Has document circulation within your office proven overly time-consuming?



Has document circulation within your office proven overly time-consuming?
Are files often misplaced, lost or mishandled?



Zoom Imaging Solutions has partnered with Square 9 to bring you a document management solution that will help you increase your profits by "doing more with less." As part of Zoom's 360° assessment methodology, we want to take an analysis of your business processes to build a solution that will bring efficiency and improvements to your infrastructure. As part of this assessment, Zoom will provide a solution for;
  • Eliminating paper based filing systems
  • Streamlining your business processes
  • Automation of document routing and notification
  • Increased security and compliance
  • Collaboration on documentation within your organization

We invite you to join us at your convenience for an inside look into the Zoom 360° assessment methodology and our SmartSearch Document Management Solution. We have the following webinars scheduled during May;


May 20th Webinar Registration
Title: Zoom Imaging Solutions 360° Methodology
Date: Tuesday, May 20, 2014
Time: 11:00a - 12:00p PST
May 21st Webinar Registration
Title: Zoom Imaging Solutions 360° Methodology
Date: Wednesday, May 21, 2014
Time: 2:00p - 3:00p PST



Creating Smarter Solutions, Together Sponsored by Zoom Imaging Solutions and Square 9

Creating Smarter Solutions, Together

Sponsored by Zoom Imaging Solutions and Square 9

Join Zoom Imaging Solutions and Square 9 Softworks on May 13, 2014 at HS Lordships Restaurant to learn how implementing new technologies will empower businesses like yours to survive a world of change.



When: Tuesday, May 13, 2014
10:00 a.m. – 12:00p.m.
12:00 p.m. – 2:00 p.m.
2:0 p.m. – 4:00 p.m.
OPEN HOUSE

Where: HS Lordships Restaurant
199 Seawall Dr., Berkeley, CA 94710

Interested? ContactEmily.Simons@zoomcopiers.com or on-line at http://www.square-9.com/zoom

The Dirty Dozen – Twelve factors that contribute to an inefficient and costly document output infras

The Dirty Dozen – Twelve factors that contribute to an inefficient and costly document output infrastructure

  1. Regulatory requirement to archive documents: Local, State, and Federal Government requirements to archive certain documents and records continue to increase. To meet these challenges, your company has turned to a records management firm that offers services including pickup and delivery, document preparation and search, in addition to warehousing. Often, the mandated term for archiving a document exceeds the typical employee tenure. As a result of this and other factors, documents have been warehoused twice as long as required by law at enormous waste.
  2. On-demand document retrieval requirements: Upon request, your company must make records available within a given time frame to auditors, customers, or regulators.
  3. Frequent document and content revisions: Critical documents within your company such as contracts, manuscripts, price lists, etc., tend to undergo repeated and significant change, posing challenges in version control. The cost associated with out-of-date material can vary from minor (additional work or inconvenience) to significant (out-of-date price list, wrong version of a contract).
  4. Single function copiers/printers: Studies indicate that printers outnumber copiers by a ratio of nearly ten to one. The proliferation of single-function printers in your company has resulted in a multitude of brands and models leading to increased support costs, and potentially, high operating costs.
  5. Ad hoc records management/disposal: Your company lacks a documented Records Management policy or doesn't implement the one in place. The previously mundane task of records management (RM) has gone high-profile as accounting scandals and the subsequent passage of the Sarbanes-Oxley Act have highlighted the urgent need for a disciplined, cross-functional RM strategy. Whether it's mitigation of potential liability, business continuity, or statutory compliance, RM has a far-reaching impact on every organization.
  6. Roles-based document security requirements: Your company handles sensitive and/or private data and must take precautions to ensure that access to protected documents is secure. Paper-based archive and retrieval methods are particularly susceptible to breaches in security. HIPAA is an excellent example of a government regulation mandating the implementation of a roles-based document security system.
  7. Regularly outsourced document production: Your company has special document finishing/reproduction characteristics, which lead you to frequently outsource the production of certain jobs. Typically, the reasons for outsourcing include one or more of the following: finishing (i.e. binding, stapling, folding, and booklet making), color, large quantity, tabs, etc.
  8. Multiple hardware vendors and product brands: Internal costs including IT support, purchase order and invoice processing, vendor maintenance, account reconciliation, etc., are highly correlated to the number of unique vendors and product models deployed. Organizations should consider vendor/product consolidation as a means to streamline management of document production resources.
  9. Manuals, training, and compliance documentation: The above referenced documents are often voluminous and, therefore costly to produce and distribute. Your company prints and keeps in inventory large quantities of these documents in order to get the production costs down, only to discard a substantial portion of the inventory due to obsolescence. Technologies allowing for printing at the point and time of need can dramatically impact the cost, quality, and timeliness of these documents.
  10. Frequent use of pre-printed forms: Your company uses pre-printed forms, often in conjunction with antiquated impact printers, and spends thousands of dollars a month while your high volume MFPs (multifunction peripherals) go underutilized.
  11. On-site storage: Your company uses valuable office space to store filing cabinets for use as document storage rooms and other means of physical document storage.
  12. Collaborative document creation process: Your company documents require collaboration among employees to produce a final product, involving multiple locations, incompatible software applications, etc. Technologies exist to reconcile these differences and ease bottlenecks typically associated with complex collaborative content creation.

