5 Signs Your Document Management System Needs Updates

Your document management system is the heart of your business. There may seem to be many other things that are more important, but when the system is dysfunctional you will see how important it really is. If you have any of the following problems, then your document management system may be screaming out for attention.

1. You or your management team are constantly fielding requests for access to documents.

Those in management positions have a lot to do during the day, so it is not an efficient use of their time or skills to field requests for document access all day long. This only becomes a problem when you document management system becomes outdated and no longer provides the right people with required document access.

If an employee needs access to particular information in the system in order to do their job, then they should have it automatically. They should not have to run to someone above their head to get access when it is needed. An efficient document control system will ensure the right access to each employee, while blocking access to documents employees do not need.

2. You are concerned that some employees may gain access to documents they should not have privileges to, due to security issues.

This is the opposite of the problem just presented. Rather than keeping too many people out of documents, the system is allowing sensitive documents to be accessed by people who have no need for them. Most of your employees may be trustworthy, but some may not be as worthy of that trust. It is best to update your document management system so that sensitive documents are only accessible by those who need to access them to do their job.

3. It takes a long time for most new employees to figure out your document management system.

What happens when you bring in a new employee who needs access to some components of your document control system? If you know that it will take some time for them to understand the system, or there are parts of the system that do not work properly and you will have to explain that to them, then your system definitely needs updated. Some systems are complicated, but they should not be so complicated or dysfunctional that it takes months for a new employee to catch on.

4. Your multifunction printer does not do everything that your employees need it to do.

The multifunction printer is a vital part of a document control system. If you have been using the same printer for many years, then chances are it doesn’t do everything it could be doing for your business. Look into new printers to see what enhanced functionality they might offer your business. If nothing else, the new printer could be far more efficient than what you are using now.

5. You often have a back-up at the multifunction printer, with too many employees waiting for their print jobs to go through, or with routine back-ups and paper jams putting the system down.


The Protection Document Imaging Affords Your Valuable Files

Document imaging is a term for the technology of scanning hard copies of documents to transform it into a soft copy that is viewable on a computer. Sometimes, these hard copies are also photographed. Digital formats of this imaging system include microfilm, copiers, and printers.

Document scanning primarily functions as a device that captures, stores, and reproduces images. In 1980, electronic document management emerged, producing various formats for documents including word files, spreadsheets,.pdf files, and email.

Document imaging has been widely used in business because they saw the need to safe-keep important documents that can stand over time. Printed documents or hard copies will just occupy space, compared to a digital version which can be easily stored and resists external factors that can ruin the quality of the document. Hard copies compiled in cabinets are more vulnerable to physical glitches. Various digital formats include those which cannot be tampered with or altered. This way, documents can be protected and sustained for generations to come.

Another advantage of obtaining document imaging is its capability to be retrieved easily. It would take hours before you find an old file in a pile of unsorted, unlabeled documents. However, with just a few clicks, you can easily find the file you’re looking for. This way, you’ll be saving time as well as maintaining a more organized database.

This system can definitely help in managing your documents. Document management is essential in every organization, institution, or business. It requires the appropriate handling of important files necessary for your organization. Proper handling entails careful sorting, labeling, and organizing paper works.


Choosing the Right ID Card Printer For Your Business

Our modern world has changed the way we do business, and technology has certainly changed the way we obtain the photo ID cards necessary for that business. Today in-house printing has replaced outsourcing. That’s because it’s so affordable, and it provides you with a great deal of flexibility. Choosing the right ID card printer for your business is important, so take some time to learn what’s available, and what it has to offer.

Choose from single sided, dual sided or laminating printers. Single sided printers are capable of quality printing on one side, in either color or monochrome. Dual sided printers offer the same quality, but they can print on both sides. They also offer barcode, magnetic strip, encoding, smart card, and more. Laminating printers offer an extra layer of protection from wear and tear. You also enjoy additional security protection, because altering these cards is very difficult. Let’s have a look at some of the most popular ID card printer manufacturers.

Fargo Printers

Fargo has been meeting the needs of business for a very long time. They always offer cutting edge technology. Yet they continue to provide an affordable product, with one of the best reputations for reliability. Fargo offers single sided printers, dual sided printers, and laminating printers. You can configure your Fargo printer to work with your photo ID software. Choose from the many models on the market.

Evolis Printers

Evolis printers offer a full range of technologies including encoding. Choose either single sided or dual sided printers. The Evolis printers have a modern design that’s sleek, and requires very little space. Evolis printers have a reputation for being very intuitive. It won’t take you months to learn all the ins and outs of these printers. Evolis is considered one of the most competitively priced printers on the market. Add easy maintenance, parts that are readily available, and excellent warranties, and you can see why Evolis should be on your short list.

Zebra Printers

If you’re looking for plenty of product choice, and printers that you can afford, Zebra printers have you covered. Besides offering some of the best print quality on the market, they also offer very competitive pricing. Zebra is continuously striving to improve its already superior product line. Choose from a complete line of single sided printers, dual sided printers, and laminating printers.

Magicard Printers

Magicard Printers have earned a reputation for offering something a little different. What makes Magicard unique is its very low price point. This makes it an attractive printer choice for a business just entering the market. It’s just as attractive for those that have been in the market for some time. That’s because they offer a full range of products from the most basic, quality, entry level printer to the top of line printer with all the bells and whistles. Print membership cards, photo ID badges, or a host of other ID cards.