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The world is focused on recycling. One of the best places to start may be with your office laser printers and multifunction systems.

Here are three simple steps to cutting waste and saving money:

• Recycle Paper Put recycling bins next to your printers and copiers. Most municipalities have recycling services. You can also use recycled paper in your printers and copiers. Make sure to select a good quality of recycled paper that is rated for laser printers and copiers.
• Duplex Printing A great way to immediately cut paper usage is to set your printers and multifunction systems to default to duplex (two-sided) printing. This is especially helpful for long print jobs because duplex printing literally cuts your paper usage in half.

• Recycle Printer Cartridges It takes over 2 quarts of oil to make a new laser printer cartridge. Make sure that printer cartridges are sent for recycling. You can also use remanufactured printer cartridges in many laser printers- you’ll save landfill space and spend less.

These three simple steps can be taken to reduce the environmental waste of your office - while cutting costs.

Technological advances have resulted in many different printers, but of course not all printers will print the same quality. There are many different types of printers on the market, and all of them have different functions and characteristics.

Some questions you may want to ask before buying a printer are:

· Are you a large or small company?

· What will this device be used for?

· What quality and performance features are you looking for?

· What is your budget?

Before buying a printer, be sure that you research your options and discover what needs your company has. Although there are many low-cost printers on the market, it may not be worth buying the least expensive if it does not provide the services that you need. If you are a big company that runs many operations, you may want to purchase a multifunction device which can print, scan, fax, and copy all in one device, this is one way to save you money and keep your company efficient.

When purchasing a printer you must consider the quality, durability and performance. Most businesses need printers that have great results in speed and quality. Do your research and figure out what you need before you go out to buy.

All too often, we hear and even use terms assuming others know exactly what we mean. One term used in the document industry is workflow- but what does it mean?

According to Wikipedia

A workflow consists of a sequence of connected steps. It is a depiction of a sequence of operations...

The flow being described often refers to a document that is being transferred from one step to another.

A workflow is a model to represent real work for further assessment, e.g., for describing a reliably repeatable sequence of operations. More abstractly, a workflow is a pattern of activity enabled by a systematic organization of resources, defined roles and mass, energy and information flows, into a work process that can be documented and learned. Workflows are designed to achieve processing intents of some sort, such as physical transformation, service provision, or information processing. (Source: http://en.wikipedia.org/wiki/Workflow )

Why is Workflow Important to Me?

Understanding workflow and its connection to documents allows companies to map current processes then actively simplify the steps involved. While some redundancy in process can be a safeguard against errors, unnecessary steps may be costing your company significant resources.

Some document management programs can directly impact your workflow by electronically transferring documents from one step to another- and can even be programmed to repeat these steps automatically. Over time, the initial cost of a document management program will be more than offset by the time and resource savings to your company- provided you analyze and measure your workflow.

Everyone knows how bad the economy was this past year and this downturn caused many companies to put their IT strategies on hold. Others however, saw this as an opportunity to be proactive and begin implementing automation and moving forward with new ways of getting the job done. As we head into the New Year, look at these strategies to think about re-organizing and working smarter.

1. Be proactive! While companies need to react quickly to industry trends and changing economic and world environments, they also need to formulate strategies for the future. Think about creating a team who will think ahead and make sure the company will get where it wants to go in the next few years.
2. Follow a business strategy roadmap. Don’t just jump blindly expecting the technology to magically work for you. Build a business strategy that will clarify and outline the issues you’re trying to solve. Be sure that your company is starting with a good foundation for their infrastructure that can be further built upon.
3. You don’t have to implement everything at once. In fact, it is much more practical automate your business according to a strategic plan—focus on what needs attention first. Look at your industry specific government regulations to see how they expect a company to handle information management.
4. Don’t wait to “play it safe” and have other companies experiment with new technology. If you stand back and wait for another company to make the first step and prove automation as a valuable investment, the next generation of technology will already have hit the business world. Your company will remain one step behind other innovating companies and will lose competitive edge.
5. Think about your return on investment (ROI). If you’re worried about staffing and hiring issues, realize that once automation is implemented, people used to working manually with documents can be re-deployed to other valuable tasks. While automation still needs staff to run it, the amount of personnel can be greatly reduced. This feeds right into the ROI. Create a flowchart and see how much faster your product can hit the market with new technology. That’s savings.

Companies need to be prepared for when the economy picks up again. Investing in information management strategies is essential for you to keep up with the times. Develop an automation strategy now and see how your company can benefit.

