Document Control

The importance of document control is becoming increasingly more important. The storage of important documents through electronic document management sytem software will make document strorage an ease. No more waste of space in storing a digital copy the sky is the limit.

The storage of documents in digital format is now common practice. This reduces the space required to store and file documents. To make it easier there are now software programs which will store documents automatically in a suitable easy to find location. This saves the time and labour required to store documents manually. With the use of this fantastic software and a scanner, as part of either a multi function device or a standalone scanner. It is now possible to have your documents filed for you in an instant.

The way this software identifies how to store the document is quite ingenious. The software uses preset fields to indentify a certain position on the document. Using the specified area of the document it allows for a file name to be generated. From this point the document will then be filed according to the information captured. For example a document can be picked up and filed directly in the client’s folder.

I’m sure you can see the huge advantage of an automated system like this. The amount of time, labour and essentially money that can be potentially saved by a system like this is phenomenal. Not only are all these advantages quite evident. The thing that will amaze the most is the streamline system that you will be adding to your business. The ease of filing documents is amazing and the retrieval is just as easy.

Imagine this you could employ a junior to scan your documents for you for half an hour a day. Now it comes to needing a document at the click of a few buttons you now have located the document from your server. You have not even had to move from your desk and you now have your clients file for whatever purpose necessary.

Need I say anymore all you need is for an IT savvy print consultant to show you how to implement this into your business? You need not look at this system in regards to a cost, but a saving! By implementing this I’m sure you can already see the unlimited potential to create the perfect document control system.

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Copy Costs

What are copy costs?

If you are asking yourself this question then I would have to think you were looking at acquiring a rental plan for a copier. So to explain to you what a copy cost is.

Print companies will create what is called a service or maintenance agreement for you. This will mean a combination of components will usually be looked after for you in this agreement. This will all come down to your vendors maintenance offer.

If you were to look at a service agreement with me this is what you would be looking at. The inclusive of toner, maintenance, parts, labour, service and IT support. This enables trouble free printing for the users of the print device.

Copy costs vary depending on a number of things. Some devices cost a lot more to run hence a higher copy cost, circumstances like this all come in to play. I suggest you talk to an expert to work help you understand this in more detail.

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Print Systems

Office environments are all unique in different kinds of ways. They all require different print systems to suit the environment and style of work. Are you looking around seeing printers in every corner on every desk and all different brands?

If you are these are signs that the print environment is getting out of control. The issue I’m sure you are faced with is all the different toners you need to keep buying for all the different models. This leads to wastage as the machine breaks and you are left with a box of expensive toner. More often than not people actually have toners in the cupboard for printers that they no longer even have.

Now I hope you can see the worth in a print system tailored to your businesses needs. With technology ever changing there is a print solution to suit all the different types of businesses. What we need to do is look to see if consolidation might be an option, reducing the amount of printers in the office is always a good start. Usually one copier placed in the right spot is actually the most cost efficient way forward.

People need to get up and stretch their legs as part of OHS. By well placing a copy machine in a central location is a great way to reduce costs, clutter and allow people to rest their tiring bodies.

I hope it is now evident that things need to change!

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A Day in Blake’s Shoes as a Photocopier Salesman

An early morning wake up of 6 am to get up and beat the Sydney morning traffic. Then straight into the office for breakfast at my desk to plan my day, create some proposals and follow up.

8:30 comes and it’s now time to hit the phones to find new business prospects. This is achieved by getting to the business owners or key decision makers. This process is not always easy but is necessary to find good prospects. Once a key decision maker is reached it is time to have a quick but direct conversation to see if interest is generated. The next step is to book an appointment to see him or her and discuss their business needs in further detail.

Monday, Tuesday and Thursday this is how I start my day. In the afternoon is when I hit the streets to meet with the prospects that either telemarketing or I have set. These appointments are either first appointments or presentation appointments.

In the first appointment situation it is only 10 minutes to find the perspective customers’ needs. The main requirements for this are their current contract details, print volumes and machine requirements. This is where I gather all the necessary information to put together a proposal.

The presentation appointment is where I will put forward my proposal in the hope to win the prospects business. This is always in a professional manner and any necessary objections are usually worked out in this meeting. The next step of this meeting is to create and complete all the necessary paperwork and place the order.

Now that I have used my day to the fullest while people are at work it is time to step back into the office. Now it’s time to create proposals finish quotes. There are always a few things that need tiding up, a few emails sent and then the drive home.

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Print Solution

These days the options are endless when it comes to a print solution to suit your business. The way businesses are structured now it makes sense to create an entire print solution tailored to your business needs. This is where someone with experience of dealing with businesses similar to yours day in and day out is required. The next thing that is necessary is a comprehensive understanding of the machines and applications that are available in this unique market today.

