Cloud computing concept. Cloud with computer icons

What headaches do you have managing documents?

Does this sound familiar?

Incoming mail and information to the business

This is one of the most labour-intensive areas of the business, whether it is incoming mail, emails with PDF attachments or documents of any format coming from different departments or company subsidiaries. The information must be sorted, distributed to the correct recipient, managed, and filed for reference.

Filing and retrieval of information

There are so many ways people file information either electronically or hard copy. It is incredible to think, currently, we still have the same problems we had many years ago. Employees and departments all have their own indexing systems and a document can be misfiled making it difficult to find the information later.

Storage of information

In today’s business environment, many companies scan documents and save them electronically either in the cloud or internally on their servers. Many businesses also store most of their incoming email traffic on their server exchange without any thought about disaster recovery (if a record is deleted or lost because of a malfunction). There are still many companies that store hard copy documents in the office or at storage sites and this can be very expensive and labour intensive to manage.

Retrieval of information

This can be a very time-consuming exercise and stressful. Yes, it is easy to retrieve an email quickly if you know the content of what you are looking for and it can be fairly easy if the document has been filed electronically in the right electronic file. However, what if it is a PDF document? What if the document has been put back in the wrong file? What if the file has been taken out of the office or somebody else has taken it? What happens if the files are kept offsite from the office or in different software applications like CRMs and accounting packages? What time is wasted in retrieving the information and what is the cost?

Compliance and Security

This has become more of an issue today than ever with cyber crime growing in our society and company regulation being implemented on a daily basis, it has become very hard to manage and police within the business What is worse, companies not only lose money via the cyber crime, they are also under threat of financial penalties for non-compliance.

If you wanted to find the magic answers to the above and we can show you how this can be achieved.

Call 01444 462 980

DWS_Managing_Documents_AW_digital

African woman working on new building plans while sitting at her desk. Female interior designer working at home office.

Working from Home is this the new working environment

Many companies now are changing their thought process on people working mostly from home as opposed to travelling into the office every day. With today’s new technology employing all the wonderful new computer tools, the cloud and advanced telecom facilities life would appear to be sorted, or is it?

One area that Xerox -DWS are very aware of is the cost of printing documents especially when buying a small home office multi-functional printer from the internet and buying consumables to run it. Initially this looks like the ideal solution as it’s a low-cost investment in the printer and then you buy the consumables when you need them at a competitive rate.  However, let’s look at this situation more closely:

All printer manufacturers make a fortune by selling the home office print devices cheaply and then selling the consumables on an ongoing basis. This is why print cartridges are so expensive and not only that, they change the printer models regularly so you have to keep buying different print cartridges even though the model you may replace from time to time looks so similar.  Worst still, if something goes wrong, trying to get any warranty work can be difficult especially if you have purchased cheap compatible print cartridges to keep the running costs down. This cancels the warranty and it is cheaper to buy a new one that get the current one repaired.

This may not even be the worst news because, if you are a company who have a number of home workers, trying to control the cost of print is virtually impossible and there are no tools to manage the position from afar so making this part of the IT budget is a nightmare. Another issue is, by using these small individual printers, companies do not have all the business scanning tools to scan documents into the company’s bespoke applications, making the whole process of managing information from the satellite home offices a nightmare.

Don’t despair though because the Xerox-DWS unique new all-inclusive solution for home workers, DocuCentre, is easy to use and offers a fully managed print solution, meaning you don’t need to worry about buying expensive consumables to run the machine or worry about trying to get the printer fixed if you have an issue.  It’s all done for you including onsite fixed maintenance.

IT managers will be happy as they have all the tools to control and manage the printers from afar and the users have a Xerox-DWS DocuCentre that prints high quality documents at speed, cost effectively with all the scan tools to integrate with the main offices business applications.  Added benefits include additional apps on the print device to enhance the home workers experience of producing and managing documents.

The really great news with this system is there is no initial purchase to be made, no long-term contract instead there is a monthly investment and cover for a 36-month period. If your requirements change there is flexibility to upgrade and at the end of the term, you can upgrade to the latest technology, backed by Xerox, the world’s finest Document management company.