Mahwah, NJ, January 21, 2010 -- Sharp Imaging and Information Company of America (SIICA) today introduced the new MX-C400P and MX-B400P color and monochrome laser printers. Augmenting Sharp’s Frontier Series, these new workgroup printers provide dealers and end-users with an easy-to-use printer that provides a low total cost of ownership and a robust feature set. Based on the award-winning engine of its MFP counterparts, the MX-C400P and MX-B400P deliver speed and functionality in a single function product that can meet the output needs of mid-volume business workgroups with integration and networking features that make them extremely versatile.

The new MX Series printers are an extension of the award-winning A4 Frontier Series from Sharp. Engineered using a common architecture, the MX-C400P and MX-B400P employ the same engine, print controller, supplies and maintenance items, paper drawers and finishing items. These printers have been designed for workgroups with a monthly print volume of 5,000 to 8,000 pages and can yield up to four times more pages than traditional stand-alone units that employ mono-unit consumables, which are, ultimately, limited by toner yield.

“Because these new printers utilize the same engine as our Frontier MFPs, end-users who don’t need scanning and copying capabilities will still get the same powerful controller, output quality, throughput, paper handling, connectivity and security features, but at a fraction of the cost,” said Gary Bailer, Associate Director A4 MFPs, Sharp Imaging and Information Company of America. “These products provide our dealers with the ability to provide a full, end-to-end Frontier solution that will greatly reduce an end-user’s cost of ownership. By blending the cost per copy between fully-networked MFPs and printers, offices operate more efficiently and manage their document processing more effectively.”

From Superior Process Comes Superior Product
Sharp employs a global product development process in which management, business development, R&D, product development, marketing, manufacturing, training and customer service teams all work collaboratively during each stage of the product development process. This gives Sharp a 360-degree view of the MFP market, allowing the company to form a common platform strategy in which the core components of its product line are designed, developed and manufactured together. Components, software and processes are engineered to be shared across engine platforms, making Sharp’s products “look and act” similarly across virtually all segments of the market. The culmination of this approach is a line of award-winning products universally praised for exceptional reliability and superior performance.

A result of Sharp’s Best of Breed manufacturing process, the MX-C400P and B400P utilize the same supplies as Frontier MFPs. This quick-replace, long-life tri-component supply system maximizes the life of each supply item, reducing in-stock inventory and lowering total cost of ownership. The quick-replace cartridge design also reduces downtime.

MX-C400P and MX-B400P workgroup laser printers also feature an expandable, versatile design to meet the business requirements of office environments. Each printer is configurable with up to four paper drawers and employs an auto paper size sensing for paper sizes up to legal. In total each model can facilitate up to 2,100 sheets. Drawers install in just minutes and with its optional inner finisher, each printer can fit in environments where space is at a premium.

Customizable Business Solutions with Sharp OSA^® Technology
These printers support the third-generation Sharp OSA development platform (Ver. 3.5), allowing them to be integrated with network-based applications. Sharp OSA technology enables dealers and developers to create fully networked and customized document solutions to meet virtually any business need. With Sharp OSA technology, businesses can securely connect devices with a wide range of enterprise applications, including document management applications, reporting functions and internally developed programs.

Sharp OSA technology makes accessing an application from the printer a similar experience to using a workstation, minimizing steps and time to complete tasks. The MX-C400P and MX-B400P come standard with the Application Communication and External Accounting modules, providing an added level of customization and flexibility via a high-resolution graphical UI and support for additional protocols, such as HTML and JAVA.

Network Security
The multi-tiered, award-winning Sharp Security Suite is included in the MX-C400P and MX-B400P, which means it meets the requirements set forth in the IEEE 2600™-2008 standard, as well as IPv6 and full IPsec support. The Sharp Security Suite can be enhanced through data security kits that protect document data using AES (Advanced Encryption Standard) encryption and secure data erase, which can overwrite the hard drive up to seven times. The units also offer several layers of added security such as IP/MAC address filtering and SSL encryption. In addition, they offer local and network user authentication to ensure only authorized access to the devices.

Simplified Workflow
The MX-C400P and MX-B400P include the “Direct Print” function, allowing users to access and print documents on a server directly from the printer. These printers also enable a user to access documents online that might be stored on an FTP server, USB drive, or stored on the printer’s hard disk drive for faster recall. The MX-C400P and MX-B400P can print up to 40 PPM and feature a high speed controller, a 4.3 inch Q-VGA color display, 1200 x 1200 DPI print resolution, and an 80 GB HDD.

Ideal for MPS Initiatives
MX Series printers will also help dealers enhance the MPS services they offer. When placed in a mixed platform/blended CPC environment, MX Series printers are ideal for offices that don’t have a great need for copy and scan capabilities, but still want to maximize their print volume. With Sharp Security Suite and networking features, these printers are an ideal compliment to Sharp mid-volume MFPs.

