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 The cost associated with out-of-date material can vary from minor (additional work or inconvenience) to significant (out-of-date price list, wrong version of a contract).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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Toshiba eSTUDIO407cs Series: Better Buys for Business April/May 2013 Award Winner

FOR IMMEDIATE RELEASE:

Better Buys for Business Announces April/May 2013 Editor's Choice Award Winners


Malvern, PA, May 1, 2013 – Better Buys for Business, a leading independent authority on office equipment, announced its April/May 2013 Editor's Choice Award winners. These winners represent the top manufacturers in the industry and were compiled from in-depth analysis of recently-released office equipment products. Each award recipient not only offered the greatest value and functionality but also exhibited unique features.

An Editor's Choice Award was given to the following A4 MFD product:

Toshiba eSTUDIO407cs Series: Color Copiers

Their products all delivered the highest level of performance while pioneering new features and solution, fulfilling the document management challenges businesses face.

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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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Mayor Kevin Johnson and Think BIG Celebrate Strong Corporate Support for Kings


An Initiative to Create Jobs and Economic Growth across the Sacramento Region


FOR IMMEDIATE RELEASE - March 27,2013
Chris Tapio - 916-444-5428
info@thinkbigsacramento.org

Mayor Kevin Johnson and Think BIG Celebrate Strong Corporate Support for Kings
In meeting with Mayor, Local Companies Re-Affirm $50M Commitment to Keeping Kings in Sacramento

SACRAMENTO, CA -- Today, Mayor Kevin Johnson met with a group of 25 local companies and organizations who have collectively pledged $50 million in sponsorships for the Sacramento Kings' first five seasons in a new entertainment and sports complex (ESC).

"Once again, our corporate community has come through in the clutch," said Mayor Johnson. "This group -- representing companies across our entire region -- understand the critical role that both the NBA and new downtown entertainment and sports complex will play in promoting job creation, economic growth, and civic pride in our community. I applaud their exceptional leadership and powerful demonstration of just how strong and viable our market is."

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TOSHIBA AMERICA BUSINESS SOLUTIONS INCREASES RECYCLING EFFORTS IN PURSUIT OF ZERO WASTE

February 11, 2013 - Irvine, CA

TOSHIBA AMERICA BUSINESS SOLUTIONS INCREASES RECYCLING EFFORTS IN PURSUIT OF ZERO WASTE


Toshiba Recycles Almost 100 Tons of E-Waste in 2012
IRVINE,Calif. (Feb. 11, 2013)--Toshiba America Business Solutions, Inc. (http://business.toshiba.com) today announces a nearly 60 percent year-over-year increase in recycled imaging consumables as part of the company's "Zero Waste to Landfill" program. In partnership with Close the Loop, an internationally recognized recycler of imaging consumables, Toshiba demonstrates its environmental leadership by recycling about 100 tons of e-waste in 2012.

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Zoom Imaging Solutions. New ownership, same great people!

December 7, 2012

From: Gary Johnson, President Zoom Imaging Solutions, Inc.

DEAR ZOOM CUSTOMERS:

I am very excited to announce that Zoom Imaging Solutions, Inc. has been acquired by Global Imaging Systems, Inc. (NASDAQ: GISX) a wholly owned subsidiary of the Xerox Corporation.

Over the past 25+ plus years Zoom Imaging Solutions, Inc. (previously known as Wolco Business Systems, Inc.) has enjoyed an incredible amount of success providing state of the art office equipment and solutions to the business community in Central and Northern California. Our success was largely due to a strong team of employees at all levels, a great partnership with Toshiba, and the continued loyalty of our valued customers. During these 25 years we experienced a tremendous amount of growth; were blessed with multiple national awards and consistently recognized as a leader within our industry. I am VERY proud of what Zoom and its team members have accomplished!

It's that success that caught the attention of Global Imaging Solutions, Inc. Global has also experienced incredible success acquiring strong dealers focused on excellent customer service in key markets and has allowed those dealerships to continue as independent operators with the same leadership and business philosophy that made those businesses successful in the first place. It is truly a unique business model in our industry.

Global's business philosophy was a major factor in our decision to move forward with this opportunity. I believe it will allow Zoom to further build on the strong foundation laid down over the last 25 years.

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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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Toshiba America Business Solutions Wins "First in Class" Award for Dealer Support

Toshiba America Business Solutions Wins "First in Class" Award for Dealer Support


Oct. 10, 2012 - Toshiba America Business Solutions, Inc. has announced it has been recognized as a "First in Class" MFP Manufacturer for Dealer Support by Marketing Research Consultants, Inc. (MRC), a New Jersey-based office products industry consulting firm. The recognition was given as a result of MRC's 27th Annual Dealer Survey that identified Toshiba for its high level of service and support to the independent dealers who promote and sell its products.

"Toshiba as an organization is thankful for this recognition. The MRC award is one the MFP industry's highest honors, and we are again humbled by the recognition from our dealer partners," says Mark Mathews, president and chief executive officer, Toshiba America Business Solutions, Inc. "Maintaining healthy relationships with our dealers and providing them with support are clearly some of Toshiba's greatest strengths, and we will continue to make dealer relationships a priority as we approach 2013."

Marketing Research Consultants' Dealer Survey Awards are based on feedback from independent office technology dealers representing all copier/multi-function product (MFP) vendors in the industry, and all regions of the country. Participating dealers were asked to rank their primary and secondary vendors in four key performance categories: Corporate Support, Distribution, Product Line, and Inventory.

Intero Day at the Giants Breaks all Records!

Intero Day at the Giants Breaks all Records!

Zoom Imaging Solutions was one of Intero's many sponsors that helped raise over $14,000 at the 2012 Intero Day at the Giants, benefiting the Intero Foundation. It was by far the BIGGEST fundraiser in the Foundation's history.. The funds will ensure more grants to nonprofit organizations benefiting children in need in the Bay Area communities.

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