and effective for the users. It is also crucial to remember that document security is an especially important consideration when going digital, so the software products need to be correctly integrated with a secure printing document control system and secure online storage system. With these integrations and custom workflows down to the user level, a digital document storage plan will be successfully implemented and is more likely to achieve user adoption.

Digital Documents Storage Challenges

Before implementing a digital storage solution for general office documents and records management, there are some potential challenges to consider:

  1. Un-findable files – Without a simple, standardized process and naming conventions for moving documents into your secure online storage system, digital documents can be scanned or dragged and dropped to a repository and lost forever.
  2. Non-text-searchable documents – If there is no automated/simple process to convert paper and digital files to text-searchable PDFs with reliable compression, future search and usability of the digital documents may not be feasible.
  3. Complex workflow/process – If the workflow process to get digital documents into the secure online document repository isn’t simple, the users will not adopt.
  4. Digital files at risk – Without integrating a secure printing system and locking down the printing and imaging devices for security, your firm’s digital documents may be at risk.

Secure Printing with the Help of a Managed Print Services (MPS) Partner

With all of the challenges associated with digital documents storage and printing, how does an organization overcome these hurdles for a successful implementation? It starts with MPS experts who really understand all of the ramifications and understand your business needs. So, what should a managed print services partner help with?

  1. Have an audit of the office print device infrastructure completed with a proven software application to gain a clear understanding of your organization’s risks.
  2. Implement an automated print device security software to close the gaps on risks of potential security breaches and ensure a secure print environment.
  3. Implement a document control system to lock down all functions of printing and imaging devices (print releasing, scanning, faxing, copying) to require and enable quick and simple user authentication. This will increase security and provides a user audit trail.
  4. Ensure that the workflow for the user has active directory integration to enable serving up custom workflows by user. The custom workflows can be created for hard copy to digital conversion and routing to storage and/or digital workflow and routing to storage from the desktop.

To ensure success in moving to a paperless environment, getting rid of the file cabinets that take up so much space, and move to secure online storage, contact an MPS expert to learn more.

Managed Print Services Essential Guide Introduced by SmartPrint, Leading MPS Expert

The Essential Guide to Managed Print Services is available as a free download to help businesses understand and take control of their print environments

managed print services mps guideNEWS RELEASE – Toronto, Ontario – April 2016Managed Print Services (MPS) leader SmartPrint, is pleased to introduce The Essential Guide to Managed Print Services. The free 14-page download will help organizations truly understand MPS and the positive impact of taking control of their print environments.

Inefficient printing, imaging and business processes in an office print environment can affect an organization’s overall efficiency. In addition, the hard and soft costs associated are often drastically underestimated.

The Essential Guide to Managed Print Services covers a variety of areas that all organizations should be familiar with in order to optimize their organization’s print environment and costs including:

  • Introduction to MPS
  • Managed print services best practices
  • Benefits of MPS including IT time savings, user efficiency gains, improved document control and security, vendor consolidation, fleet standardization and a paperless office environment
  • Financial rewards of MPS including deeper, hidden cost savings
  • Readying your organization for MPS
  • Managed print services process including details around assessment, implementation and continuous improvement

“When considering MPS, there is a lot to know. That’s why we developed The Essential Guide to Managed Print Services.” remarked Rob Farrell, Vice President of Sales and Marketing at SmartPrint. “We believe organizations needed access to an ultimate guide to MPS so they can understand what MPS is, how it can improve their businesses, and how to select the right MPS partner.”

The Essential Guide to Managed Print Services is geared towards management, operations, IT, and finance teams who want to better understand the impact and costs of their print environments and how they can proactively implement solutions to ensure an optimal print and imaging environment which is cost effective and user embraced.

James Dunn, Demand Generation Manager at SmartPrint, added, “Many organizations we meet with know that their print environment is out of control, but they don’t know what they can do about it.”

“We encourage anyone who suspects their print environment is costing their organization time and money to download The Essential Guide to Managed Print Services for free. It really is an essential tool for fully understanding the impact of an unmanaged print environment.” continued Dunn.

Executives and managers interested in obtaining The Essential Guide to Managed Print Services can download the guide for free on SmartPrint’s website. Interested parties can also contact an MPS expert with any questions or to help with the guide.

About SmartPrint Inc.:

SmartPrint helps organizations make sense of complex print environments. SmartPrint’s team of managed print services (MPS) experts leverage the markets best tools and systems, and as Canada’s leading MPS independent, offer best in breed office printing equipment and software to help simplify office printing, scanning and document workflow. Our clients experience dramatic improvements in user efficiency, reduced print costs by 30% to 50%, reduced helpdesk calls by 25% and significant administrative efficiencies through vendor consolidation. As Canada’s leading independent MPS provider, SmartPrint’s solutions are not about printers, they’re about people.

To find out more about SmartPrint, please visit our website: www.smartprint.com.

For Press or Analyst inquiries please contact:
Rob Farrell
rob.farrell@smartprint.com
905.475.6177 x234

Office Printing Best Practices – Using Brand Names in the Right Places

office printing best practices mps smartprintWhat are office printing best practices? From SmartPrint’s perspective, it is putting the right technology in the right location in the office to give the users the functionality and options they require to be efficient. All of this while ensuring that the recommended group of devices are optimal from a cost perspective.

Putting the right technology in the right places is a crucial part of office print best practices. Getting it wrong can increase costs dramatically. Additionally, users may not have the tools they need to do their jobs. Think about how effective a carpenter would be with a saw that takes him ten times longer to cut a piece of wood. How frustrating would this be? Then, think about a busy office worker that has to use a device with inadequate speed that needs repair often and doesn’t provide scanning capabilities so they have to walk 200 feet to scan an important hard copy document to convert it to a PDF.

