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Five document imaging resolutions for the new year

August 03, 2017

Five document imaging resolutions for the new year

May we suggest that, as their trusted IT advisor, you recommend to your customers they make a few resolutions regarding their document imaging? Taking steps to achieve more efficient and secure document imaging can go a long way toward saving them money and headaches.  According to a Gartner study, implementing the right document management system can reduce potential paper-related costs by as much as 40%.

So here they are—five resolutions that will make for a more productive and cost-efficient 2018:

  1. Take stock of all document imaging resources and consolidate them. When it comes to managing costs and waste, less is more. Opt for fewer printers—or better yet, MFPs—in more strategic and accessible locations. Having a few stray printers/copiers in office areas that only a few employees have access to can be wasteful and present added security risks.
  2. Reduce dependence on paper. While it’s not feasible to go completely paperless, the more a company can depend on digital documents the better—for a number of reasons. The most obvious is that it cuts down on the cost of paper and printing ink, which is good for the bottom line and the environment. Also, anytime a printed document is left unclaimed next to a printer, it raises the possibility that prying eyes will see information they shouldn’t have access to. What’s more, today’s scanning technology offers benefits over and above digitization, thanks to advanced features that can improve overall workflow.
  3. Implement pull printing. As we’ve discussed in previous articles, this is a major step toward making printing more secure and efficient. Pull printing works by sending a print job to a protected server that delivers or “pulls” the job. Employees then use their PINs or smart cards to access and print the documents, from anywhere, using any printer that’s connected to the server. With pull printing, employees can print as many documents as they need, have them waiting for them in the queue and pick them up in bulk later on—but the documents are only released upon user authentication. So the whole process is more secure.
  4. Make document imaging resources a line of defense in security. Too many companies fail to look at their printers and copiers as points of entry for cyberthreats, when in fact anything that’s connected to a company network and the internet is at risk. In fact, according to research by IDC, 35% of recent security breaches were related to print-security deficiencies. Which is why it’s so important for your customers to purchase printers with security management software built into the devices and implement printer-specific security measures over and above the standard network security measures. These include antivirus/malware protection for printers and authentication and encryption software.
  5. Last but not least, establish clear and consistent printing policies companywide, including rules on who can print where and what, and guidelines on using passcodes and authentication. Making every employee part of the effort to improve print security and efficiency is a resolution everyone can embrace for a safer and prosperous 2018.