Blogs

When you have one or more groups in an enterprise, utilizing a document management system will provide storage, easy access and control of large information caches.

As workgroups grow larger, the data in the system continues to grow with it. In document management systems, different sets of data are stored in different styles and fonts. Document management solution companies work on systems so anyone within a workgroup can access information.

Good document management software is judged by the accuracy, simplicity and availability of the information access methods. Most systems have a login that will not allow people without proper authentication to view the data. If the data is stolen, the system should be able to restore the lost document without losing format or information. continue reading...

New color multifunction systems allow businesses to create color documents quickly and cost-effectively.  These systems print, copy and scan in brilliant color, equipping you with the tools to create, duplicate, and store your creations.

Make sure you’re staying ahead of the curve by investing in a color-enabled MFP.  Enjoy the same function and added benefit of professional color for about the same investment as a black-and-white system. Compared to ink jet or laser printers, a color-enabled MFP allows you to print, copy, and scan in full color at faster speeds for a fraction of the cost. Digital copiers also produce high-resolution copies with more clarity and detail than analog copiers. continue reading...

By Jamie Bsales, Associate Editor, October 9, 2009

At the Canon Integrated Solutions Showcase held last month in Las Vegas, attendees got a sneak peek at the first imageRUNNER ADVANCE models—products Canon executives characterized as the company’s most important introductions since the original imageRUNNER line debuted 10 years ago. True to the “Integrated Solutions” phrase in the name of the event, the imageRUNNER ADVANCE series is about more than improved hardware: The line brings with it a spate of new or enhanced software offerings that put the machines at the center of a company’s workflow.

More Than MEAP

As expected, all of the announced and upcoming models in the imageRUNNER ADVANCE series support MEAP, Canon’s platform for running a host of embedded applications directly from the control panel of a compatible device. Less expected was the announcement of particular SKUs, called Solution Models, that include a trio of productivity-enhancing workflow software called Canon imageRUNNER ADVANCE Essentials (customers can still order base model SKUs that don’t include the software). That suite is made up of imageRUNNER ADVANCE Desktop, a PC-resident application for accessing and working with files stored on the device's hard drive from a networked desktop PC; an updated version of Canon’s Workflow Composer, which lets administrators create custom workflows and push them out to the devices as one-touch control-panel buttons; and imageRUNNER ADVANCE Tracker, a tool that lets users track device use by user or by function.

“With imageRUNNER ADVANCE, Canon is making knowledge workers more productive in the day-to-day work they have to get done,” said Dennis Amorosano, senior director, Solutions Marketing and Business Support. “People are the most important element of an organization, and these tools allow them to focus on more strategic tasks for the business, rather than on trying to get the technology to work.” continue reading...

I was recently browsing the internet when I came across a website claiming it could tell me exactly how much my life was worth as a human being.  Intrigued, I filled out a survey that asked questions about my physical, mental, lifestyle and personality factors.  Once completed it broke down every aspect of my answers and gave me an exact number of my life’s worth—$2,327,896 to be exact. 

I began wondering, if there is a method to determine something as intangible as the price of a human life, certainly any other object could be also be weighed and measured.  Businesses everywhere know the value of a document, but how much is it really worth?  While the question remains of why researchers would find interest in determining the life worth of a piece of paper, I did find an answer.  Research has shown that over a document’s lifetime the cost of handling, storing and shipping a single paper document can easily reach up to $30.

First, there is the cost of the paper itself, just a few cents to begin with, but we’re only getting started.  Then there is the cost of storage.  This can include anything from file folders, file cabinets and storage boxes to the extra office storage space you have to rent. continue reading...

By Jamie Bsales, Associate Editor, October 1, 2009

The first wave of MFPs in the new imageRUNNER ADVANCE series was introduced at the Canon Integrated Solutions Showcase 2009 in Las Vegas recently. The more than 1,500 dealers, customers and partners who gathered for the two-day event got to see eight of these models in action on the show floor, along with new or updated companion software and services offerings from Canon, eCopy, Adobe and others.