“Managing these printers becomes much easier when you consider the networking features they provide. These printers can be installed in almost any work environment seamlessly and will provide connectivity, remote management and security options that are comparable to full-featured MFPs,” Bailer said. “This results in decreased downtime and maintenance costs, and a much more efficient system for managers to monitor usage.”

The MX-C400P and MX-B400P will be available exclusively via authorized Sharp dealers and direct sales. For more information about the complete line of Sharp document solution products, contact Sharp Imaging and Information Company of America, Sharp Plaza, Mahwah, NJ, 07495-1163, or call 800-BE-SHARP.

Learn more about Sharp MFPs and Printers.

Each year ITEX brings in the big guns, unleashing an arsenal of new information and product to help the office channel. The ITEX strike force is again in motion with its tenth show to address the current state of the “office economy.” Each year they find and deliver red hot information to industry providers that’s aimed at ramping up their arsenal of business tools. The annual tradition of arming the evolving Dealer, VAR, ISV, CTO and other providers in the channel has ITEX delivering key information to help organizations widen their knowledge on new innovations for product and supplies, service and IT, on document solutions or emerging programs such as MPS. Bottom line?  ITEX assists providers in repositioning their business models to magnify profits.

Professionals in office technology have found that the environment has shifted due to the “new economy” and are looking for answers; to address the changes along with their customers’ demands for cost-efficient and conveniently acquired product and services. Within this transformation, providers see the need to integrate & merge offerings of hardware, software and services to become better, single-source providers to their customers in order capture and retain market share

As providers evolve into “hybrids,” ITEX breaks it down and provides an actionable tool kit.

Business Maneuvers
ITEX 2010 has coordinated a talented “task force” -- namely, the channel’s best experts and innovators to drive pivotal programs, strategies and methods to readily enhance current business models. Quality education tracks, special pavilions for wide format, mailing systems and office supplies, and ramped up forums including strategic MPS tracks will be spotlighted along with a roster of more than 140 leading manufacturers displaying new product. As providers face the challenge of maintaining profit levels, the education available at ITEX will be invaluable for repositioning one’s business. This makes the easy travel to Las Vegas a commitment worth planning.

In a matter of days, the all-encompassing ITEX show will allow providers a wealth of information to take back to their company’s to launch successful initiatives. In a nutshell, ITEX provides the ideal opportunity to both acquire info and network for new partnerships to advance profitability. ITEX has been called the “all in one” event that keeps its shape with consistent, practical information that is actionable, and remains an integral resource that providers can rely on. It’s a boot camp for office maneuvers – it’s up to you to implement them.

Education & MPS
ITEX Power Hour education tracks consist of 25 classes led by industry peers that offer ideas and training on how to implement each part of the topic you attend. Learn how to reposition your offering, how to identify (and defy) your competition who is contacting your same base of accounts. See what software offers innovative ECM/EDM, or the trends in services, IT and supplies. Do you really know what to do differently to demonstrate the value of your portfolio? What about the fastest growing area of MPS? Learn what’s needed and who the players are in Managed Print. Two MPS Forums (Service and Strategy) with multiple presenters over a period of three days define MPS in practical terms. Launching or reinforcing a good MPS program requires commitment, training, and credible education to assist you in identifying the resources needed to accelerate this growth initiative - from start-up to revising a viable program that successfully works.

Today, the key lies with how you differentiate yourself and your company’s services that retain or lead customers back to your business, let alone improve your organizations own functionality. The type of business you have, the components you offer, your product line & pricing, your coverage area, and service model all help form the process you will ultimately implement. Perception is like a first impression. It better be good, current, innovative, reliable, and fiercely competitive. Learn the best means to foster growth.

This article was originally posted on Bertl.

Newburgh NY, January 19, 2010 – With a new online tool from DocuWare, users can calculate how much their own organizations can save by implementing a DocuWare Document Management System (DMS). This appropriately named ROI Calculator also demonstrates on an individual basis how costs are reduced and profits enhanced through space and time savings.

Return on Investment (ROI) is a critical factor when making a significant acquisition. DocuWare recently developed a ROI Calculator to help companies better estimate an investment in a DMS - with just a few mouse clicks. This free online tool provides companies with a custom profile that demonstrates how much savings and profit potential can be unlocked with a DMS. For example, users can calculate exactly how much time, space or copying costs can be saved on a monthly basis.
Another special feature of the tool is that users review specific departments to receive concrete suggestions on how to turn time saved into an increase in revenue. For an Accounting department, savings from improved cash flow or early payment discounts can be calculated. In Purchasing, the ROI Calculator shows how DocuWare lowers costs by helping to negotiate better terms and conditions. In Sales, it calculates how much revenue can be increased by streamlining processes. DocuWare users interested in expanding their DMS into other departments can specifically see where the hidden profits are. The ROI Calculator also makes it simple to calculate how quickly a DMS will be amortized within a certain budget.