Printing Centralization – Is it the right choice?

We consistently see copier manufacturers in the Canadian market trying to sell office printing centralization, but putting a few big expensive devices into an organization to capture all of the pages rarely supports the users’ needs. It can potentially reduce overall office printing costs short term, but many times has the effect of making users less productive. This isn’t inline with office printing best practices because footsteps cost money.

Time and time again, our SmartPrint consultants run into organizations that have been centralized in the past by a copier manufacturer’s sales person. What they typically find is that users’ needs were not being met so many of the smaller print devices that were close to the users were plugged back in or new ones were purchased by individual departments.

As a result, the great financial plan to centralize on a big low cost per page device has been completely lost. Also, the expensive lease cost of that big, centralized copier is higher than the rest of the printing for the entire office and is completely underutilized.

Why does this happen? It might be that the organization didn’t have a well thought out strategy for office printing. They choose to work with a manufacturer vendor whose job is to make sure their brand is the only brand sold so they can maximize revenue and keep the assembly line busy.

Vendor-Neutral Print Experts to Recommend the Right Devices in the Right Places

The real solution here is that it takes a vendor-neutral expert to provide a balanced deployment of equipment because, to satisfy the needs of different users and departments, there is typically more than one brand of hardware required for the entire print environment to run optimally – both for user experience and cost. There are hardware manufacturers that make very good large copier style devices with open architecture and state of the art technology that enables very high up-time and functionality. There are other manufacturers that build highly efficient and versatile small and mid-sized devices that can be placed close to the user groups to enable efficiency with all the required functionality and high up-time.

If the right small and mid-sized devices are correctly placed, they are often very close to the same operating costs as the large centralized units and have a much lower price tag. The right balance of equipment can make a significant difference in the total cost of ownership if your managed print services partner has the print environment expertise that understands office printing best practices.

Keeping an Eye on Hidden Print Manufacturer Future Costs

Recommending best-in-breed print equipment for each required category to support the users ensures a low total cost of ownership (TCO) long term. There are manufacturers with limited market share that make good devices but with limited market share in a category, the supply chain for consumables and replacement parts can be a challenge.

This situation leads to significant price increases year over year because of the lack of supply in the market place. Some print device manufacturers release new hardware devices each quarter, making very subtle changes to devices while changing the consumable SKUs and repair parts so that, in the future, they can increase supply items and make more profit long term. The strategy of releasing new hardware also protects the manufacturer from aftermarket consumables taking their long term profit away.

However, the challenge is that none of this is good for the end user; it results in complexity and increased cost.

Independent MPS Experts Protect Organizations by Implementing Office Printing Best Practices

Working with an independent managed print services (MPS) expert can protect organizations from these challenges because they know how to implement office printing best practices. You can get the right best-in-breed brand of devices in the right places. Best-in-breed print devices will protect against future price increases and a balanced deployment will enable users to be efficient and effective while providing the right blend of total cost of ownership and user productivity.

Find out more about how managed print services experts can optimize print environments to achieve user satisfaction and reduced costs.

SmartPrint Inc., Managed Print Services Leader, Completes Acquisition of LaserCorp Ontario

lasercorp smartprint mpsToronto, Ontario, Canada January 19, 2016 — SmartPrint Inc., Canada’s leading independent
MPS (Managed Print Services) firm, announced today, that it has acquired LaserCorp’s Toronto MPS practice.

“This is an exciting development for our Toronto based clients, who will now be able to leverage SmartPrint’s broader portfolio of hardware and software solutions.” said Eric Black, President, LaserCorp Inc.

“We are extremely excited to support LaserCorp’s clients and believe we can help take their organizations to the next level of efficiency and cost savings.” said Tim Lomax, President, SmartPrint Inc. “Since 1990, LaserCorp has been providing white glove MPS service for professional services firms throughout Toronto’s downtown core. LaserCorp clients will join
SmartPrint’s rapidly growing list of Canadian clients in the professional services sector. To facilitate a smooth transition, LaserCorp’s complete technical services team will be joining SmartPrint.”

This strategic acquisition of over 100 mid-market professional services clients (legal, finance and accounting) affirms SmartPrint as the leading independent experts in Canada’s Managed Print Services marketspace.

“Our vision is to help clients make sense of complex printing and imaging environments by engaging our team of experts to analyse their environments and provide solutions that will deliver a competitive advantage.” said Rob Farrell, VP Sales and Marketing, SmartPrint Inc.

“Both companies have been dedicated to ingenuity, high customer service levels and integrity. SmartPrint’s focus, expertise and proven processes provide Canadian clients with opportunity to embrace the rapid shift towards managed IT services.”

About SmartPrint Inc.:

SmartPrint helps organizations make sense of complex print environments. SmartPrint’s team of managed print services (MPS) experts leverage the markets best tools and systems, and as Canada’s leading MPS independent, offer best in breed office printing equipment and software to help simplify office printing, scanning and document workflow. Our clients experience
dramatic improvements in user efficiency, reduced print costs by 30% to 50%, reduced helpdesk calls by 25% and significant administrative efficiencies through vendor consolidation. As Canada’s leading independent MPS provider, SmartPrint’s solutions are not about printers, they’re about people.

To find out more about SmartPrint, please visit our website: www.smartprint.com

For Press or Analyst inquiries please contact:
Rob Farrell
rob.farrell@smartprint.com
905.475.6177 x234