Dennis Porter

Last week we dug deeper into the topic of document management during our second edition of Snacks & Solutions. Our on-site expert on this subject, Dennis Porter, shared tips and techniques for using our advanced OCR (optical character recognition) software called DocRecord. This simple, affordable system – which works well for large and small business alike – allows you to capture, organize, store and recall all of your electronic and hard-copy documents. There are so many benefits with DocRecord.

During his presentation, Dennis stressed some key points to look for in a good document management system. If you’re thinking about investing in this technology for digital files, this information may help you decide what’s best for your company.

When choosing electronic file management software, you want an integrated system that:

• Is a full ECM system (Enterprise Content Management). You can use it to store ANY electronic file, not just scanned documents.
• Keeps an audit trail of all activity, including who viewed, printed, e-mailed and/or modified which documents allowing for easier HIPAA and other government compliance audits.
• Has retention rules for how long to keep a document within a certain category. Retention can be based on the document’s scan date, index date or other parameter. For example, you can keep all human resource documents for 10 years after an employee’s termination date.
• Is based on standard Microsoft SQL technology. Because it’s non-proprietary, your documents are not changed from their native format in any way. That way you can move your documents from one system to another safely and easily.
• Makes it easy to add items via drag and drop, desktop scanner, e-mail, MS Office integration and your copier or multi-function printer.

If you own a business in Northeast Ohio or Toledo / Maumee area and would like to know how electronic document management can help your business, give us a call. I know Dennis or a member of our knowledgeable sales team would be happy to assist you.

Also, feel free to join us for our next edition of Snacks & Solutions on May 17 where you can learn to create your own professional-looking flyers, posters, brochures and more using your own color copier!

In an age of spyware and concerns about security breaches and stolen data, it’s important that you feel comfortable with how your print management app collects information. I’m sure you would agree – your software and its DCA (data collection agent) should not be intrusive. If you didn’t check on these issues prior to installation, it’s not too late to verify that your printer manager software:

1. Only does a simple SNMP query on the network.
2. Only communicates with printing devices.
3. Only pulls information that is published in the public area of your devices.
4. Gives you complete control over DCA behavior. You should be able to limit scan interval, IP range and overall operation.
5. Will cache out 30 days worth of scan files on your server.
6. Allow you to see the raw data file that’s transmitted to any third-party Web server for analysis.
7. Should be compliant with HIPAA, Sarbanes Oxley, FISMA and GLBA.

Have peace of mind about your printing management system and the data it’s collecting. Take the time to research the app you’re using to ensure that it complies with these seven non-intrusive characteristics.

To learn more about non-intrusive print management software that’s available for businesses in Canton, North Canton, Akron, Youngstown and beyond, contact us.

But, let me first share this caveat. There are many printer manager programs out there, and I don’t work with all of them, of course. So, what I’ll share is the installation process for the app we trust and use most at Copeco. It will undoubtedly have a number of similarities with other printer manager apps, but your copier and printer dealer will know the best option for you.

Normally, installation of a print management app will first require adding a small piece of software to your network called a DCA (data collection agent). This is the heart of a good printer manager program. The DCA is responsible for polling your networked printers and copiers several times a day. It will gather statistics and current conditions of your equipment, including:

• Meter readings
• Toner levels
• Service needs
• General status

After each poll, the DCA will create a small text file with the information and transmit it to your dealer’s Web server via secure connection. Your dealer should, at that time, drop the data into a database, format it and send it to you in an understandable, actionable report.

Most of the time, the printer management app install takes about 20 minutes and can be done onsite or remotely via webinar. The nice part is that you can do the install when it’s most convenient for you.

And, this is the part my customers like best (aside from good data about their printers): most apps don’t require a reboot or interrupt any other services. Once installed, it’s a set-it-and-forget-it software that runs silently and in the background. I’ve never had any issues with our app crashing or interfering with other software.

If you’d like to know how much you’re spending on printing – and your business is located in Canton, North Canton, Green, Akron, Toledo area, Dover New Philadelphia or anywhere else in Northeast Ohio and Western Pennsylvania - contact us for more information.

