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Innovations That Are Changing Document Management

cloud-mobile-document

The management of a company's documents is one of the most important systems that the business has control over. Important documents have to be stored safely, they have to be secure and they must be accessible when they are needed. With today's many digital innovations, this process is now easier than ever. 

Using the Cloud

Being able to use the cloud for storage for a low price is an innovation that companies are increasingly taking advantage of. Using the cloud for storage is a great way to make document management safer and more stable. Moving documents to the cloud is easier than ever, and it's capable of an enormous amount of scalability. It takes little training for your entire office to be able to use it. The cloud provides a great storage solution that comes with more security, and it will be there even if your entire computer network crashes or is hacked.

Key Pieces of Effective Network Security

plan-ahead

The threat of data breaches has made it more important than ever to have network security measures that are up to date. The use of multiple security methods can keep your data safer today than a simple security system. Here are a few things that you need in place to keep your network safer.

Planning Ahead

Even with every security measure possible in place, there is still a small chance of your data being breached. Before this ever happens, it's always best to have a plan in place just in case it does. Having a clear plan in place can help your company to avoid some of the harshest effects of a data breach. Having a backup (or two) for all of your company's data can help you to quickly regain it if there is a data hack. Create a step-by-step plan for your procedures after a hack. This also directs the actions of employees, but it also keeps worry and panic away by showing you a path to undoing the damage.

Improve Office Efficiency with an MFP

mfp

The multifunction printer is a valuable machine in every office. The many features of the average MFP make a wide range of office tasks easier. If you have at least one in your office, be prepared for more efficiency from your workers.

Getting More Done

Real efficiency means cutting down the time needed for tasks so that more can get done in less time. When employees have access to a multifunction printer, they have more ways to get things done. They also have more ways to do multiple tasks all at the same time. Without an MFP, a worker could easily print out a multi-page document, waiting for it to be finished. Then, the papers would go onto a table to be checked and collated. Then, each of the collated piles would need to be stapled together. All of these can now be done on an MFP all at once, and it's fast and easy to do.

Office Benefits of Mobile Printing

mobile printing

If you're looking for the easiest way to make your team more efficient, mobile printing might be just the solution you need. Mobile printing makes it easy to simplify and streamline your workflows, leading to a more productive enterprise and happier workers. While the most obvious benefit is the ability to print documents from anywhere outside the office, there are secondary benefits for the business leadership team and employees alike. Here is a look at just a few of the ways mobile printing helps keep your business moving and benefits each member of your workforce. 

Steps to Improved Information Security with Document Management

data security

In every company, documents serve a vital role. Taking care of them and keeping them secure has become more difficult in the last few years, however. More and more criminals have discovered how valuable stolen data can be, and taking documents from any company can serve them financially. That's why today's businesses have to increase their focus on the role of document management to the security of their documents.

Staying in Control of Documents

The way that documents are handled internally can dictate just how safe they are. That's why the company has to stay in control of the documents, who sees them and where they are allowed to be stored. Digital document management is a way to take out the risk of hard copies being stolen. It keeps these forms in digital form, and that will make them easier to secure. They can be made accessible only by specific personnel with a password instead of being kept in a filing cabinet where they can be stolen and taken off-site.

Tips for Government Agencies to Secure MFPs and Save Money

government

The multifunction printer is so versatile that is gets plenty of usage in the typical office. Often, as with government agencies, there is a large fleet of printers that allows many employees the opportunity to use an MFP all at once. To save a government agency money, there are ways to better use your fleet of printers so that there is no waste and the cost of using them doesn't balloon.

Document Management for the Modern Workforce

document management

Your business is a modern business. You use the latest technologies to keep the office running and to keep track of employees, data, office expenses, etc. You make sure that your company has the latest gadgets to keep up with the competition. So, if you're still using a paper system of organizing your documents, why are you letting your office fall behind the competition?

Understanding Data Breaches for Greater Network Security

network security

These days, virtually every business is afraid of having a data breach, and for good reason. There are so many breaches happening with so many businesses from large to small that it's a necessary worry. To be more secure, it's important to know what a data breach is and how they can happen to a company's computer network.

Stolen Data

In most data breaches, the intent is to steal some of the data held by the company and to use it by either selling it or using it to take out credit cards or to buy products. It can be difficult to know whether the data has actually been stolen during an attack on a network, though. In general, if there has been a cyber attack that has made private data able to be viewed by the hacker, it's assumed that the hacker did something to take some of that data. It could be taking screenshots, copying and pasting it elsewhere, downloading it to a thumb drive or even posting the information somewhere public so that others can steal it.

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