To see how the DocuCentre could save your business time, money and hassle with staff working and printing documents from home, speak to us on 01444 462 980

Click on the link below for more info.

DWS_Home_Printing_AW_digital

Paperless2

A Paperless Office – Pipe Dream or Reality?

Old habits die hard

The concept of a paperless office is nothing new. Yet the average workplace is usually defined by a paper mountain (or two). While printers hum, photocopiers churn and filing cabinets overflow.

We are paper addicts: a generation who were taught to keep a copy of everything – just in case. The technology to go paperless exists but are we ready to embrace it? Innovative workflow tools mean we have the power to scan in our existing paper and eliminate the need for new paper enitrely! Thanks to highspeed broadband, cloud applications and high capacity storage, the sky’s the limit. But if fear of the unknown is holding us back – tot up the costs of printing out that paper mountain over the next five years!

Click here for the full Business Edge Magazine article

printer-503x378

Managed Print Services to save money

When you think how much you spend on print production, including supplies and maintenance and outsourcing when you don`t have the right equipment for the job, isn`t it time to think again?

Print is too often seen as an unavoidable cost that’s never questioned. But, through managed print services, we can help you gain visibility of your print and control of your spending. We’ll streamline an operation that’s fundamental to the smooth running of your business, making it more efficient and cost effective.

What-docuware

What is Docuware?

When you really need your documents – and fast – the last thing you want to do is root around in the archives going through boxes of dusty files.

That`s where Docuware comes into its own. Archives have a habit of growing, and becoming hard to handle. Busy employees find it hard to keep track of the ever growing stack of paperwork, and it causes interminable headaches if something goes missing.

Docuware`s electronic document management solves the archiving problem, automatically scanning and storing documents for you. Here’s a video to show you how it works to make your working life a whole lot better….

speedy-solutions

Speedy solutions to age old problems

Impressing clients with your quick turnaround times is vital to keep your business ahead of the competition. But if you are still having to cope with mountains of paperwork the old fashioned way – think about going digital. It is easy to get to grips with the paper processing and stop your archiving spiralling out of control – which is where we come in.

These days, document workflow solutions offer a big business boost. Using the latest technology to capture and convert documents into digital form accurately and safely –we can help to get that job over and done with and sent to the right people for action!

Come and talk to us for an honest assessment of what your business needs and we can show you how swifter capture of information into digital form can help your workflow and so that information be traced reliably and stored. So you won`t have to add to the ever growing mountain of paper in the cellar. Paperless solutions enable more work to be done, more quickly, than ever before!

processing-paper

Is processing paper wasting your time

Did you know that one of the biggest time wasters in town is the paper management problem? If you have a lot of paper post coming or important documents to scan and save and if your staff are spending too much time scanning and filing digital copies of paperwork, these days there are new ways of handling it. With digital document workflow solutions and smart archiving you can do away with tedious man-hours feeding paper into scanners and filing with typos so that occasionally a valuable document ‘disappears’ into the system!

Modern document scanning and retrieval systems can make your company that much more competitive. Digital capture and archiving is accurate, GDPR compliant, swift and safe for storage and retrieval of documents, into digital format and can be auto-read so that they can be sent on to the right place or viewed without delay. And the powerful recognition software means that you can quickly find the information you need in historical documentation and information never gets `lost in the ether`.

save-on-scanning

Save on scanning and be more competitive

Scanning of documents and post is a frustrating, and timewasting occupation – and let`s face it – it`s only as reliable as the bored member of staff feeding the scanner! However, you can reduce your budget and hours spent on these time consuming tasks with automated paper management and document workflow solutions.

By processing more paperwork, faster, you will be more competitive and be able to please clients with your swift response time.

NSi Autostore recognition software makes scanning and archiving a cinch; you will never lose an important digital document through inputting errors or typos – and the job is done much faster. Each document isn`t merely copied, but analysed, tracked and allocated to the correct place immediately as well as being compliant with record management policies. So if you want to stop wasting valuable time and resources on paper management, let’s talk about your needs, and show you how to start saving money!