If you weren’t able to make our first Snacks & Solutions training seminar (you missed a delicious lunch!), I’ll share a few of the highlights.

Our expert speaker, Randy Hudson, touched on many of the biggest problems in today’s business world that are related to information and document storage and retrieval, including:

• Information is difficult to find
• Paper takes up so much space
• How easy it is to lose important documents
• Issues created by employee turnover
• Departments having a difficult time sharing information
• Long customer response times

Did you know that, on average, 80% a company’s information qualifies as “unstructured data” that resides outside of databases and is often hard to get? In addition, with 30% of documents being lost each year, there’s a tremendous cost associated with document mismanagement.

That’s why document imaging makes so much sense (and cents!). You can capture your data via scanning, optical character recognition (OCR) software, handy drag & drop features and intuitive indexing. When it’s stored and/or archived – whether online, near-line or even offline – retrieval is time- and cost-efficient with simple language queries and Boolean searches.

When we offer our next Snacks & Solutions on Thursday, April 19, Document Management will show guests how easy document and form conversion (going from a hard copy to an electronic file without retyping) can be with today’s advanced OCR technology. If you join us, you can learn how to:

• Automatically file documents using OCR
• Capture information directly off of the page as the document is scanned
• Create an instantly searchable document that can be used by multiple people simultaneously
• And much more!

I hope you’ll join us! To reserve your FREE seat, register here.

Join us every third Thursday from 11:45 a.m. to 1 p.m. starting in March for Snacks & Solutions, a series of free training seminars at our North Canton office that cover the latest copier technology you can use to your business’s advantage. And, lunch is provided at no cost!

Snacks & Solutions is ideal for office managers, administrative assistants, small business owners and others who regularly use multi-function printers.

March 15, 2012 – Go Green
Learn the basics of scanning and go GREEN by going paperless!

April 19, 2012 – Document Management
Learn how to better organize and retrieve your documents while minimizing paper usage.

May 17, 2012 – Color Class
Create your own fliers, posters, brochures and more! Discover how your color copier can make handling print jobs easier and more cost-efficient by printing in-house.

June 21, 2012 – Document Security
Learn about Sharp’s Security Suite and how to protect your company from identity theft, stolen information, unauthorized use and more!

July 19, 2012 – Managed Print Services
Analyze your current printing environment, identify total print expenditures, and create a customized cost per print plan to realize significant cost reductions.

August 16, 2012 – Production Printing
Learn how Sharp delivers versatile functionality for busy workgroups and how you can add impact to your communications without breaking the bank.

So, if you’re from Canton, North Canton, Massillon, Green or Akron and want to get more use out of your copier, join us for Snacks & Solutions!

To reserve your seat, Register Here

But, if you’re convinced that it’s time to get down to business and reduce expenses related to printing and copying, then let’s take the next step: system requirements for a printer manager app.

What You Need to Install Printing Management Software

Most apps that track and analyze printers and print volumes must be installed on a Windows-based server or PC, not a Mac. Now, some of you may be tempted to check out right now, but there’s good news. Most companies run a mixed environment, and good software will track a Mac. In fact, it should not make any difference what type or brand of printer or copier is driving the printing, as long as the device is connected to your network.

I always recommend installing print tracking software on servers because they stand the test of time in comparison to individual workstations and are powered 24/7. Plus, when the software is installed on a PC, it can be affected if the hard drive is reformatted, replaced or crashed. However, if you don’t have a server, a Windows PC will get the job done.

With the free software Copeco offers to its customer base in Canton, Akron, Toledo, and surrounding areas in Ohio, the server or PC must have the Microsoft .NET framework installed, be able to communicate with all printers and copiers on the network and pass secure Web traffic on port 443 (a.k.a. https). Local printers (those tethered to a single PC) must have a local agent installed at the host PC.

In my experience, about one out of every five businesses doesn’t have Microsoft .NET installed. That brings us to a fork in the road. Our software won’t run without it, so it must be installed, either by me or the customer. But, if you’re keeping up with Windows updates, this should not be a problem.

Another bit of good news: system requirements for most print management apps don’t change as often as some things do in the digital world. So, once you’ve got it, the software will do its job for years to come.