If you recognize any of these inefficiencies, then your company is losing money and not taking advantage of its valuable resources. Call your Zoom Imaging Solutions sales representative today for an analysis and improve your bottom line by as much as 40% overnight.

Encompass Drives Efficiency Quickly

Encompass Drives Efficiency Quickly



The warmer weather makes you want to open the windows, clean out the cobwebs and get rid of all the clutter in your life. As you look around your office, you probably see piles of paper, empty boxes and maybe a few pieces of equipment gathering dust.

If you are a fast growing business, you buy things as you need them to keep up with demand. That may not always be the best strategy, but it works. A lot of small businesses go to the local office supply or big box store and buy computers, printers and maybe even a fax machine. As your small business grows you start looking for ways to save money and time.

A great place to look for savings is your office equipment. You might have all the same brand or whatever was on sale the day you bought it. You might have overused printers and some that are gathering dust. Some may breakdown every week and others seem to run forever.

An Encompass analysis will quickly help you make sense of your output devices. A Managed Print analyst comes into your office and gathers information on every device you have that copies, prints, scans and faxes. They use a tablet computer and electronic forms to quickly take inventory and run it through an online analytical engine to determine document usage patterns. That helps uncover current costs and inefficiencies.

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It's Time For A Little Office Cleaning

It's Time For A Little Office Cleaning

Now that spring has officially arrived, it's time to think about a little spring cleaning in the office. The average office is overloaded with outdated, money draining output devices, such as old copiers, MFPs, inkjet and LaserJet printers, that not only increase monthly costs, but also your company's carbon footprint. You might also notice a lot of unwanted pages next to your printers. It's time to take a look at your output and see how to make a few improvements.

Look around your office. Does everyone have a printer at their desk? Do some of them have dust because no one uses them? Are you running out to the store to buy toner or ink cartridges all the time? It's time to analyze your work habits and devise a better strategy. You have to know where you are before you change course.

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Advance Business with Managed Print Services

Advance Business with Managed Print Services

Managed Print Services (MPS) can help a business save 40% of its document output costs. It's more than just cheaper "cost per click" pricing. It's a set of integrated services, consulting, software, parts and supplies that can drive out cost and increase overall efficiency, security and sustainability.

    The benefits include:

  • Lower paper and toner use
  • Reduced energy consumption
  • Consolidated equipment and maintenance costs
  • Improved business efficiency

The first three are important, but improving your business should be the main objective of any initiative. You want to develop a document output management strategy that helps drive your business forward.

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The Cost of Documents

The Cost of Documents


Have you ever thought about the cost of your documents? Many of us only think about the cost of printing. Putting ink or toner on a page could cost you a few pennies or $.50 depending on what you print, whether you use black and white or color and what type of paper you use.

But that's just the start of it. Documents drive businesses and moving that paper around is where the real cost lies.

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Resolve SMB Workflow Needs With Toshiba MFPs

Resolve SMB Workflow Needs With Toshiba MFPs


Some small and medium sized businesses (SMB) are moving workflows into the cloud as better and less expensive ways of doing business emerge. Most SMBs still rely on paper for business transactions and an often overlooked opportunity is using the power of today's Toshiba MFPs to simplify workflows.

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Save Money Through Document Analysis

Save Money Through Document Analysis


The average office is overloaded with outdated, money draining print devices that increase monthly costs. Inefficient ways of doing business drive up your costs and slow down your processes. You need to look at your usage patterns before you can ring up the savings.

Most people start by looking at ways to save on printed output from your desktop printers and Toshiba copiers, but you need to start at the beginning of the document lifecycle. The birth of a business process typically starts with the creation of a document.

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TOSHIBA RECORDS SIXTH-STRAIGHT AND 13th OVERALL BTA CHANNEL'S CHOICE AWARD FOR SUPERIOR PERFORMANCE

TOSHIBA RECORDS SIXTH-STRAIGHT AND 13th OVERALL BTA CHANNEL'S CHOICE AWARD FOR SUPERIOR PERFORMANCE


2012 BTA Awards Recognize Toshiba as Best Product Line Provider and Winner of Corporate Support, Distribution and Inventory Performance Categories

IRVINE, Calif. (May 8, 2012) -- Toshiba America Business Solutions, Inc., a leading managed document services (MDS) provider and business printing solutions innovator, today announced it has been recognized with the Business Technology Association's (BTA)2012 Channel's Choice Award for Superior Performance as a Primary Product Line Provider. This is the sixth-straight year Toshiba has earned BTA's highest award as the industry's best product line provider for independent dealers, and 13th year overall. Toshiba was also recognized as the winner of Channel's Choice Awards in other key performance categories, including Corporate Support, Distribution and Inventory.

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