The further we move forward into this ever changing technological world the more important software is becoming. People often talk of a paperless office the reality is as human beings we still need to print some things, as people we like to hold touch and feel. The beauty though these days is the software which can be applied to these machines, is allowing for less printing through the archiving of soft copies.

Imagine the space that could be saved if you were to archive to a storage point in your network. The biggest issue is the manual hours of labour required to do this. Well this is where software applications incorporated into your office come in to play. You can now scan a document and have the fields read as setup by the solution specialist and automatically filed by the software program.

This will save you time and money, as you can reduce storage needed and people required to complete this task. Also another strong point is that you can easily retrieve this information at the click of a few buttons.

There has never been a better time to create a business system to save time and money. The only thing you really need do is talk to me, as with my understanding of business and my knowledge of print systems available, you now have a recipe for further success!

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Introducing Lexmark to our Range

Yesterday was the beginning of some major changes. In the morning we went down to Lexmark Head Office to be trained on the Lexmark product. I must say now that we are able to create mixed fleets really does open a whole new world to the print environment. Lexmark has come from IBM so you can imagine the software solutions that can be integrated with these machines. This will completely revolutionize the way i can now integrate technology into the office environment. The best thing about this is we can now streamline your office by more then even 100% efficiency in regards to streamlining processes through intelligent scanning. With the business and process background that I have come from will enable me to implement solutions which you will never want to walk away from.

I am confident that once i understand how your business is operating. I will be able to put forward a solution you wont regret. In doing this I will save your company money and valuable time.

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MP201SPF Copy Machine

The MP201SPF is a top little copy machine! It is the toughest little machine on the market.

What do you get packed into this little copier?

Well as standard this machine comes with fax, scanning, copying and printing. With the capability to print up to speeds of 20 pages a minute makes it perfect for an office with a small volume. The other use is it is great as a back up copier just in case you have any troubles with your other machines. This machine also has postscript capabilities which makes it compatible with Apple Macs.

Really this machine is a little work horse. The best thing about it is its cheap to run. This has the internals of a copy machine not a printer, this in turn keeps the cost of running this machine at a minimum.

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Copy Machines Versus Desktop Printers

The question will come up in everyone’s mind when setting up the office with printers and copy machines. How should I do it, should I go for the cheap desktop printer on a desk and scatter multiple of these printers through out the office?

The answer is really quite simple. You will feel like initially this is the best option as the printers are cheap and your job is done. WRONG the issue with this is that the small desktop printer is not efficient at all. These types of units cost a fortune for toners which in turn starts to cost you a small fortune. Now the next thing is this cheap unit needs regular maintenance much more often then the trusty copy machine which just keeps plugging away.

So what you will find is the copy machine is just a work horse, which allows you just to replace the toners and not the fuser unit and toner combined. This allows for cheap replacement of high yield toners. The maintenance intervals are widely spread over these machines allowing them to cost much less in maintenance.You should speak to an expert who can have a look into the cost comparison for you and it will then be a no brainer.

Let take a look at the two side by side.

Copy Machine

Cheap toner replacement

Less maintenance required

High speed quality reliable printing

Mulitfunctional

Desktop Printer

Frequent maintenance

Expensive toners

Limited uses

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copy print scan fax

These days with the shrinking sizes of machines on the market and more features fitted to these smaller machines. It is common to just have one or multiple machines through out the office depending on the size of the office. The machines these days most of them can copy, print, scan and fax. This is what we call a multi function device (MFD) the technology is ever growing with such machines. We are finding that we can really improve the efficiency of the office with these machines.

In some instances we have taken many small machines that are doing little volume at low speed and rerouted all the work to a high speed MFD. What this in turn actually does is it gives employees a chance to stretch there legs to go and get a print job. In the time it takes to get up with the right speed machine the job can be done ready for collection. In many cases this could actually be faster then a small desk mount printer with a slow output speed. Therefore this actually enhances productivity of the office not to mention cost as the Copy machines are much cheaper to run than a printer. All at the same time as giving the employee that well needed break from sitting down staring at the computer screen.

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Ricoh Copy Machines

Just outlining a little bit about the Ricoh copy machine range.  Ricoh is the industry leader when it comes to green machines, Ricoh is very conscious of the Environment. The copy machines are very easy to use with an easy to use touch screen which I believe is the best on the market. The reason for this is the easy accessibility of the options are just one click away. The robust manufacturing of the machine means that you can rely on it to get the job done. At this present point three of the big four banks are using this product Westpac, NAB, and Commonwealth. This just goes to show that if the Ricoh Copy Machines can do the job for them I’m sure they can accommodate you in whatever way you need.

Ricoh have a range in colour and also in Black and white. The higher end machines can print at very high speeds if that’s what is needed. We also have machines which can cater for your smaller volumes with lower output speeds. The beauty of the Ricoh is once you use one in your office printing Environment you will never want a different style of machine again. The easy to use platform makes printing a cinch!

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