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Trends in State, Local and Educational Spending for 2017

[fa icon="calendar'] Nov 8, 2017 9:06:18 AM / by Glen Dellinger

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How much time do you spend on RFPs? Did you know, you can satisfy the requirements for a competitive bid with a cooperative contract purchase.  State and local government agencies in Maryland and Pennsylvania spent over $60 million through cooperative purchasing contract in 2016.

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Intelligent Digital Documents

[fa icon="calendar'] Nov 6, 2017 10:36:31 AM / by Matt Kenny

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The complete elimination of paper for an office sounds like the definition of paperless; but is it a feasible expectation to eliminate all paper? Let’s see. True reduction of paper can yield strong benefits to your company, if for no other reason than to eliminate the cost to produce documents. The advantages of moving to digital documents can help companies thrive while allowing them to not simply maintain, but to better enforce their existing policies and procedures.
Intelligent Digital Documents
Every organization has documents. Digital or paper, nonetheless, these documents serve a purpose within the organization. Digital documents created from paper can utilize such tools as optical character recognition and automated routing. These utilities will enable you to quickly locate documents within a few keystrokes. By scanning electronic receipts, invoices, and documents you can easily sort, file and organize for quick retrieval especially when it matters most. Whether scanning hard or image-based electronic copies, you have created intelligent digital documents that can be found quick and easy.

These documents will enhance collaboration. Everyone working with those documents can go to the same place for retrieval in a matter of seconds. Utilizing digital communication instead of paper-based content allows more people to work with the same document, in some instances, at the same time. This process will save your business time and money.

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10,000 sheets of copy paper every year!

[fa icon="calendar'] Oct 30, 2017 1:48:39 PM / by Rick Lewis

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10,000 is the average number of sheets of paper an office worker uses each year.  How do you compare?  Let's look at some other facts...  
  • The average office worker continues to use a staggering 10,000 sheets of copy paper every year. 45% of the paper printed in offices ends up trashed by the end of the day. In the U.S., companies spend more than $120 billion a year on printed forms, most of which outdate themselves within three months’ time. A typical employee spends 30-40% of his time looking for information locked in email and filing cabinets – filing costs average about $20 per month.

  • The average document is copied 9 to 11 times and every 12 filing cabinets require an additional employee to maintain. Each four-drawer file cabinet holds an average of 10,000 to 12,000 documents, takes up to 9 square feet of floor space and costs $1,500 per year. Each misfiled document costs $125. Each lost document cost $350 to $700 – large organizations lose a document every 12 seconds. More than 70% of today’s businesses would fail within three weeks if they suffered a catastrophic loss of paper-based records due to fire or flood.

10,000 sheets of copy paper is the avereage used by office employees each year.

Your boss or your CEO may be telling you to improve productivity, but where do you start?  Document Conversion is the best place to start, as it has immediate hard and soft costs savings. The benefits are; 1- Space Savings. 2 - Disaster Recovery.  3- Production.  4- Employee Access.  5- Environmental .

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Do We Really Need a Maintenance Agreement on our Copier?

[fa icon="calendar'] Oct 23, 2017 9:16:36 AM / by Ms. Feeds

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So… your company has purchased a new copier for the office. The negotiation with countless vendors on price, accessories and user needs has finally ended. The last item you need to address is whether or not you want to place a maintenance agreement on this device.

 These agreements are optional and at first glance may seem a bit pricey depending on the volume of impressions your office runs on a daily basis. However, it is important to understand what is included with these programs to determine if budgeting for this program is worth it.

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Homework for the day… Effective Records Management in Schools

[fa icon="calendar'] Oct 13, 2017 9:46:59 AM / by Phil Hawthorne

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All employers have a lot of information they are required to have for each and every employee. Personal and legal information is especially critical and must be kept confidential. Many times records are requested for some legal reason and need to be readily available. Once requested the records need to be produced in a timely fashion. Failure to provide the records in the given timeframe could cause legal problems as well as shed a bad light on the organization.

Effective Records Management Schools

School districts especially have a very large amount of records they need to keep because of the clientele they serve. Credentials need to be up to date, background checks are mandatory, benefits are always changing and evaluations are done on a regular basis. All this and much more information needs to be in the employee’s file to assure they are current and compliant to keep their jobs. In the sue happy world, we live in more and more pressure is put on districts to maintain accurate, up to date records because they are working with children, parents and the public.

All of this critical information stored in a competent enterprise content management system can be managed and accessed quickly and easily. Professional software designed for ECM enables users to search for information that has been tagged or indexed in many different ways. Documents are also kept in a way that they cannot be lost, edited, deleted or changed in any way. There is also auditing that takes place in the background that shows every time a document was viewed, by whom and whether any changes were made. Security and permissions can be set up so there is no fear of any informational breaches. It can also be used to set reminders for any required continuing education, prevent any lapses in licensing and record retention dates. Many times access can be done remotely through an app on a smartphone or tablet. All this makes gathering records a simple process for anything from preparing for an audit to responding to any requests for information for employee or student records. OnBase is the Enterprise Content Management System that is offered by Phillips and it offers all the features
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Are you wearing too many hats?

[fa icon="calendar'] Sep 28, 2017 9:37:33 AM / by Tyler Baum

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No this isn't a fashion blog post. Entrepreneurs are starting new businesses everyday.  All of them find out quickly they have to wear many hats.

Are you wearing too many hats in your small business
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Advantages of Captive Leasing for Office Equipment

[fa icon="calendar'] Sep 12, 2017 8:23:47 AM / by Peter Phillips

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Office equipment purchase decisions normally revolve around price and technical competence. Rarely is the financing partner a significant factor in the decision, but this choice can have an important impact on customer value and satisfaction.

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The Who, What, Where, When, Why and How of Document Management

[fa icon="calendar'] Sep 5, 2017 8:56:21 AM / by Matt Floyd

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For many organizations of all sizes, effective management of documents within their business is a daunting challenge and often a more serious problem than most realize. Until an organization commits itself to creating a plan to manage and measure their overall document management strategy, this issue continues to manifest into an exponentially larger problem.

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Inkjet vs. Toner for Religious Organizations

[fa icon="calendar'] Aug 28, 2017 8:37:34 AM / by Rich Klein

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Why RISO may be the answer to your prayers.

Most customers in the religious market are familiar with name RISO or Risograph as it was known for years. Riso was and is still known for their reliable line of duplicators in schools and churches throughout the world. RISO has been involved in the religious market for over 30 years.

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3 Reasons Your Business is Not Too Small to Benefit from a Document Management System

[fa icon="calendar'] Aug 3, 2017 8:55:18 AM / by Rick Gohn

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Small business benefits of enterprise content managementTypically due to the size of your business, you may be operating with a combination of paper and digital files, but in many cases there is more paper than necessary. Successful small businesses are operating within finite resource constraints so you may be thinking that you shouldn’t or can’t invest in a document management system (ECM). An effective ECM system combines your digital and paper documents providing the ability to reduce costs while increasing your office productivity. Let's review 4 things that you need to know about document management for your small business.

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