Imagine these three types of office: a law firm, a doctor’s office, and the office of an accountant. The common denominator in these offices, as in thousands of businesses and businesses, is the mountains of paper.
It is no secret to anyone that paper files are as essential to offices as they are the Constitution, the stethoscope, the calculator and any other working tools. But what kind of information is stored in those papers? The list is endless: cases to be resolved, regulations, medical records, invoices, receipts, personal data, receipts, letters, payroll, supplier and customer information…
For this reason, for every office, company or business it is essential to have all that information when, where and how they need it. However, generating and handling all those files is a complex and often inefficient task. Not for nothing do employees spend much of their time in these administrative tasks.
In this way, how to control the volume of paper and how, at the same time, to keep up with everything? The answer is by improving document handling. Doing so correctly will save time, improve customer dealing, and preserve everything in an orderly manner.
Experts from the Japanese company Kyocera, the world leader in printing and document management, advise some techniques you could put in place.
Printer security. There are rules in every company. One of the most important is that it is forbidden to leave sensitive information in the output of a commonly used printer. However, making users have to walk a long way to get to a secure printer is a waste of time. For this purpose, there are applications that securely store documents and release them to a printer only when the user has authentication. The best and most flexible applications allow all authorized printers to be released, saving time, resources and effort.
Goodbye to obsolete machines. Using devices such as faxes, scanners and copiers today no longer makes sense. They take up too much space and generate more work to the maintenance area. Conpersing, a good multifunction printer can scan pages very quickly, automatically delete blank pages, and handle faxes better than a fax. In a nutshell, do more, with less.
Modernize printer permissions. A large number of organizations have stopped using PIN codes for printer permissions and replaced them with computer-specific credentials. However, this new method is not very secure if there is no automated system for revoking credentials when people leave their job. Centralized credential and identity management across a wide range of services is more efficient and more effective at removing print rights at the right time.
Shorten sprint rights. A simple way to optimize your work is to cut the time and resources spent on document printing; makes it difficult to use the printer. A good network policy blocks or prevents printing based on document type or application. This way you will avoid, for example, employees printing personal or non-company documents.
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