The ROI Calculator can be launched by going to www.roi-check.com. A variety of calculation options are available. Thanks to its intuitive design, users can easily generate results that show how a DMS can benefit their company.

When a company wants to go paperless and begins to scan the contents of their filing cabinets into a document management system many are surprised to find many files previously thought to be lost.

When it comes to document storage, filing cabinets are simple things with no brain. We’re provided a drawer and a key and the rest of the work is left up to us. There’s no advice on where to put documents, we’re not told exactly where certain documents can be found, documents aren’t automatically routed to the right people in workflow, and our key certainly can’t be taken away to stop our access to the files.

Filing cabinets have gained the reputation as the office “Bermuda Triangle” of lost documents. Over the years multiple people in the office file, misplace and not return documents to the filing cabinets. As people organize to their own standards and methods, documents are inevitably filed in the wrong places and the next time a file is needed, it can’t be found.

One of the ways a document management system can resolve the problems of lost files is through the use of OCR technology. An OCR system can capture text and make it searchable on the computer and lost documents can be searched and found in a matter of seconds. By being able to search for a document by vendor or related subject matter, files never remain lost for long.

ARMA—the national association of Records Managers and the independent authority on Records Information Management (RIM) has made public their Generally Accepted Recordkeeping Principles (GARP). As ARMA says in their preamble, “As a key resource in the operation of any organization, records must be created, organized, secured, maintained, and used in a way that effectively supports the activity of that organization.”

Are you interested in going paperless? Do you want to see how document efficiency can help your office go green? If your business is interested in the concepts behind records management, or is looking to implement document management software, this website is a great way to start obtaining information.

Visit this link to get started: http://www.arma.org/garp/

During the executive team and board of directors’ last meeting of 2009, the Document Management Specialist decided to further reinforce the importance of web-based developments by creating a special department dedicated to this field. As part of this initiative, the company will increase its innovation budget over the next couple of years by a total of one million euro. According to DocuWare co-president Juergen Biffar, “Browser technology is a crucial part of the future. Users who install DocuWare solutions on their own servers will profit from the further simplification of its administration as well as those who opt for our new SaaS applications. In order to achieve the same or an even better user experience with traditional technology and to further expand into new application areas, new innovations must be in constant supply. We are proud that even in an economically challenging environment we are able to significantly add to our investments in innovation. And thanks to years of uninterrupted success, we are able to fund it ourselves.”

DocuWare - The Company
Founded in 1988, DocuWare has over 7500 installations and over one hundred thousand satisfied users daily in over 70 countries. This Integrated Document Management Systems (IDMS) producer offers solutions that target small to mid-sized companies, government agencies and departments in large organizations. Over 400 Authorized DocuWare Partners make up a worldwide independent reseller network, employing over 1000 DocuWare experts who bring DocuWare close to its customers. DocuWare AG is based in Germering near Munich, Germany. The company’s US subsidiary, DocuWare Corporation, is located in Newburgh, New York and is responsible for all activities in North, Central and South America. DocuWare Ltd., its subsidiary in Weybridge, Surrey, handles all activities for Great Britain and Ireland. DocuWare S.L. located in Barcelona is responsible for the market in Spain and DocuWare SARL is located in Paris and attends to France and francophone Africa.

DocuWare - Software for Integrated Document Management
DocuWare is an integrated document management solution that can automate business processes by managing any type of document, regardless of format or source, in a central document pool – for example paper records, letters, faxes, drawings, PC and other electronic files including e-mail. DocuWare supports all forms of electronic signatures. Integrated records management ensures that all access is secure, controlled, and logged. Using the Internet, the central document pool is available around the clock to any authorized user, no matter where they are located in the world. A wide range of customizable DocuWare add-on modules equip DocuWare for, among other things, automatic indexing, COLD applications and enhanced workflow features. Other software applications are easily integrated with a set of standard tools. Numerous interfaces exist for ERP systems (including a certified SAP interface) and Groupware (like Exchange, Groupwise or Lotus Notes/Domino). DocuWare incorporates all components needed for powerful Enterprise Content Management. Processes in every company can be automated and improved with DocuWare. DocuWare solutions are known for their easy installation, administration and operation, as well as an exceptionally low Total Cost of Ownership (TCO). DocuWare software is available in 15 languages. Enhanced with workflow functionalities, Web Content Management, and universal integration functions, DocuWare provides powerful Enterprise Content Management (ECM) functionality for enabling expansion throughout an organization.