“This is the most important product launch for us since the introduction of the original imageRUNNER 10 years ago,” said Sam Yoshida, vice president and general manager of the Imaging Systems Group at Canon U.S.A. “The imageRUNNER ADVANCE series has been completely redesigned from the ground up.” The company is touting the new series as an integrated document platform that seamlessly blends hardware, software and services to advance today’s business environments.

New Design Inside And Out

Hiro Imamura, senior director of product marketing at Canon U.S.A., echoed that sentiment, calling the imageRUNNER ADVANCE family a “clean-sheet design” with a new look on the outside and a new architecture within. The company has rounded the edges of the chassis and used a warmer beige tone to make the new MFPs look less industrial. More importantly, the new MFPs feature larger touch screens than previous Canon devices—8.4 inches or 10.4 inches, depending on the model—and those screens are more user-friendly SVGA full-color panels. Canon also took the opportunity to redesign the touch screen’s user interface, delivering a customizable UI with larger buttons to help define and simplify specific workflows. The new panel also features a Main Menu key to easily access primary functions, plus a customizable Quick Menu key that can bring one-touch workflows and frequently used jobs or functions to the surface. continue reading...

Any business whether it’s healthcare facilities, legal firms, financial services or educational institutions, has to deal with an inordinate amount of documents.  When digging through a dusty file cabinet for a case study or client information, at the back of any file clerk or assistant’s mind is the question “Isn’t there a better way?”

Anyone who deals with paper on a regular basis has dreamed of having their paper information on their computer.  Now that the price of hardware space has decreased, the possibility of integrating an electronic document management system is more appealing than ever.  continue reading...

With the emphasis on the environment and utilizing what you already have, many organizations are exploring new ways to reclaim wasted office space.  If you are looking for more space in your office, a great place to start may be with your filing cabinets. 

Where to Start
Average rent for an office space is $24 a square foot.  Using this average, a 20 x 20 filing room will cost $9,600 annually. If this space can be reclaimed for additional offices, the potential savings realized by not having to move or rent additional rooms are substantial.

Say Good-bye to Paper Documents 
Electronic Document Management technology enables paper files to be scanned to a secure network server. The paper files can then be sent to off-site storage or shredded, freeing up valuable office space.  continue reading...

Customer relations are an integral part to any company.  Without customers you don’t have a business.

No matter what industry you are in, you need to access information quickly.  It’s a key factor in determining your quality of customer service interaction.  Wouldn’t it be wonderful if hold or call-back time was reduced or even eliminated?

You can answer frequently asked customer questions easily and efficiently and lower costs with the use of Electronic Document Management Systems technology. continue reading...

• Provide Your Customers with Better Service
  With EDMS, you won’t have to put a customer on hold or have them wait for a call-back.  Retrieve and view document instantaneously on your computer while the customer is on the phone or waiting in person.  The customer gets the information they need quickly and your staff is able to move on to the next request.

Some people may ask why most businesses are beginning to implement an electronic document management system when hard copy documents have driven businesses for years? 

These electronic systems provide searchable access to scanned information, create a disaster recovery plan and ensure government regulatory compliance.  All these things enable better business decisions and smoother customer service interactions. 

Many businesses are under the incorrect assumption that paper documents are somehow free.  The fact is that the cost of managing paper documents may be more expensive than digital management alternatives.

The Cost of Paper Filing

Consider an average three-drawer filing cabinet.  You have the cost of the actual cabinet, the cost of the folders, the cost of the paper prints and copies, and the cost of renting a space to keep the cabinet.  Then you have to take in consideration the time it takes to copy, categorize and file documents in paper folders.  Every time you need information you’ll have to physically search for the documents that could easily have been misfiled or misplaced. continue reading...

Since the 1960’s, barcode technology has been used in business industries including the identification of railroad cars.  Today you can use the same barcode technology grocery stores and inventory systems do to streamline your business processes like invoicing and collection.

Barcodes allow critical business information to be processed quickly and accurately. 

For an example consider invoices.  Convert the invoice number to a barcode and printed onto the payment remittance stub.  When payment is received, the check and the remittance stub are scanned in to the system.  The payment is thus recorded and a digital copy of the check is stored. continue reading...