One place where business expenses can get out of hand fast is with your printer and copier fleet. That’s because very few companies have a clear picture of their total print volume. A great way to get a grip on this is through a print audit, which I’ve discussed in a previous post. The key to auditing your copiers and printers – and staying on top of how they’re being used over time – is good print management software.

Benefits of Using an IT Solution to Manage Network Printers

If you’re an IT person like me, your first priority is to make sure the print management app you select will deliver great benefits without bogging down your server. In part one of my blog series on this topic, I first want to cover the features your software should deliver.

Great printer manager software should:

• Be free! Many printer and copier dealers will offer it at no cost to your company, so why pay for it?
• Allow you to see all printers and copiers in a single web-based interface.
• Collect a broad range of printer and copier metrics using a data collection agent (DCA), including meter reads, error codes, toner levels, non-toner supply levels, detailed equipment ID information and more.
• Send e-mail alerts when certain faults or conditions are met (i.e. low toner, maintenance required, etc.).
• Run historical reports showing volumes, usage and failures, which is helpful in determining cost of operation and over-utilization and under-utilization of machines.
• Operate 24/7.
• Allow you to customize transmission intervals.
• Offer you the option of one-way and two-way communication.
• Use SSL encryption of at least 128-bit and collect data via SNMP, ICMP and HTTP.
• Give you the option of porting meter readings directly into a billing system so you never have to chase meter requests again.
• Never collect personal or user data.
• Never impact HIPAA compliance

How Much Can You Save with Print Management Software?

A recent survey from IDC concluded that implementing a managed print services program could result in the following savings:

• 23% average overall cost savings
• 40% reduction in IT help desk calls
• 25% cost reduction in consumables
• 20% cost reduction in unscheduled maintenance
• 10% cost reduction in installation and upgrades
• 5% cost reduction in acquisition

At Copeco, we can offer you a great printer management app, perform a thorough print audit and help you reduce costs associated with printers and copiers. If you’re located in Canton, Akron, Toledo or anywhere else in Northeast Ohio, contact us for more information.

In December Denise Dennewitz, director of marketing for Copeco, was selected for the first Green Chamber of Commerce Ambassador of the Year Award. Deborah Mason, Green Chamber chair, says this inaugural award went to Dennewitz because she demonstrates energy, commitment and volunteerism in promoting the chamber in the community.

“Denise truly exemplifies the vision of the Green Chamber of Commerce, which is to be the driving force interconnecting and enriching business and the community. As a business person, Denise understands the link between community involvement and a successful business. She offers her marketing talents and time for the betterment of the chamber and its events. Behind almost every successful chamber project is a committee that includes Denise.”

Mason adds that the chamber also recognizes Copeco’s willingness to allow Denise the opportunity to serve our community. Copeco is one of Northeast Ohio’s leading dealers of Sharp office equipment, including laser printers, copiers, multi-function printers, document management systems, managed print services and copier/printer service for all makes and models. With offices in North Canton and Toledo, Copeco serves not only Canton, Massillon, the City of Green, Akron and Portage County, but also most of western Ohio and southern Michigan.

As a long-time salesperson and now VP of sales with Copeco, one of Northeast Ohio’s leading providers of Sharp copiers and printers, I believe the steps you take every day toward your goal are more important than the goal itself. Without a clearly defined plan of action, goals end up being a fog or a glittering generality. And, I’m sure, that’s a major reason why people give up on New Year’s resolutions so quickly.

When it’s time to plan goals for the New Year (or any time of the year), here’s the method I like to follow. Not only does it work when applied consistently, but it also can be adapted to fit every part of your life, including career, personal, family and more.

It’s not hard to do, but throughout the process, you must WRITE everything down. If you don’t, all your ideas are little more than – you guessed it – glittering generalities.

1. Write down these six main categories: financial, career, education, spiritual, family and physical.
2. Put the categories in order of most important to least important for you. Those last two words are critical because goal planning encompasses every aspect of your life and should be a very personalized process.
3. Identify a goal for each category. Be specific and, yes, write it down.
4. Carefully and strategically plan your steps to get to that goal, in writing.

