No matter your line of work, good technology can help you do it better, faster, and cheaper. That has been the driving force behind technological development for years, and there are plenty of tech resources that can help you in the office — regardless of your industry.
For most places of business, three particular combinations of service and technology offer the most. Those are document management, Managed Print Services and managed IT services.
Go Paperless with Document Management
Paper is expensive. It’s not the most environmentally friendly way to run a business. It can slow down tasks, disrupt your business services and create headaches. While some amount of paper is inevitable in the office, better document management can change everything.
Document management systems constitute software that automates electronic documents. It makes it easy to upload, track, secure and search all of your important files, and it helps you make use of your documents in every way. By automating many digital aspects of document management, the software can reduce your reliance on paper. You get faster document response times, much lower paper expenses, more efficient workflow, and a better business plan in general.
When searching for a document management system, you have several choices:
Records management is what it sounds like. It’s all about more secure and efficient storage for your important records, and it’s particularly useful in health care applications, and it can help you maintain compliance.
Cloud systems utilize cloud connectivity. That leads to better backups of all of your documents to off-site facilities. You are ensured of reliable document management and access as well as improved disaster recovery.
Private systems are servers that you own and manage yourself. They give you absolute and direct control over your entire electronic document management system.
You can choose any of these methods of document management, or you can hybridize them. When you work carefully with experts in the field, you can find a way to customize your document management solutions and get the most out of your investment.
Let Professionals Manage Your Print Environment
Managed Print Services (MPS) is a resource that outsources printing maintenance and upkeep. Essentially, your service provider supplies the equipment, paper, ink, and support your Wilmington business needs to cover all internal printing. This offers a few key advantages.
First, it lowers your overhead by reducing the cost of printing equipment. An MPS provider usually includes equipment leases. You get up-to-date equipment without having to worry about the direct costs of down payments, maintenance, and other overhead expenses. MPS also lowers overheads by improving printing efficiency. One of the first things your MPS provider will do is audit your printing to figure out the most economical way to supply your printing needs. They will do this while helping you to avoid overspending or creating workflow bottlenecks.
MPS also improves your security. When was the last time you ran a security audit on your printers? If you’re like most companies, it’s been too long. Printers and print-related equipment are typically network-enabled. That makes them vulnerable to attacks. According to 2019´s Global Print Security Landscape report, 59 percent of businesses had a data loss event related to printing in 2019 alone.
MPS also improves your support options. When you let the MPS provider handle all of your printing support, your internal IT will have less to worry about and a greater ability to serve the company well.
Outsource Your IT Security & Maintenance
Managed IT services is another opportunity to save money. The idea is simple. You outsource IT responsibilities to third-party companies. You can do this for specific purposes, or you can do it for all of your IT needs. For any given business, different levels of outsourcing make sense. The beauty of managed IT is that it can accommodate a diversity of needs.
For full outsourcing, you get a dedicated IT company that handles strategic planning, installations, support, disaster recovery, and everything else you need to operate safely and effectively. This is ideal for many small businesses, as hiring internal IT staff is expensive and difficult. Do you have the industry expertise to sort the great IT specialists from the less-impressive candidates?
On top of that, by outsourcing your IT, you are essentially splitting IT overheads with your providers’ other clients. It’s a cheaper way to have professional quality IT for a business of just about any size.
For partial outsourcing, managed IT helps you make efficient changes to your company and its operations. While your internal IT handles their existing duties, the third-party provider(s) can roll out specific software launches, equipment installations, cloud services, or any other particular feature or function that you need. You gain access to specialists in different IT fields, while relying on your existing IT staff to keep doing what they already do well.
When you learn more about your technology options and weigh them accordingly, you gain opportunities at every turn. There is an ideal combination of tools and resources that can help your business thrive. Better technology helps everyone when used correctly. Between document management, Managed Print Services, and Managed IT services, you have access to all of it.
If you would like to know more about how you can acquire and utilize these services for your Philadelphia, eastern Pennsylvania, New Jersey, or Delaware business, contact KDI Office Technology today.