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...

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 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...

What is a Multifunction System?

According to the Multifunction Products Association, a multifunction system (MFP) is defined as “office equipment for paper management connected to a PC or network that handles two or more of the following functions: printing, scanning, copying or faxing.”

Everything You Need In One Device

The newest generation of MFPs provides important office functionality in one reliable device with the capabilities of printing, copying and scanning in full color.

Printing

An MFP works like any other laser printer, but also adds the type of finishing functionality you expect from a copier including stapling and two-sided printing.

Scanning

Revolutionize your office and scan documents into common digital formats like PDF, .jpeg or .tiff formats. These files can be sent to email addresses or to any folder on the network. continue reading...

Lower your business’ costs and begin printing your marketing materials in house.

Customize your marketing materials and take advantage of on-demand printing. This will eliminate the need for expensive bulk orders of generic brochures and the unnecessary waste of replacing obsolete brochures.

Consider creating a Marketing library that will enable your sales and marketing employees to access marketing documents from a network folder. They will be able to open, revise and print the materials according the specific client you are working with.

Review these suggestions and make your in-house marketing materials more effective.

· Be sure to use a cost-effective color printer or multifunctional copier. Some systems can allow 20-page documents to be printed in less than one minute. continue reading...