For example, if you place your career at the top of your list and say your goal is to earn $100,000 per year, you have to decide if you’re willing to do what it takes to achieve that goal. And, you must place that goal within the context of your history. To make $100,000 a year, you might need to sell 1,000 widgets. But, in the past, you’ve normally sold only 500 widgets. Is your goal one of those glittering generalities?

Each goal you create must also include these important items:

• Time frame. A goal without a time frame is a day dream.
• Obstacles. What stands in your way? How do you overcome the obstacle?
• People. Identify the people that can help you attain your goal. Also, determine whom you will share your goal with so that you will stay accountable.
• Knowledge. Identify the knowledge you must have to attain your goal.
• WIIFM. What’s in it for me? Why are you setting this goal?

Key Ingredient: the Plan of Action

Any plan of action for achieving a goal must be implemented on a daily basis. So, dissect your goal into microgoals that are manageable. What can you do each and every day that will move you a little bit closer to your goal? As with the goal itself, your plan of action must be specific.

Avoid getting behind or spending all your time putting out fires. If you do, you’ll get overwhelmed. Then the goal becomes an irritant.

So, write down your microgoals and stick to your daily plan. It’s all about the preparation!

How to Help Others with Goal Planning

If you’re a manager who’s responsible for helping others set goals, you must make sure the person you’re working with develops and takes ownership of their goals. You must be on the same page. If you give people a goal, it’s no longer their goal.

Plus, the result of achieving the goal should be fulfilling, as opposed to giving a negative consequence for failure. Build people up! I believe you’ll get a person to push harder if they feel supported. The process must be motivating, and, of course, everyone has different motivations. As a manager, you have to figure out what motivates each person who works for you.

In the end, you can’t sell yourself or anyone else on goals. Each of us must own our goals and implement a consistent plan of action for achieving them. Hopefully, this encourages you to establish and work toward your New Year’s resolutions differently – and more successfully – in 2012.

Then, I grabbed a stack of his paper, that “truckload stuff,” and measured it. Guess what? It was cut 1/16-in. too short and was flopping around in the paper drawer. And that’s all it takes to throw off a copier or a printer.

Bottom line: quality paper will save you money in the long run. Why?

1. Quality copy paper has a uniform cut and size. As my paper-by-the-truckload example illustrates, cheap paper can stop your copiers and printers from functioning. Not only will you have paper jams galore, you’re also likely to have lots of service calls.
2. Quality paper keeps your machine cleaner longer. Cheap paper gives off a lot of dust that builds up inside a copier or multi-function printer. This, too, will result in paper jams and machine breakdowns.
3. Quality paper keeps its shape. Cheap paper tends to have a higher moisture content that curls the paper. And, you guessed it – this leads to paper jams and other problems.

Many customers ask me, “Do I need to use a special type of paper for color copies?” My response to this questions is always yes.

If you do a lot of color copying, it’s important to use quality paper designed specifically for color copies. That’s because black & white copies and color copies are made in two completely different ways.

When you’re making a black & white copy, you’re fusing black toner into the paper. That toner is pressed into the paper and permanently adhered to it. With color, you’re blending four different colors of toner ON TOP of the paper. You don’t want the toner to be absorbed; that will result in faded-out looking copies. Quality color copy paper has a harder service and prevents toner from sinking in.

Also, stay away from ink jet or coated stock in a copier or laser printer. Ink jets spray ink onto paper without using heat. Copiers, laser printers and multi-function printers, on the other hand, use heat, which will melt the coated stock inside your machine and cause a mess.

Finally, recognize that companies selling paper that’s “99% jam free” are making a false promise. But, you do get what you pay for. When customers in our Northeast Ohio copier and printer service area ask me what’s the best paper for a copier or printer, I recommend:

• 20# weight and 85-90 brightness for black & white copies.
• 24-28# weight with 90 or higher brightness for color copies.

If you stick to quality paper that meets the above criteria, you’ll have fewer paper jams and probably won’t need to see your copier service technician as often.

Copeco, headquartered in North Canton, Ohio, offers a wide selection of black & white and color copy paper for all your printing needs. Contact us for a quote.