Category: Managed Print Services

SmartPrint has been offering our clients simple, scalable AI software solutions supporting digital transformation for a couple of years. The demand to transform paper-based manual processes continues to increase in finance, legal, healthcare, manufacturing, insurance, retail, and other sectors. Implementing easy to use, scalable business process automation software solutions are becoming much more mainstream. It really doesn’t need to be complex. Digital transformation results in increased efficiency, which can translate to a competitive advantage for your organization.

It is easy to get started. Here are a couple of simple examples of how we have helped our clients:

1. Automating document management storage – we can implement AI software to automatically distinguish between thousands of document types and formats to allow for high-speed capture, classification, indexing, recognition, data entry and validation on almost every type of document. When we overlay AI and integrate to a document management system and securely store the content in an organized manner your content and intellectual property are safe and secure. The benefit? Your organization’s documents, intellectual property, assets and client data are now in one secure place, categorized and can be searchable. No more lost content.
2. Accounts payable – this can be very simple to deploy and extremely powerful for processing invoices. We don’t need to set up forms or any new applications. We can easily enable you to scan invoices, verify the data and the system completes the work for you. No manual error-prone key entry. With machine learning, the process can be fully automated with exception based verification when required. The benefit? Improved efficiency and accuracy.

We have implemented very simple yet powerful document management systems as secure, searchable repositories for business content. When you have the repository set you can integrate and use the AI software to process digital document workflows from direct digital inputs or from processing scans to the AI software. The AI software can take the documents and automate the processing of a number of different possible processes for your lines of business.

How does this all come together?  Your office printing devices are the on-ramps and off-ramps of your organizations content. Your Managed Print Services experts can be the integrator that makes AI software work with your document management system, ERP and financial systems, and more. With the seamless integration of software with the right print devices, you can improve the workflow for your organization. On another very important note, given that your content can be sensitive client information, intellectual property, critical business information etc., ensuring that your print devices are secure is extremely important. A lot of sensitive data is flowing through the print devices. Also, scanning capabilities and open architecture to support simple integrations are important. We recommend HP enterprise print devices because of their superior security and scan workflow capabilities with their patented Flow MFP and scanning devices.

If you would like to learn more about how we can help you with digital transformation, please contact us.

No, not users, I mean print servers!

It is absurd to think that for most organizations 25%-40% of technical helpdesk calls are printer related. What if you could bring printer related calls down to 10% or less? That would mean shrinking technical helpdesk calls by between 15% and 30% depending on where you stand now. So, you could have increased helpdesk resources and response time for your users, which would impact user productivity in a positive way, not to mention better uptime for your fleet of print equipment. It’s all positive and supports having happy, productive users.

Each print server in your organization typically sits on a VM (Virtual Machine), that must be maintained, licensed and secured, which cost money and takes time.

Some organizations are ahead of this and have moved to direct IP printing for their users, and they have spent time and energy building out and managing device naming conventions and setting up their system so when the user goes to file, print, they can find any device in the organization. This sounds all very well , but, there is a much better way to do this. It can be really inexpensive and can enable the user to easily self-serve. IT can remove the burden of managing print servers and/or direct IP printing management, not to mention all the issues they have handled in the past around print driver conflicts, setting up new drivers for new devices and provisioning to users, not to mention driver issues around firmware changes/upgrades. IT can focus efforts on more important things!

Your Managed Print Services experts should be able to help you with a managed, cloud based direct IP printing tool that gives your users access, with user rights control, to the print devices in the environment with a simple right click, and a visual floor print of building location and each floor for your whole organization. This can be implemented quickly and easily for a small one location firm, or for a global enterprise. So, the user has simple control to easily print where they want to, and the set up of print drivers for new print devices is now something your partner manages moving forward. IT does not need to be involved! Implement a new print device in a satellite location, and voila , the device is ready, set up on the floor print in the system and users can access and print with no change to the PC images in your organization. No scripts to write, no server resets, no frustrated users. To take it a step further, you can integrate and layer on a secure printing solution to get further control of your organizations device and document security and intellectual property by enabling full audit and reporting capabilities for who’s printing what, where and when, with reporting of course. Therefore, , you can be compliant in your vertical for security, while protecting your organizations intellectual property, customer lists, and other sensitive data. These solutions can be implemented and supported for any existing environment, and given the security issues with printer endpoints that are happening these days, I wouldn’t feel good about not adding the fact that HP makes the most secure printers in the world. While improving the print environment for the users with self access, and potentially implementing secure printing to drive reporting and compliance, we would recommend looking at creating device standards that enable the printer endpoints to be hardened to limit the risk of cyber attacks. All of this may sounds complex, but in fact is quite simple.

Reach out and one of our MPS Experts can explain the details.