Blogs

The most expensive liquid in the world may be the ink located in the cartridges used for ink jet printers.  Did you realize that it costs around $2,800.00 a gallon for this ink?  With expenses like this, it’s not surprising that many new computers now include a color ink jet printer for free—the computer company will probably make more of a profit on replacement cartridges than they did on the original computer.

So how does this affect you?

Ink jet printers may make sense for casual use at home but they can be a huge burden to office budgets. More and more businesses are realizing that a color multifunction system is a smart part of a cost reduction strategy.  continue reading...

Has your business upgraded electronic invoices yet?  Send your invoices by email instead of mailing them and get faster delivery, shorter collection times and reduced printing and postage costs.  Best yet, technology exists where you won’t have to change your existing accounting software to send your invoices by email.

Automatically Generate Your Invoices

As the system prints invoices it will automatically look for customers who have provided an email address in their customer record.  The subject and body of the email are preconfigured to let the customer know about the invoice.  continue reading...

Scan to email is one of the most convenient forms of scanning today and can provide the greatest efficiency improvement in any organization.  Your customers are progressively expecting to receive documentation via email. You can effectively meet this critical business requirement through the use of devices like multifunction systems (MFPs).

MFPs feature high speed scanning that allows documents to be converted to common digital formats like PDF, .jpeg or .tiff formats.  These files can be sent to email addresses  or directed to a network folder. continue reading...

There has been a movement to incorporate new document capture technologies into businesses worldwide.  Why would you spend hours patiently keying in information from delivery tickets, sales orders and remittance stubs when you could automatically extract information from scanned documents?

How Data Capture Works 
Documents are scanned using a scanner or multifunction system and then utilizes the following technologies to read data from the document:

Zone OCR: Optical Character Recognition (OCR) converts scanned text into text that can be edited in common word applications and imported into a database.  Zone OCR reads text from a specific area of a document. 

Barcode Recognition:  Information can be read from barcodes on documents.  For example, the invoice number on your proof of delivery slips can be embedded in a barcode. When these slips are scanned, the capture software reads the barcode. continue reading...

By Jamie Bsales, Associate Editor, July 24, 2009

eCopy, Inc. is continuing its quest to help close the workflow divide in the workplace—where digital documents follow one path and paper documents follow another, often much slower, route—with its latest software solution. eCopy PaperWorks is a desktop document imaging solution that helps users scan paper documents, merge them with other digital files, modify the documents and connect them to back-end repositories and line-of-business applications.

PaperWorks replaces the company’s eCopy Desktop offering. It augments the eCopy ShareScan Suite and ShareScan Essentials network scan-capture and routing solutions, which integrate with many leading MFPs and enable users to easily scan paper documents and integrate them into more than 100 leading business applications, such as enterprise content management (ECM) software, document management repositories, fax software, collaboration platforms and more. While PaperWorks can be used as an adjunct to ShareScan (and is included in both ShareScan bundles), ShareScan is not required to take advantage of the desktop software’s features.

“ShareScan handles distributed front-office capture and connects to business and enterprise applications,” explained Tim Durant, vice president, Business Development Worldwide for eCopy. “PaperWorks handles the document processing piece of the puzzle: working with documents to scan, merge, modify and connect.”

PaperWorks is a desktop document imaging application that falls on the software continuum between simple scan-capture solutions (such as Sharp’s Sharpdesk) and full-blown document management applications (such as Xerox DocuShare Express). Rather than just scanning a file and dumping it to a folder, where it then has to be opened with another application, PaperWorks allows users to work extensively with digital applications. They can use the PaperWorks interface to capture paper documents from any desktop scanner or network MFP; combine already-existing electronic files (such as Microsoft Office files and e-mail) with scanned documents, faxes and more; view, edit, mark up and manipulate files; and create secure, searchable PDFs of the new documents. And thanks to eCopy’s expertise in connecting to back-end applications such as Microsoft SharePoint, users can deliver and retrieve files via PaperWorks to workflow, document management, communication and other business applications. continue reading...

When one thinks about threats to organizational security, the words hackers and computer viruses come to mind. In this world of network attacks, printers, copiers and fax machines are easy to overlook. These systems can store trade secrets, financial and medical information, and valuable information like customer lists or pricing schedules. Loss of this information could be devastating.

The good news is that there are practical steps you can take to improve the security of your printers and copiers.

1. Track Printing Access

Output tracking technologies can keep a record of which documents are printed. You can access the printing logs to see what documents an employee has printed. Your staff will know that the company is monitoring information security thus creating an environment where employees are hesitant to steal information through the printer.

2. Encrypt Hard Drives on Multifunction Systems

When you scan a document on a multifunction system the scanned image is stored on the device’s hard drive before it is sent off to an email address or network folder location. New security technologies can encrypt documents on the multifunction system’s hard drive and make sure files are erased after they have been transmitted. continue reading...

Are you looking for ways to improve and streamline your business processes? A great place to start is to evaluate your current business practices.

A business process is a structured series of steps that produces a repeated outcome. Accounts receivable—what happens from the time you generate an invoice until you get paid—is the most common business process. These paper and digital documents are the vehicles by which information flows through your business regardless of what industry you are in.

Technology will improve your business and streamline the flow of information to: continue reading...

• Increase Profits
• Enhance Competitive Advantage
• Improve Customer Service
• Ensure Regulatory Compliance

Who doesn't want to save time and money nowadays?  Well Marimon sees this as another opportunity to meet our customers' needs.  We offer Paperless Invoicing, which streamlines the invoicing process and reduces paper waste!

If you're interested in learning more or would like to sign up for Paperless Invoicing with Marimon, please contact our Account Coordinator Team Lead at 713-856-2046 or gogreen@marimoninc.com

For over thirty years we’ve been moving towards the lofty goal of the paperless office. But as the volume of computer data grows, so too does our paper usage.

Fortunately there seems to be a valid movement toward cutting back on our paper usage with Electronic Document Management Systems (EDMS). This system allows you to scan all your paper documents to create a searchable and secure filing system.

There are several trends that are driving the rapid adoption of this technology:

· Low Costs of Electronic Storage. It is now possible to store 10 filing cabinets full of paper in one gigabyte of electronic storage.

· Familiarity with Computer Applications. Today, everyone is trained to be familiar with common computer applications. This means adoption time and training for new applications is minimal.

· High Speed Scanners and Multifunction Copiers. Documents can be scanned quickly and conveniently with sheet-fed scanners, available on most new digital office copiers. continue reading...

Document costs increase every year thanks to the growing volume of information. These costs include everything from printing and copying to the infrastructure needed to store and retrieve critical information.

Recent research by InfoTrends found that overall expenditures on documents were 6% of annual revenues.

Fortunately there are several practical strategies for medium and small businesses you can employ to reduce your document costs:

Multifunction Systems

New workgroup multifunction systems can provide full color printing, copying, faxing, and scanning services in one device.

Multifunction systems are less expensive to operate than laser printers especially when it comes to color output. These systems operate on low cost-per-page agreements that include supplies, preventative maintenance, and on-site service. The net result is lower output costs.

Printer Management

In many offices, 80% of document output is attributed to printing. A recent study by Hewlett-Packard showed that a properly-managed printing environment can cut printing costs by 8-42. The first step is to understand your actual printing expense. continue reading...